DEPARTMENT OF THE ARMY
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OFFICE SYMBOL                                                                                      Date

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT:  Key and Lock Standard Operating Procedure

1.	Purpose: To establish and maintain an effective administrative key and lock control system.  NOTE:  Key and lock control for the arms room keys is covered in the Arms Room SOP.

2.	Scope: This SOP is applicable to all assigned or attached personnel.

3.	Reference: AR 190-51, Security of Unclassified Army Property (Sensitive and Non-sensitive).

4.	Responsibilities:  Key and lock custodian and alternate(s) will:

a.	Be appointed in writing to issue, receive, safeguard and maintain accountability of office, unit, or activity keys.

b.	Maintain a key depository for each area that controls their keys.  The depository will be a lockable container, such as a safe, filing cabinet, or a key box made of at least 26-gauge steel, equipped with a tumbler type-locking device and permanently affixed to the structure. The key depository will:

(1)	Be kept locked except to issue, return, inventory or perform inspections of assigned keys.  The key to the depository will be controlled by the custodian and maintained the same as any other key, i.e., when not in use, stored in a locked container or signed out on a personally retained basis by the custodian.  Under no circumstances will the key box key be left inserted in the key box lock after the box has been secured.

(2)	Be located in a room where it can be kept under constant surveillance, or in a room that can be secured when unattended.

(3)	Know the location of all key depositories under their responsibility.

c.	Maintain a key control register; such as DA Form 5513-R or computer generated form, to control and account for keys.

d.	Conduct semiannual inventories of assigned keys and locks.  Document and retain inventory(s) on file until the next inventory is conducted.

e.	Be familiar with AR 190-51, Appendix D: Keys, Locks, Locking Devices and Protective Seals.

f.	Coordinate procurement of padlocks and keys through appropriate supply channels to ensure that an adequate number of spare lock/keys are maintained for temporary usage in the event locks have become unserviceable, lost, or stolen.

g.	Periodically inspect exterior locks to ensure serviceability, adequate lubrication and rust prevention, etc.

h.	Maintain records showing the location, serial number, and total number of keys for each lock and records of all lost keys.

i.	Ensure a method is established for marking or tagging keys for ready identification.

j.	Initiate an inquiry if key(s) are lost, stolen, or misplaced.  When keys to padlocks are presumed missing or lost, padlocks will be replaced or recorded immediately.

5.	Key Control Principles and Procedures.

a.	At no time will keys to exterior entrances of buildings be left unsecured or unattended.

b.	Upon turn in of personally retained keys (i.e. individual transfer, PCS, or ETS), the key access list will be updated accordingly.  Updating can be accomplished by pen and ink changes.

c.	When combination locks are used, combinations will be changed: annually: upon ETS, PCS, or internal reassignment of any person having knowledge of the combination(s); and when subject to possible compromise.  Units/Activities will coordinate with their higher headquarters S-2 or Physical Security Officers when changing combinations.  Safe and padlock combinations will be annotated on SF 700, and handled IAW appropriate regulations.

d.	Padlocks will be locked to the staple or hasp when the room/building/area is opened to preclude theft, loss or substitution of the lock.
e.	Key Control Register(s) (DA Form 5513-R, computer generated printout, etc.) will be used to properly account for all keys in each system:

(1)	The top portion of the key register must list each key by serial number, location, and total number of keys for each lock.  When a key is signed out, the corresponding assigned key number (1-40, etc.) is placed in the identification number column on the bottom portion of the register.  The date and time of issuance, printed name and signature of the custodian must be completed.  The recipient (person signing for the key) must print and sign their name in the blocks provided.  When the key is returned, the custodian will annotate the date and time of return and print and sign the register accordingly.

(2)	Each time a key is taken out of the depository, it will be signed out on the register.  When the key is not actually in use, it will be stored in the depository.  The register will also be kept in the depository when not in use.  If the depository is to full to accommodate the register, it may be kept in another secured location.  Once the register is completely filled in, the form will be retained for 90 days and then destroyed unless the register is also utilized for inventory purposes.

(3)	A key/lock inventory list will be maintained which depicts a list of all keys/locks, key/lock serial numbers, location of locks, and the total number of keys maintained for each lock.  This list will be secured in the key depository.  If the key control register denotes all information as noted above, separate inventory(s) do not have to be established/initiated.

(4)	Padlocks and/or keys, which do not have a serial number, will be given one.  This number will be inscribed on the padlock or key as appropriate.

(5)	Keys may be issued for personal retention, if daily turn in is jeopardizing mission readiness or seriously impedes operational efficiency.  A separate register will be utilized to sign these keys in and out and the register will be clearly marked "Personally Retained Keys."

