Key and Key Control

Key and Key Control

1.     A key is a device which is used to open alock. A typical key consist of two parts:

2.     The blade, which slides into the keyhole tounlock the door

3.     The bow, which is left protruding so thattorque can be applied by the user to open thedoor.

4.     The blade is usually designed to open onespecific lock, although master keys aredesigned to open sets of similar locks.

The emergency key

1.         opens all guestroom doors, evenwhen they are double locked. It can be used, for example,to enter a room when the guest needs help and is unable toreach or open the door.

2.         The emergency key should be highly protected and itsuse strictly controlled and recorded; it should never leavethe property.

3.         One procedure for emergency keys is to have themlocked in hotel safe, a safe deposit box or a metal cabinetand signed out by the individual needing one.

4.         The log should be dated and signed by the individualtaking the key.

5.         The keys should not be used on day-to-day basis

Master Key

1.         A master key is designed to open a set of several locks.

2.         These keys open all guestroom that are not double-locked.

3.         These locks also have keys which are specific to each one(the change key) and cannot open any of the others in theset

4.         Locks which have master keys have a second set of themechanism used to open them which is identical to all of theothers in the set of locks

5.         For example, master keyed pin tumbler locks will have twoshear points at each pin position, one for the change key andone for the master key

6.         A far more secure (and more expensive) system has twocylinders in each lock, one for the change key and one for themaster key.

7.         Larger organizations, with more complex"grandmaster key" systems, may have severalmaster             key systems where the top levelgrandmaster key works in all of the locks inthe system

8.         A master key opens all guestrooms that arenot double locked. Depending upon the need,the master key may be further established asa housekeeping staff master key, a floorsupervisor master key, and a grand masterkey for management purpose.

Grand Master Key

Key operates all locks in the Hotel. Includinglaundry and linen rooms

Floor Supervisors Master Key

Key operates all sections on the floor/ floorssupervised by the particular supervisor.

Housekeeping Staff Master Key

Key operates all rooms serviced byparticularroom maid or housekeeping staff.

Guest Key

1.         The hotel guest room key is normallyissued to open only one room for which itwas intended, viz. individualised key foreach lock.

2.         If the guest room lock is in shut-out modethe guest room key can neither open it norlock from outside of the room

KEY-CARDS

1.         Metal room keys are being replaced byelectronically coded key-cards.

2.         A key card, while not actually considered akey, is a plastic card which stores a digitalsignature that is used with electronicaccess control locks.

3.         It is normally a flat, rectangular piece ofplastic and may also serve as an ID card

4.         There are several popular type of key cards inuse and include the mechanical hole card, barcode card, magnetic stripe card, smart card(embedded with a read / write electronicmicrochip), and RFID proximity cards.

5.         The key card is used by presenting it to a cardreader; swiping or inserting of magnetic stripecards, merely being brought into close proximityto a sensor.

6.         Key-cards have the capability of being randomlycoded at the point of registration, which re-emphasizes the guest perception of roomsecurity. Key-card control is computer-based andtherefore creates the necessary audit trailautomatically

7.         Master keys can be changed in a matter of a fewkeystrokes and lost key-cards are easilyremoved from the system.

8.         One of the best security features is the ability ofthe computer to investigate each door lock andget a printout of everyone who accessed aparticular room. This dramatically cuts down ontheft from the rooms by hotel employees

9.         The security advantage of the key-cards hasmade it popular and many medium and largesized hotels are adopting this key-card system.

Security

 Above keys will not open the lock when theGuest has Double Locked it from inside.

 From a security point of view, master keying isundesirable; but from a practical point of view,however it is necessary.• Master keying presents two security drawbacks:

 First is the danger that if a master key is lost orstolen, several locks in the system would becompromised, thus providing access to all thoselocks.

 Second is the loss of master key.

 Key Control

 A system of key control is essential to the security of alodging property.

 It is the process of reducing theft and other security-related incidents by carefully monitoring and tracking theuse of keys

 All keys whether metal or electronic should beadequately controlled. The security of a key lock systemis seriously weakened when keys are issued to a greatnumber of people or to anyone who has no legitimateneed for a key.

 The best lock in the world may be unable to protect aproperty or its guests if poor key control allows a criminalto obtain a key to that lock.

 If there is no key card lock system, the followingpolicies should be considered:

A) CODING : Precautions to be taken Room keys must not have any form of tag thatidentifies the hotel.• Keys must not have the number on them. Theymust be identified by a numeric or alphabetic code.The code should not be identical to the building orthe room number.

B) Issuing KeysOnly authorised person should be allowed toaccess the keys and a high level of security shouldbe maintained.

ADVANTAGES

1.     It ensures complete security as no room number isprinted on card 

2.     At the time of issue more than one keycard can be givento the guest if there is a double occupancy in the room It is possible to trace the receptionist who issues thekeys from the print out at the end of the day (to avoidunnecessary or extra duplication which may call forsecurity problems)

3.     An alarm is set on when a wrong key card is usedthereby alerting security.

4.     It helps the guest to avail other credit facilities form thevarious outlets of the hotel. It also helps in conservingelectricity in the guest room

Handling Guestroom Keys

1.     These key have the minimum access,unlocking just one room.

2.     When keys are given to guest the roomnumber must not be spoken aloud.

3.     The guest should be explained about hissecurity maintained through codingsystem.

4.     During the checkout, the guest should beasked for their room keys.

Handling Master & Sub-MasterKeys

1.     All the floor master keys, room masterkeys, grand master keys should be signedout each time they are taken and theirreturn noted in a key control shee

2.     All the keys should be stamped “Do NotDuplicate”

3.     Emergency Keys should be kept in asafety box.

Custody of keys

1.     Employees should not be allowed to loanthe keys assigned to them to one another.

2.     Employees should handover keyswhenever they leave the property, evenfor the meal breaks.

3.     Individuals who have been master keysshould be checked from time to time.

GUIDING PRINCIPLES IN KEYCONTROL SYSTEM

1.     Security of keys is essential from the momentthey arrive on site. Keys should be storedseparately and securely.

2.     No unauthorised person should be allowedaccess to any key, either to examine or handleit, since a photograph or impression can betaken in few seconds and duplicatesubsequently made.

3.     Keep a log book of all keys signed out.

4.     Establish protocol for distribution of keys.

5.     Use keys that do not identify the property’sname, address, logo, or room number.

6.     Perform an annual key audit.

7.     When keys are lost or stolen, the locksshould be changed or rotated to anotherpart of the property.• Authorised employees should remindguests to return keys at check-out.

8.     The loss or suspected compromise of a keyshould be reported immediately and, afterdue investigation, a decision be made as towhether or not the lock should be changed.

9.     Place well-secured key return boxes in thelobby, at exit points of the property, and incourtesy vehicles.