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Key Control SOP

Sample Key Control Standard Operating Procedures

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DEPARTMENT OF THE ARMY

DELTA COMPANY, 3RD BATTALION, 8TH CAVALRY

1ST CAVALRY DIVISION

FORT HOOD, TEXAS 76544

 

AFVA-3B-3-8-D 07 June 02

MEMORANDUM FOR PERSONNEL CONCERNED

SUBJECT: Key Control SOP

1. References:

a: AR 190-51

b: AR 190-11

c: FH Reg 190-3

d: AR 735-5

e: DA PAM 710-2-1

2. Responsibilities:

a: Company Commander

(1) Is ultimately responsible for key control within the unit.

(2) Will appoint on orders using memorandum format a Key Control Officer and alternate to act in his behalf on all key control matters.

b: Supply Sergeant

(1) The Supply Sergeant will sign for the real property keys.

c: Key Control Officer (KCO)

(1) Will establish and monitor the key control program for the unit.

(2) Will sign for all keys and locks within the unit's responsibility, except for Real Property Keys.

(3) Will issue all keys and locks by serial number to the Key Custodians using DA Form 2062.

(4) Will procure, store and issue reserve or backup padlocks. An equivalent of 5% of total locks will be maintained as backup.

(5) Will maintain an alternate key to each padlock in the unit (except for Arms Room Keys or Real Property Keys.)

(6) Will inventory alternate keys semiannually using DA Forms 5513-R.

(7) Will ensure that appropriate actions (cash collection, statement of charges, etc.) are initiated for reimbursement to the government for keys and padlocks that are lost or damaged through negligence.

(8) Will be familiar with FH Reg 190-3 APP D, AR 190-51, that part of AR 190-11 which pertains to locks and keys and this SOP.

(9) Will conduct and record inspections of custodial areas a minimum of quarterly. An informal memorandum will be used to document inspection results. The memorandum will be maintained for 3 years.

(10) Will appoint Key Control Custodians (KCC) and alternates for all required areas using memorandum format. Social security numbers will not be placed on the memorandum.

d: Key Control Custodian (KCC)

(1) Maintain all forms and records required for key control.

(2) Coordinate with the KCO for the replacement of broken, defective or compromised locks.

(3) Real Property Key control custodian will issue all keys on DA Form 2062.

(4) Insure that adequate control of all keys and padlocks is accomplished within the custodial area as directed by the KCO and this SOP.

(5) Conduct a key inventory every 6 months of all the keys he is signed for (his custodial area) using DA Form 5513-R indicating he has inventoried 100% of all keys and locks. The KCO will periodically inspect for compliance.

(6) Keys not issued for personal retention (vehicle keys) will not be removed from Fort Hood military installation unless directed by the KCO or unit commander.

(7) Key depositories will be kept locked at all times when keys are not being issued, returned or inventoried. Key box will be secured to a permanent/ fixed structure.

(8) Keys and padlocks will not be marked in any manner, which will assist an unauthorized individual in matching a key that was lost, stolen, or misplaced to the lock. Keys without serial numbers will be given one.

(9) All padlocks will be secured to the hasp or staple when the container is open. Keys and padlocks will not be left unsecured.

3. Required forms and records:

a. The KCO will issue all padlocks and keys using DA Form 2062 in two copies. The KCO will maintain the original and the KCC will maintain the second copy with their records.

b. DA Form 5513-R, annotated "FOR INVENTORY ONLY", will be used as an overall management tool for control of padlocks and keys. Each KCC will record all keys/locks issued to him on this form. This form will serve as the record to be used for key control and inventory. This form will have serial number, location of lock and the number of keys maintained. If any changes will be used for semi-annual inventories and be maintained in the key depository.

c. A second DA Form 5513-R, annotated "ISSUE ONLY", is used to record the serial numbers of all keys issued by the KCC. The number for the block where the serial number is recorded will be used to identify the key when issuing or receiving the key from the key depository. This form will also be retained in the key depository to preclude unauthorized personnel from gaining access to it. This DA 5513-R will be used as a receipt to issue keys on a temporary basis (LESS THAN 30 DAYS). It will also be used for the transfer of custody of the keys between the KCC and his alternate. This form will be maintained 90 days after the last entry and then destroyed.

d. DA Form 2062 will be used to issue keys which will be out of the depository for longer than 30 days (field exercises and personal retention).

e. Each KCC will prepare an access roster signed by the activity/unit commander identifying personnel by name, rank and duty position and the specific keys or areas that they have access to. Access rosters will be kept current.

NOTE: There should be more than three hand receipts to the user IAW DA PAM 710-2-1.