(6)	In case of lost or replaced key/lock, the following procedures will be initiated:

(a)	Annotate at the bottom or the register the following statement:  "Key (serial number of the key) replaced on (date and new serial number)."

(b)	The old register will be retained on file for 90 days after the last entry and then destroyed, unless containing the key and lock inventory(s).

f.	In addition to semiannual inventories, keys will be inventoried as follows:

(1)	A visual check of the key depository at the end of each duty period will be conducted to ensure all keys are accounted for.  This inventory does not have to be recorded.

(2)	All unissued cores, padlocks and keys will be inventoried in conjunction with the semiannual inventory.

(3)	All keys and locks will be inventoried by serial number whenever custodians change.  This inventory will be retained until the next serial number inventory.

(4)	Personally retained keys will be inventoried on a "show basis" semiannually or upon change of custodian(s).

g.	Low security padlocks: The only requirement for this type of padlock is a hardened steel shackle, retention of the key when unlocked, and heel and toe locking of the shackle.

(1)	Acquisition of these padlocks is now accomplished by commercial item description (CID).  Order CID A-A-1927 through the Defense Industrial Supply Center or a purchase item description (PID) through General Service Agency (GSA).

(2)	American Series 5200, NSN 5340-00-158-3805 (without chain) and 3807 (with chain) can still be procured through supply channels and utilized where low security padlocks must be utilized to secure government assets.

(3)	At a minimum, low security padlocks will be utilized to secure all high value/pilferage U.S. Government property, (i.e., all tactical vehicles and supply storage cages, communications equipment storage cages/rooms, night vision device storage containers, etc.).  These padlocks will not be used to secure personal property.

h.	All padlocks in use should be inventoried at the same time keys are inventoried.

i.	The use of any master key system or multiple key systems is prohibited unless so noted in AR 190-51.  Organizations/Activities who currently employ master keying systems must submit a request for a waiver/exception IWA AR 190-51, Para 1-6.

j.	When in conflict, DOD 4525.6M guidance will take precedence over guidance provided by AR 190-51 with regard to key and lock procedures dealing with postal security.

k.	Custodians of supply or motor pool vehicles keys should also be appointed, in writing, to control, safeguard and maintain accountability for unit's/activity's POL credit cards and thruway passes (if applicable).  The custodian will utilize a logbook or DA Form 5830-R (POL Credit Card IDENTAPLATE Control Log) to control the cards, which includes the name, signature, and rank/grade of the individual issued the card(s), card and identaplace serial number(s), vehicle number or registration number and the date and time the card(s) is signed out and returned.  (AR 190-51, Para 3-14d).  Card(s) will be secured in a lockable container under controlled access.

6.	Inspections will be conducted by the unit's/activity’s physical security officer on a periodic (semiannual) basis to ensure key custodians are in compliance with this SOP.

7.	The point of contact for this standard operating procedure is the S-2 at (123) 456-7890.

	

Encls 						FIRST M. LAST
Annex A - Sample Appointment 		XXX, XX
Orders for Key and Lock Custodians 	Commanding
Annex B - DA Form 5513-R
(Sample Key Control Register)
Annex C - Sample Key Access Roster 
Annex D - Sample Key and Lock Inventory (If Register is not utilized)

DISTIBUTION:

ANNEX A (SAMPLE APPOINTMENT ORDERS FOR KEY & LOCK CUSTODIAN/ALTERNATES) TO KEY AND LOCK STANDARD OPERATING PROCEDURES

ANNEX B (SAMPLE KEY REGISTER (DA FORM 5513-R) FRONT PAGE TO KEY AND LOCK STANDARD OPERATING PROCEDURES

ANNEX B (SAMPLE KEY REGISTER (DA FORM 5513-R) BACK PAGE TO KEY AND LOCK STANDARD OPERATING PROCEDURES

ANNEX C (SAMPLE KEY ACCESS ROSTER) TO KEY AND LOCK STANDARD OPERATING PROCEDURES

ANNEX D (SAMPLE KEY AND LOCK INVENTORY LIST) TO KEY AND LOCK STANDARD OPERATING PROCEDURES

KEY #	SERIAL #	LOCATION OF LOCK	Total Keys 	QTY in
Key Box	QTY Signed Out	
1	31AC	Front Door	4			
2	31A2	Conference Rm	3			
3	31A3	Rm 104-Plans&Training Officer	2			
4	31A4	Rm 105-Copy Room	2			
5	31A5	Rm 106-Supply	3			
6	31A6	Rm 107- Commander	3			
7	31A7	Rm 108- First Sergeant	3			
8	31A8	Rm 109-Operations	1			
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