Key and Access Register

Purpose. The register of every key, remote, swipe card, fob and code held by Vantage for rental properties, schemes, client sites and offices, and who has them at any time.

1.Purpose

Vantage holds keys and access devices for around 2,000 properties and sites. A lost or misused key exposes a tenant, an owner or a client to harm and Vantage to liability. This register is the single record of what is held, where it is kept and who has signed it out.

2.How keys are held

Every key and device is tagged with a code that does not identify the property address. The code cross-references to this register, which is held in the property system with restricted access. Keys are stored in locked key cabinets in each office and in the control room safe, and site keys for cleaning and security are held in key safes on site under the client's instructions.

3.Signing out and returning

A key must be signed out in the register with the name, purpose, date and time and the expected return time, and must be signed back in on return. Keys must not be kept overnight without the manager's approval. Contractors must sign for keys and return them the same day; keys must not be left for contractors to collect unattended.

• Sign out with name, purpose and expected return
• Return and sign in the same day
• Contractors sign personally, no unattended collection
• Report a lost key immediately

4.Lost keys and rekeying

A lost or unaccounted for key must be reported to the department manager immediately and recorded in the incident register. The manager will decide whether the lock must be changed and will notify the owner or client. The cost of rekeying is charged to the responsible party.

5.Audit

Each office and the control room must audit the physical keys against the register every month. Discrepancies must be resolved within five working days and reported to the Security Operations Manager.

6.End of management

When a management agreement or contract ends, keys must be returned to the owner or client against a signed receipt and the register entry closed.