4. Inventories

a. All operational padlocks and keys will be inventoried semiannually.

b. All alternate keys except alternate arms room keys and real property keys will be inventoried semiannually by the KCO.

c. All alternate arms room keys will be inventoried every six months by the unit armorer.

d. The Supply Sergeant/Custodian will inventory real property keys every six months.

e. All inventories will be recorded on the DA 5513-R and signed certifying that the signing individual actually conducted a 100% inventory and all keys and locks were accounted for.

f. All keys issued for personal retention will be inventoried by the issuing KCC periodically on a "show basis" (minimum of semiannually, individual resigning for key(s).

5. Combination Locks

a. Containers with combination locking devices will have a SF 700 prepared and part 1 is affixed to the inside of the container. Part 2 will be affixed to the outside of an opaque envelope. Part 3 will be placed inside the envelope. The envelope will be sealed and turned into the BN S-2 to be secured in the S-2 safe.

b. Combinations to combination locking devices will be changed as follows:

(1) Annually

(2) Upon reassignment, transfer or loss of personnel with knowledge of the combination.

(3) Whenever the container or lock is found unsecured and unattended.

(4) Whenever there is reason to suspect that the combination has been compromised.

6. Arms Room Keys

a. The KCO will issue ALL keys and padlocks (operational and alternate) to the arms room key custodian (armorer) using DA 2062.

b. The AA&E keys will be separated into two sets, operational and alternate keys.

(1) The operational keys will be separated into three rings, IDS key on one ring, entrance and

window keys on a second ring and rack and container keys on the third ring.

(2) The alternate keys will be separated into two sets. One ring will contain the entrance keys and the other ring will contain the rack and container keys.

(3) The alternate IDS key is maintained at the Alarm Monitor Station.

(4) The rings will be a minimum of 12 gauge steel wire, spot welded or twisted so that a key cannot be easily removed.

c. All three operational key rings will be secured in a container of at least 20-guage steel, or material of equivalent strength (such as an ammo can) equipped with a secondary padlock.

(1) The KCO will issue the arms room key custodian a key to this box on a DA 2062 for personal retention.

(2) The alternate key to the padlock on the storage box will be placed in a a sealed envelope with the armorer's signature and date of sealing across the flap.

(3) The armorer will hand receipt this envelope with key to the CO/1SG or KCO for storage and emergency use. Breaking the seal on this envelope requires a joint serial number inventory of the arms room by two persons on the unaccompanied access roster.

d. The locked operational arms room key box will be turned into the BN Staff duty every day to be secured in the BN Staff duty safe. Armorer will sign in or out "ONE LOCKED BOX" on DA 5513-R.

e. The armorer will assemble the alternate arms room keys in the same fashion as the operational keys.

(1) The alternate key to the key box will be placed in a sealed envelope. The key custodian (armorer) will put his signature and date across the sealed flap of the envelope and hand receipt it to the CO/1SG or KCO for storage.

(2) The locked box containing the Alternate arms room keys will be hand receipted to the S-2 for storage and safekeeping.

f. Loss of the J-SIIDS key will be reported to the Alarm Monitor Station IMMEDIATELY (288-0872 or 287-7703).

g. The unaccompanied access roster will be access roster for the arms room key box.

h. The armorer's personal retention keys WILL be accounted for and inventoried on the operational key DA 5513-R.

7. Billets Keys

a. The barracks keys (CQ Keys) will be kept in an appropriate key depository such as a key box that can be secured with a Series 200 lock. The key box should also be sealed with a railroad seal. The CQ will verify the seal number at the beginning of his shift.

b. CQ's will sign for the key box containing the barracks keys and any other keys from the custodian daily on DA 5513-R. If the CQ has to break the seal to access the barracks keys, a notation will be entered in the log describing the circumstances and what room or area was opened or accessed.

8. Unit Supply and NBC Room

a. The unit supply NCO and NBC NCO will sign for the personal retention of the keys for their respective area from the KCO.

b. They will be designated by orders as the KCC for all keys in their areas.

c. The unit supply NCO will sign for real property and billets keys directly from the S-4.

9. Reproduction and Replacement of Keys

a. U.S. government keys are not authorized to be reproduced commercially.

b. Damaged real property keys will be given to the supply KCC, who will take them to DPW for replacement.

c. Missing padlock keys will be reported to the KCC, who in turn will report it to the unit KCO. The lock will be replaced immediately. The KCO will investigate the loss, and determine if the individual was negligent and take any necessary action. Anytime a key is lost the lock will be changed.

d. If a real property key is lost the KCO will informally investigate the loss and advise the unit commander whether the lock has been compromised and needs to be replaced or if only an additional key is needed.

 

DAVID E. ESCOBAR

2LT, AR

Key Control Officer