An employer should have a master key system in place to access employee desks and lockers in case of emergency, unexpected leave of absence, or some type of threat. Employers should only use these keys when necessary. Here’s what to know about how to manage the use of master keys.

Guidelines for Using a Master Key System 

Be Transparent

It’s essential to let employees know that you have master keys that allow access to their personal work or storage areas. Be clear about when and why you would use the keys, and who else in the organization has the authority to use them.

Get Permission

If the situation allows, get permission from the employee before accessing a locked desk or storage locker. If it’s practical, obtain written permission from employees before accessing their desk drawers. This shows respect for the employee’s personal space, and it also protects the company in case an issue arises later.

Record Occurrences

To protect both yourself and employees, record any time you need to open a locked desk and for what purpose. Note if anything was removed and why, and if and when the item was replaced. Also, record if permission was obtained.

Use Only When Necessary

You should use the master key system only when necessary. Do not make a habit of accessing secured employee areas without an absolute need to do so, such as if you require important paperwork for clients when an employee is unavailable.

Keep Keys Secure

The master keys should be kept in a place that is secure and that only managers or owners can access.  Do not leave keys lying around on a desk or in a common area, even for a minute. 

Having a master key system to access employee desks and storage areas is essential in case of emergency, but it should not be used lightly. Fortress Safe and Lock in Cincinnati, OH, offers custom commercial security systems, locksmith services, master key systems, safes, and lock repair. Call (513) 772-4392 for assistance, and visit the website to learn more about their services.