Introduction to this document

Register of keys and alarm codes

Our register of keys and alarm codes enables you to record what keys, passes, cards and codes you’ve provided to an employee. However, it goes further by setting a series of rules aimed at ensuring the security of this property and information.

Valuable company property

For the purposes of security access to and in your work premises, there may be a whole range of keys, passes and codes that you provide to a new employee, for example a security pass or fob for the building, a staff ID card, an office key, keys for the employee’s desk, cabinet and locker and an alarm code. Whilst this property isn’t worth much in monetary terms, it is of course very valuable from a security perspective and therefore you need to be sure your employee is aware of the need to take care of these items.

Template register

Our Register of Keys and Alarm Codes allows you to record the name of the employee and to individually list the various security items that you have provided to them. However, not only is the employee signing to confirm receipt of the items, their signature is also to confirm the following:

  • they acknowledge they are responsible for the items whilst they are under their control or in their possession and they must take proper care of them
  • they will take all reasonable steps to ensure the security of the items
  • they will not allow the items to be used by anyone outside the Company, unless you’ve specifically authorised this
  • they will not loan the items to any other employee, or permit them to be used by any other employee, unless they have their manager’s express permission
  • they will not, by negligent or deliberate act or omission, allow the items to be lost, stolen or damaged
  • they will immediately report any loss, theft or damage of any of the items to their manager
  • on termination of employment, they will return the items to their manager.

Give the employee two copies of the register - one to keep as their own record and one to sign and return to you.

Disciplinary offence

We’ve also pointed out in our register that breach of the above rules could lead to disciplinary action and, depending on the circumstances, may amount to gross misconduct justifying the employee’s summary dismissal.