Key management is not a simple process. It deals with different steps including generation, exchange, use, storage and replacement of essential keys. As successful key management is important, it is vital for firms to focus on different aspects like user training, system policy, organizational interactions, and ensure complete coordination between these factors.
About key management procedures, these are important to maintain the safety of essential keys and documents. In fact, the procedures in cost centers are developed after realizing that it is due to the weakness in office key control mechanism that causes loss of essential documents and valuables.
The main purpose of procedures is to standardize the security requirements of offices that have to be implemented within different areas. For example, if it is a department, the manager or senior manager are responsible for the generation, exchange or security of valuables or data.
As per advanced procedures, the office safety levers are classified into three major categories like daily, reserve and crucial areas keys.
The first category is comprised of keys related to main entrance door and room doors. Also, the duplicate of these levers are provided to the security department to use them during any emergency. Except the security guards, no one gets access for these products. The third category is termed as crucial areas keys which can be used only by certain officers.
Major cost centers also consider certain rules designed as per modern procedures of security management. The first rule is that for holding keys, it is essential for cost center heads to hand over the responsibility to officers in writing and a copy of that letter is also to be given to the security department.
Related to generation, exchange and storage of levers and useful data; another essential rule is to maintain a log book explaining details of each and every transaction that can be accessed by officers easily when needed.
Next important rule is to inform the responsible officers in written to get access for laboratories or any other private facilities. Also, the authorized officers will decide the period of using the facilities. As per latest procedures, it is also a rule that cost centers must check the list of safety tools time to time. Even, the security departments must opt for spot check to maintain the presence and security of data.
Key control is important in cost centers and in almost every organization. This is why it is important to focus on every useful aspect, responsibility, rule and purpose to maintain the safety and security of essential data and valuables.