How to manage keys across staff and contractors

Most key problems across staff and contractors happen at the same point: a set changes hands and the record doesn't. The fix is a short routine that everyone follows, including people outside the office.

The five moments to record

1. Collection. One named person takes the set, with a purpose (“boiler service”), not just “maintenance”.
2. Agreed return time. Every collection gets a due-back time. Loans with no deadline tend to become permanent.
3. Onward handover. If keys go from one person to another, the record must change too, not just the keys.
4. Acceptance. The person receiving the keys confirms they have them. Until then, the person handing over is still responsible.
5. Return. Record who returned the set, when, and where it was put.

Worked example (fictional)

Alder Property Services manages Harlow Mews. On Thursday morning Morgan Lee, operations manager, collects KR-044 (four keys) for a boiler service, due back Friday 1pm. The engineer needs site access after lunch, so Morgan hands the keys to Jamie Rivera, a maintenance technician, at the site gate.

• Morgan records a handover request to Jamie. Morgan is still the recorded holder.
• Jamie accepts. Jamie becomes the holder, and the Friday 1pm due time carries over unchanged.
• Jamie returns the set to Cabinet A, hook 14 on Friday at 11am and records the return.

For the handover itself, use the key handover checklist.

When it goes wrong

• Unlogged transfer. Morgan gives Jamie the keys but records nothing. The record still says Morgan. Fix it by recording the handover late (with a note saying so), rather than editing the history.
• Overdue return. Friday 1pm passes. Contact the recorded holder first. If they've passed the keys on, you now know which handover was missed.
• Contractor leaves the job. Before the last invoice is signed off, check that no set is still recorded against them.
• Keys can't be found. Mark the set missing rather than leaving it “out”, and decide whether to change the locks.

Contractors vs staff

Treat contractors exactly like staff: a named holder, a purpose and a deadline. A routine that only works for people you see every day will break when you most need it.