Checklist template

Key and access control audit for facilities

A ready-to-use checklist with 120 items in 6 sections, covering Key inventory, Card access, Codes, Contractor access, Lost keys, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 120 Items
  • 99 Yes / No checks
  • 6 Scored ratings
  • 129 Points

Use this template How audits work

1. Key inventory 21 items

  1. A key register lists every key cut for the building by key number Yes / No 1 pt
  2. The register names the current holder of each issued key Yes / No 1 pt
  3. Keys are stamped with a code number, not with the name of the door or room they open Yes / No 1 pt
  4. Keys are stamped "Do not duplicate" Yes / No 1 pt
  5. Unissued keys hang in a locked key cabinet Yes / No 1 pt
  6. The key cabinet is in a room that is locked when nobody is in it Yes / No 1 pt
  7. Only the persons named in the key policy hold the key to the key cabinet Yes / No 1 pt
  8. A count of the keys in the cabinet during the visit matched the register Yes / No 1 pt
  9. 5 key holders sampled from the register each produced the key recorded in their name Yes / No 1 pt
  10. Grand master keys are issued only to the positions named in the key policy Yes / No 1 pt
  11. No master key was found in a desk drawer, a vehicle or an unlocked box Yes / No 1 pt
  12. Shift keys are signed out on a log each time they leave the cabinet Yes / No 1 pt
  13. Yesterday's shift key log shows every key returned by the end of the shift Yes / No 1 pt
  14. Keys to the electrical room, mechanical room and roof hatch are on a ring separate from office keys Yes / No 1 pt
  15. Key rings are sealed so a key cannot be removed without breaking the ring Yes / No 1 pt
  16. Key blanks are kept in the locked key cabinet Yes / No 1 pt
  17. The site record shows the fire department key box was restocked after the last lock change Yes / No 1 pt
  18. Master keys in circulation for this building Number
  19. Keys in the register that could not be located during the visit Number
  20. Date of the last full key count Date
  21. Condition of the key inventory Rating
    • Every key accounted for 5 pts
    • A few keys unaccounted for, none a master 3 pts
    • A master key or many keys unaccounted for 1 pt

2. Card access 19 items

  1. Every active card in the access system is assigned to a named person Yes / No 1 pt
  2. No shared card (for example "Visitor 1" or "Cleaner") is active without a named custodian Yes / No 1 pt
  3. The cards of 5 employees who left in the last 90 days, taken from the payroll list, are deactivated Yes / No 1 pt
  4. The exit checklist used for departing employees includes deactivating the card on the last working day Yes / No 1 pt
  5. Access levels are assigned by job role, not copied from another cardholder Yes / No 1 pt
  6. The list of cardholders with access to the server or telecom room matches the list approved by IT Yes / No 1 pt
  7. The list of cardholders with access to the cash office or high-value storage matches the approved list Yes / No 1 pt
  8. Cards of day-shift office staff do not open the building overnight unless approved in writing Yes / No 1 pt
  9. A report of cards not used in the last 90 days was produced and acted on Yes / No 1 pt
  10. Temporary cards are set to expire automatically on a stated date Yes / No 1 pt
  11. Blank cards are kept locked Yes / No 1 pt
  12. The count of blank cards during the visit matched the stock record Yes / No 1 pt
  13. Cards carry no company name or building address Yes / No 1 pt
  14. Only named administrators can add a cardholder or change an access level Yes / No 1 pt
  15. Each administrator signs in to the access system with a personal account Yes / No 1 pt
  16. Employees seen entering during the visit each presented their own card instead of following someone in Yes / No 1 pt
  17. Active cards in the access system for this building Number
  18. Active cards with no named holder Number
  19. Match between active cards and current staff Rating
    • All active cards belong to current staff 5 pts
    • A few cards of former staff or unnamed cards 3 pts
    • Many cards of former staff or unnamed cards 1 pt

3. Codes 20 items

  1. Keypad lock codes are changed on the schedule set by company policy Yes / No 1 pt
  2. Date of the last change of the main entrance keypad code Date
  3. Keypad codes were changed after the last departure of an employee who knew them Yes / No 1 pt
  4. Each alarm user has an individual arming and disarming code Yes / No 1 pt
  5. No single alarm code is shared by a whole shift or crew Yes / No 1 pt
  6. The alarm codes of 3 former employees sampled are deleted from the panel Yes / No 1 pt
  7. No code is written on or near a keypad Yes / No 1 pt
  8. No keypad still works with a factory default code such as 1234 or 0000 Yes / No 1 pt
  9. Keypad buttons show no wear pattern that reveals the digits of the code Yes / No 1 pt
  10. The combination of the key cabinet or safe is known only to the persons named in the key policy Yes / No 1 pt
  11. Lock box combinations are changed after each contractor job that used the box Yes / No 1 pt
  12. The janitorial company has an alarm code of its own, separate from staff codes Yes / No 1 pt
  13. Carriers are given a gate or dock code that is separate from staff codes Yes / No 1 pt
  14. A duress code is programmed in the alarm panel Yes / No 1 pt
  15. Employees who open or close the building could explain when to use the duress code Yes / No 1 pt
  16. Combination padlocks on outdoor enclosures (gas meter, generator, dumpster) are not left on the factory setting Yes / No 1 pt
  17. Codes are given out in person or by phone, never by group text or on the posted schedule Yes / No 1 pt
  18. The list of code holders is kept in a locked or password-protected place Yes / No 1 pt
  19. Active user codes in the alarm panel Number
  20. Discipline with codes Rating
    • Individual codes, changed on schedule 5 pts
    • Some shared or overdue codes 3 pts
    • Shared codes that are rarely changed 1 pt

