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Privacy and Security Notice

Administrative Manual - 301 General

301.07 Key and Lock Control

POLICY

  1. GENERAL

    This policy implements key and lock controls at Jefferson Lab facilities and leased space and includes all exterior and interior entry points at buildings and fenced areas. The policy applies to all JLab employees, Users, and subcontract employees, who have JLab badges and have provided personal identifying data to JLab Human Resources.

    This policy promotes security of Jefferson Lab people, property and information by describing the control, use, and responsibilities for protecting JLab facility keys. To aid in the control JLab facility keys and locks, all requests for keys and lock cores will be submitted by web based Facility Management work order. Approval officials are as follows:

    KEYAPPROVAL OFFICIAL
    Individual keyPersons supervisor, host/sponsor, or SOTR
    Sub-submaster keyGroup manager
    Submaster keyAssociate Director/Department Manager
    Building master keyElectronic keybox controlled – concurrence officials approved by Facilities & Logistics Manager

    A person must have an active JLab picture badge to be eligible to be assigned a JLab facility key and/or have access to a JLab key box. (See Subcontractor Access below for the one exception.) All JLab keys are to be returned to Facilities Management when the person is no longer active at JLab.

    Facility Management specifies key and lock systems, electronic card keys, electronic access control cards, and electronic key control boxes.

    Any key or electronic card key may be recalled, inspected or inventoried at any time at the direction of the Facilities & Logistics Manager.

  2. REQUIREMENTS

    General Provision. Unauthorized fabrication, duplication, possession, or use of keys to Jefferson Lab facilities is inappropriate conduct and shall subject the offender to corrective action. JLab keys are government property and may be recovered at any time.

    Design. Design of the keying system is the responsibility of Facility Management. The design will ensure security and reasonable convenience to personnel occupying JLab facilities.

    Records. Records of keys to JLab facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by Facility Management. JLab keys shall not be duplicated, except by Facility Management.

    Responsibility – Issuance: Individuals possessing keys to JLab facilities are responsible for assigned keys.

    Lost Keys. JLab badge holders who are assigned keys to JLab facilities are personally responsible protecting the key. All lost keys must be reported immediately to the appropriate manager, host/sponsor, or SOTR; and jointly sign and forward a Lost Key Report to JLab Security.

    Subcontractor Access. Keys required by subcontractors or other non-JLab badged person must be authorized by the Facilities & Logistics Manager. The individuals name, firm name, and specific return date will be submitted to Facility Management. All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the firm to which the keys were issued, and final payment will not be made until keys are cleared.

    Key and Building Security. The JLab badge holder is personally responsible for assigned keys until returned to Facility Management. Individuals must personally sign for their keys and shall not transfer or loan their keys to another individual unless the specific key issue system is specifically designed to track and control it’s use, e.g. conference room keys, electonic key box controlled keys, etc. Key holders shall not “prop” doors or leave them unlocked during hours when the facility is normally closed. Key holders shall not unlock buildings or rooms for others unless the individual has a valid, verifiable reason and proper identification for entry, or is known by the employee to have legitimate need for access to the room or building.

  3. RESPONSIBILITIES

    The Facilities & Logistics Manager is responsible for the Jefferson Lab facilities key & lock control program.


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