How would you as security officer regulate the issue receipt and custody of all important keys of the organization

Issue of the material is an important process and adequate security checks must be enforced avoid any security lapses. Main points are as under:

1. Issue of the material is an important process and adequate security checks must be enforced avoid any security lapses. Main points are as under: 
2. Entry to the stores must be restricted, only concerned staff must be allowed access to the stores premises. 
3. Proper requisition slips duly signed by the officer / manager and issue slips of the stores must be accounted either manually or on the computer. 
4. Once the item and or stores are issued the relevant entry in the cards or in the computer should be carried out for inventory control. 
5. Proper issue timings for stores issue must be adhered to specific sanction must be obtained for any emergency / urgent issues. 
6. Once the material arrives at the main gate of an industry he escort representative of the company will hand over the copy of the chalan to the company security supervisor of the shift. At the gate it may not be possible to check the quantity and correctness. Any despancy form delivery chalan must be noted and security officer / manager of the department should be informed accordingly. Lock and keys are the important security items to safeguard the security and safely of the office, machine room and store room etc 

Following measures must be adopted while handling the keys: 

1. It must be ensure that the proper key register is maintained in security guardroom or at the main gate. The deposit and withdrawal of all keys of offices, stores and other rooms, which are not require to be kept open 24 hrs the keys after locking must be deposited in security office. 
2. All withdrawal and deposit must be either supervised by the security officer or supervisor of the concerned shift 
3. All departure must intimate in writing to security officer the particulars of the employees or officer along with his specimen signature who is authorized to collect and deposit the key of concerned office or department. 
4. The key board’s one of the duplicate keys an other for original keys must be placed at suitable place in the security office. All the keys locks must be provided for each key. Name of the office/department should be written on it over the key hooks inside the key boards 
5. Key of the duplicate key boards should be kept under safe custody of the security officer. 
6. Records of all deposits/withdrawal should be entered in the key register 
7. No key should be having any marking of the office / department for security reasons. 
8. Any loss of the key must be immediately reported to the head of the department and security officer. The lock of lost key should be opened with the duplicate key and then same lock must not be used for the office to avoid any security risks. 
9. Security officer must ensure that after the end of working hours all keys are deposited in the security office. if not then it must be checked up form the concerned office the reason for delay. Security officer or shift supervisor must check up while going around the premised that all offices/stores are properly locked and doors / windows are secured.