Key Procedures

When someone wants a key, you must have authorization from his or her supervisor.  The authorization can be via e-mail or in writing or in person.

If the authorizer is not there with the individual requesting the key, you must ask for and view a picture ID card of the person.

When the person is authorized and identified, have him or her fill out the Key Checkout Form.

While he or she is filling out the form, open the key box with the key in my upper right hand desk drawer.  You will find a list of keys taped to the inside of the door.  It is in order by room number.  It will tell you the key code and the hook number for the key you need.  Open the panel to the correct hook number and get the topmost key from the hook.  Close the key box and lock it and return the key to the drawer.

Fill the key code and key number in on the Key Checkout Form and be sure the borrower has signed the form and entered the information correctly.

The key code is stamped on the key, but it was also on the key list taped in the key box.  The key number is normally on the key on the same side as the key code.  If there, it will be on the upper right of the key.  If not, it will be on the backside of the key.

After recording the information give the key to the borrower, and put the Key Checkout Formin the in-box for database data entry.

Key Database Procedures

To enter a new key.

Open the newkeys database, go to forms, choose the keys form and open it.

Click the >*  button to add a new record to the end of the table.

Enter the information as written on the Key Checkout Form.

    (Enter name as: Last name, first name.)

    (You can leave the year off the date.)

Mark the paper form as "posted," sign your initials and write the date.

File the paper form in alphabetical order by borrower last name.