4. Contractor access 21 items

  1. Contractor keys come from a separate set marked as contractor keys Yes / No 1 pt
  2. The contractor key log records the name, company, key number and time out for each key Yes / No 1 pt
  3. Yesterday's contractor key log shows every key returned the same day Yes / No 1 pt
  4. No contractor keeps a key overnight without written authorization from the facility manager Yes / No 1 pt
  5. No contractor holds a master key Yes / No 1 pt
  6. Roof hatch and electrical room keys are handed to a contractor only against a work order Yes / No 1 pt
  7. The contractor's photo ID is checked before a key is handed over Yes / No 1 pt
  8. Contractor cards open only the areas named in the work order or contract Yes / No 1 pt
  9. Contractor cards work only during the hours named in the work order or contract Yes / No 1 pt
  10. Contractor cards carry an expiry date no later than the end of the contract Yes / No 1 pt
  11. The cards of 3 contractors whose work ended in the last 90 days are deactivated Yes / No 1 pt
  12. The keys held by the janitorial contractor are listed by key number in the contract file Yes / No 1 pt
  13. Janitorial keys stay on site in a locked cabinet between shifts Yes / No 1 pt
  14. Each standing contractor (HVAC, elevator, fire protection) has one named person accountable for its site keys Yes / No 1 pt
  15. The lock box used for after-hours contractor entry is fixed to the building Yes / No 1 pt
  16. The after-hours lock box holds only the key needed for the job Yes / No 1 pt
  17. After-hours contractor entries on last month's card report match approved work orders Yes / No 1 pt
  18. Snow removal and landscaping contractors have no key or card to the building interior Yes / No 1 pt
  19. Keys out with contractors at the time of the visit Number
  20. Active contractor cards Number
  21. Control of contractor keys and cards Rating
    • Issued against a work order, logged and returned 5 pts
    • Returned, but issued without a work order or log entry 3 pts
    • Keys or cards out with no record of who holds them 1 pt

5. Lost keys 19 items

  1. Key holders have been given a written procedure for reporting a lost key or card Yes / No 1 pt
  2. The lost key reports on file show each loss was reported to the facility manager within the time set by company policy Yes / No 1 pt
  3. Each lost key report records the key number, the holder, the date and the circumstances Yes / No 1 pt
  4. Each lost key report records a decision to rekey or not, with the reason Yes / No 1 pt
  5. Doors opened by a lost master key were rekeyed Yes / No 1 pt
  6. Lost cards were deactivated on the day they were reported, according to the access system log Yes / No 1 pt
  7. A replacement key is issued only with the approval of the holder's manager Yes / No 1 pt
  8. Broken keys are handed in before a replacement is cut Yes / No 1 pt
  9. Broken keys handed in are destroyed Yes / No 1 pt
  10. Keys found on site are handed to the key controller and logged Yes / No 1 pt
  11. Keys not returned by departed employees are recorded as lost Yes / No 1 pt
  12. Lost master keys are reported to the corporate security or loss prevention department Yes / No 1 pt
  13. Keys stolen in a theft or vehicle break-in are reported to the police where company policy requires it Yes / No 1 pt
  14. Holders with more than one loss in 12 months were reviewed by their manager Yes / No 1 pt
  15. Spare lock cores or cylinders are on site so an exterior door can be rekeyed the same day Yes / No 1 pt
  16. Keys reported lost in the last 12 months Number
  17. Lost keys in the last 12 months that led to a rekey Number
  18. Date of the most recent lost key report Date
  19. Response to the most recent lost key or card Rating
    • Deactivated or rekeyed the same day, with a report 5 pts
    • Handled late or without a report 3 pts
    • No action taken 1 pt

6. Records 20 items

  1. A signed key agreement is on file for each of 5 key holders sampled Yes / No 1 pt
  2. The 3 most recent key issues in the cabinet log appear in the key register Yes / No 1 pt
  3. The exit checklists of 3 recent departures show keys returned Yes / No 1 pt
  4. A keying schedule showing which key opens which door is on file Yes / No 1 pt
  5. The keying schedule reflects the last lock change Yes / No 1 pt
  6. The keying schedule is kept locked or password-protected Yes / No 1 pt
  7. Keys are cut only by the locksmith approved by the company Yes / No 1 pt
  8. Each key cut by the locksmith in the last 12 months has a written authorization Yes / No 1 pt
  9. Locksmith invoices of the last 12 months agree with the keys added to the register Yes / No 1 pt
  10. Door event history is kept in the access system for the period set by company policy Yes / No 1 pt
  11. Cardholder changes are reviewed monthly by someone other than the system administrator Yes / No 1 pt
  12. Department heads sign a review of who has access to their areas on the company schedule Yes / No 1 pt
  13. Each change of a keypad or alarm code is recorded with its date and the person who made it Yes / No 1 pt
  14. The access system database is backed up on the company schedule Yes / No 1 pt
  15. The current version of the key and access policy is available on site Yes / No 1 pt
  16. Findings of the previous key audit have been closed Yes / No 1 pt
  17. Name of the key controller Short text
  18. Name of the facility manager Short text
  19. Overall control of keys, cards and codes Rating
    • Every key, card and code traced to a current, authorized holder 5 pts
    • Gaps found, none involving a master key or a restricted area 3 pts
    • A master key, active card or code that cannot be accounted for 1 pt
  20. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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