The Docushop key register template is designed to track both swipe passes or FOB keys, as well as any physical keys you might use in your office. It is an editable word document that can be imported into the google suite to be used as a google document. Our key register system is based on a series of electronic passes for staff and then additional passes for contractors and trades people working within the premises. You may wish to add or remove sections as is suitable to your business. WHAT IS A KEY REGISTER TEMPLATE A Key Register Template is a document that is used to track the movement of office or site keys between those they are allocated to. It is a word document and every time you issue a key to someone new, or you receive a key back from some this document tracks your keys so you know where they are at all times. WHY DO I NEED A KEY REGISTER TEMPLATE Does your company keep office keys, filing cabinet keys or any other access keys? If so you should definitely have a key register system and have it detailed into a key register procedure. It is a great way to make sure to you know who has what version of key and it get returns when they leave the business or change roles. If you have multiple keys for an office you'll likely want to know where they are at any given time. If you have digital access passess or FOBs you want to keep track of the access pass numbers as if anyone ever loses a pass or has one stolen, your office is at risk. By having the key register template you can quickly work out which key was allocated to that staff member and have it shut down by your admin or security team. WHAT IS INCLUDED IN THIS KEY REGISTER TEMPLATE This key register template is a simple multi page document that lists the key identifiers (such as key number or access pass number). Each key has a table that you can use to enter the name of the person who is being allocated the key, the date it is allocated and the person who allocated it to them. It then has a section for key returns, the date it was returned and the person it was returned to. If you are using the template to track physical keys we also recommend having an identifier on the key, some companies like to have them engraved, you can use colour coding or whatever method works for you, but it does simplify the key tracking system. (We also recommend conducting a 3 monthly key audit by an independent person in your business - i.e. a person who does not usually manage key allocations). WHAT ARE THE BENEFITS OF HAVING A KEY REGISTER TEMPLATE There are several benefits to having a key register template or key register system that is supported by a key register procedure, these are: Reduces risk of having staff with multiple keys Reduces risk of office theft or damage when a key is lost or stolen Ensures only the right staff have the right key with the right access level Help your admin team manage multiple keys simply WHAT HAPPENS IF I DON'T HAVE A KEY REGISTER TEMPLATE As a small business grows and expands, it is easy for important items to get lost, misplaced and damaged. When it comes to keys that provide access to your property you need to be ensuring you know who has what and manage the movements of each item. In this instance we are talking about keys as they give critical building access, and if you use digital keys or swipe passes there may be restrictions on access to different parts of your business, or even the hours during which staff or contractors can get access. If you don't know who has what key, you risk losing keys and potentially opening yourself up to the risk of theft or business property damage after hours. It also means if a key gets lost or worse, stolen - you can easily know which one to restrict (in the case of a swipe pass) or that you might need to change the locks on your office so HOW TO USE THIS KEY REGISTER TEMPLATE Our docushop Key Register Tempplate word document and is ready to download and edit immediately. Once purchased, wait a few moments while it creates your download, and you can then download when the ‘DOWNLOADS READY’ box appears. You will also receive an email with the downloads so you can access them later. Customise the template with your business name and logo. You can also change the theme template to update the colour profile to match your corporate colours. Read through every section and customise to your business. If something is not relevant, simply delete it. And of course, you can add any additional sections as you require.
