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Designated Authority and Key Coordinators

Every Faculty, department and operating unit has a Designated Authority that has an overall responsibility for access management and key control at the local level. Typically, the Designated Authority is an executive officer, dean, department head or other senior manager who assumes the responsibility for defining access rights to the interior of buildings controlled or managed by the Faculty, department or operating unit. The Designated Authority requests changes to locks, decides who gets access and ensures the Key Coordinator functions are delegated and enacted.

The Key Coordinator is the functional responsibility held by a full-time employee in the Faculty, department or operating unit who is assigned the responsibilities of key control, requisition, distribution, retrieval and record keeping within the unit. Among specific duties, the Key Coordinator:

  • Initiates requests for keys to be manufactured.
  • Receives and distributes keys within his/her operating unit.
  • Retrieves keys when users/occupants are vacating or no longer require them.
  • Administers/coordinates keys for desks, cabinets, display cases, etc. in the Faculty, department or operating unit.
  • Maintains the records of the Faculty, department or operating unit for both keys issued locally and for key inventories (e.g. keys in secure key boxes/cabinets), using the format or template prescribed by Security Services.
  • Undertakes an annual audit of keys controlled by the Faculty, department or operating unit.

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