The Property Manager’s Guide to Locks & Key Control

Keep a record of every key, code, and credential, and update access when tenants, staff, or vendors change. A current record makes turnover and lost-key decisions easier.

Control the keys

An unaccounted key can be just as important as a broken lock. Keep track of keys held by staff, tenants, vendors, and contractors.

A simple key log helps managers see who should have access. Where key duplication needs tighter control, ask whether a controlled-key system is suitable.

Plan access by door and role

• Consider controlled keys for rooms where limiting copies matters.

• If a master-key system is appropriate, plan which roles need each door before changing cylinders.

• Document every issued key, credential and access code.

• Schedule access changes for turnover, lost keys and offboarding.

• Use temporary credentials for vendors if the chosen system supports them.

Set rules for issuing and returning keys

An effective key-control policy explains who can receive a key, how it is recorded, when it must be returned and what happens when it is lost.

Vendor access is a common weak point
Give vendors access only to the areas and time windows required for their work, then remove it when the job ends. This reduces exposure without making routine service difficult.

Schedule access changes

Do not wait for an incident to reset access. Staff changes, new tenants, renovations and key audits are useful triggers for a planned rekey.

Document the locks and keys you have now. That makes the next tenant change or lost key easier to handle.