TABLE OF CONTENTS

RESTRICTED

1.1.1 The Assistant Director for Administrative Services or designee shall issue keys and key cards that permit access to the outside entrance of a central office building only to the Director, Deputy Director, Assistant Directors or Communications staff.

1.1.2 Communications staff shall provide access to central office to authorized staff who need to enter a central office building outside regular business hours.

1.2 Employee Requests for Keys and Key Cards - Central office employees who have a valid need for access to a central office room or area outside of regular business hours shall:

1.2.1 Submit a memorandum to their Bureau Administrator or Administrator (employees who report to a Deputy Director or Assistant Director shall submit their memorandum to that individual), explaining in detail the reason or reasons for requesting access.

1.2.2 Sign for each building key and/or key card on a Receipt of Permanent Issue Keys/Key Rings, Form 40100056.

1.2.3 Accept responsibility for the security of building keys and/or key cards issued to them.

1.2.4 Ensure that their building keys and key cards are not duplicated by anyone or loaned to anyone.

1.2.5 Maintain assigned building keys and/or key cards in their personal possession and control at all times, and not leave building keys and/or key cards in office desks or other office storage areas.

1.2.6 Immediately report any lost or missing building keys or key cards to the Assistant Director for Administrative Services or designee.

1.2.7 Return building keys and key cards to the Assistant Director for Administrative Services or designee if the need for access ends due to a change in employment status or work location.

1.3 Management Review of Requests for Keys and Key Cards - Deputy Directors, Assistant Directors, Bureau Administrators and Administrators who receive a Central Office Key Request shall:

1.3.1 Determine whether they are responsible for the area for which access is requested, and whether the employee's request is valid.

1.3.2 Endorse valid requests for access to areas for which they are responsible and forward them to the Assistant Director for Administrative Services or designee.

1.3.3 Endorse valid requests for access to areas for which they are not responsible and forward them to the responsible Administrator or Bureau Administrator.

1.3.4 Return requests that they do not endorse to employees who submitted them.

1.3.5 Ensure that the Assistant Director for Administrative Services or designee is requested to re-establish security in areas affected by the loss of a key, key ring or key card.

1.4 Issuance and Control of Keys and Key Cards - The Assistant Director for Administrative Services or designee shall:

1.4.1 Determine the method of access to each central office room and area.

1.4.2 Review requests for building keys and/or key cards that have been endorsed by the appropriate Deputy Director, Assistant Director, Administrator or Bureau Administrator to ensure that building keys or key cards being requested are relevant to the requesting employee's duties, and then issue appropriate building keys and/or key cards.

1.4.3 Ensure that all building keys and key cards are stamped or marked with a permanent identifying number, and that the number is recorded when they are issued.

1.4.4 Maintain in a secure area and manner all unissued, spare and returned building keys.

1.4.8 Forward a copy of the annual audit report to the Administrators and Bureau Administrators who manage units where noncompliance or problems are discovered.

702.02 KEY INVENTORY, STORAGE, ISSUANCE AND INSPECTIONS - RESTRICTED

702.03 KEY DUPLICATIONS - RESTRICTED

702.04 EMERGENCY KEY RINGS - RESTRICTED

702.05 KEY CONTROL VIOLATIONS - RESTRICTED

40100056, Receipt of Permanent Issue Keys/Key Rings

40101006, Key and Credit Card Control Log

• Institution key inventories.
• Storage of keys and key rings.
• Emergency key rings and duplication of keys.
• Issuance of keys and key rings.

• Address the contents of this Department Order in authorized Post Orders, as appropriate.

BUILDING KEY - A metal key that opens either an outer or inner door of any central office building.

KEY CARD - A plastic card that is approximately the size of a credit card and encoded with information that allows access into the central office buildings and/or to the Madison Street Parking Garage.