List every door, decide which roles need access, record each key, limit master keys, and review the system after losses, staff changes, or building changes.
- Number or name every door
- List access needed by each role
- Record every issued key
- Limit master keys
Map every door
List customer entrances, staff doors, offices, storage, service areas, utility rooms, roof access, gates, and exits. Give each opening a clear name or number.
List access by role
Write down which areas each role needs. A cashier, manager, cleaner, vendor, and building engineer may need different access. Give the lowest level that still allows the job to be done.
Build a simple key record
Record the key number, recipient, doors it opens, issue date, and return date. Do not write a full address or sensitive room name on a key tag.
Plan a master key system carefully
A master key can reduce key count, but it also increases the effect of a lost key. Keep the system as small as practical and limit high-level keys.
Have a lost key plan
Decide who must be told, which doors are at risk, and whether the lock should be rekeyed. The answer depends on the key level, labels, property risk, and chance that the key can be linked to the business.
Handle staff changes the same day
Collect keys and disable fobs or codes when a role ends. Update the access record and decide whether uncertainty about copies requires rekeying.
Check the whole door
A cylinder is only one part of a business door. Check the latch, strike, closer, frame, hinges, panic hardware, and the way staff use the opening.
Review access on a schedule
Check the key list after staffing changes, lost keys, tenant changes, renovations, or new restricted areas. A short regular review is easier than rebuilding the record after a problem.
What to do
- Number or name every door
- List access needed by each role
- Record every issued key
- Limit master keys
- Set a lost key process
- Collect access when roles end
- Inspect the full door
- Review the list on a schedule
What not to do
- ×Do not issue master keys for convenience alone
- ×Do not keep key records only in one person's memory
- ×Do not label keys with sensitive locations
- ×Do not treat exit hardware like a normal office lock
Common questions
Short answers about the decision, safety, access, and what to ask before work starts.
What should a commercial key log include?+
Include the key number, person, access level, doors, issue date, return date, and notes about loss or replacement.
When should a business rekey after a lost key?+
Consider the key level, labels, property risk, chance of copying, and whether the key can be linked to the business. A master key loss needs a faster review.
Can every employee use one master key?+
That is usually more access than most roles need. A smaller access level limits risk if a key is lost or not returned.
Should panic bars be part of the key plan?+
Yes. The full door and panic bar should be checked before changes are made so people can still leave easily and the door closes and locks correctly.