key control 

Keys are instrument used for operating various types of locks. Keys are important for safety and security purposes for guest as well as hotel. Every good lock should have a unique key and should not be opened by any unauthorized persons. There are many different locking systems used in hotels.

These include:

• Individual locks and keys put on a bolt – small establishments.

• Built in door lock with a double locking system opened using traditional key.

• Built in door lock with a double locking system opened using card key.

A double lock is a kind of latch that, when put in from inside the room, cannot be opened from outside the room except with emergency key. Apart from this, another safety feature – magic eye or security chain is put in place from inside the guest room to protect guest’s privacy.

Types of keys used in Hotels:

The housekeeping department is primarily concerned with the following categories of keys

1. Guestroom keys

2. Sub Master key / Section master keys

3. Floor Supervisor keys/ Floor master key

4. Master key/ Pass key

5. Grandmaster key / Emergency key

6. Supply room keys

Guestroom keys: These are keys issued to guests upon their registration. The hotel guest room key is normally issued to open only one room for which itwas intended viz. individualised key for each lock. The guestroom key opens a single guestroom so long as it is not double locked. Once the guest checks out, it must be returned at the front desk.

Sub Master Key / Section Master key: A GRA is given this key to open the room he or she is assigned to clean on a floor. The floor key opens all rooms on a particular floor that are not double locked. Floor keys typically open the storeroom or floor pantry for that floor too.

Floor Master key: Key operates all sections on the floor /floor supervised by the particular supervisor. A Supervisor may be issued more than one key of this type as he or she may be required to inspect the work of more than one

GRA.

Pass key/Master key: A master key is used to open all doors of the hotel, including the floor door itself if they are not double locked. This key is used to supervise and examine the work done by maids and room boys, as well as in emergency purposes. The Master keys are used only by the head of housekeeping and are not given to anyone else that has a lesser authority. This key is kept by the deputy or assistant housekeeper. It opens any internal door that has not been double locked. These keys open all guestroom doors that are not double locked

Grandmaster key/ Emergency key: This key opens all hotel guestrooms and often all housekeeping storage rooms as well even if they are double locked. This key usually held by the Chief or Duty Manager at the time of the afternoon, and is used to open the locked door or twice in double lock. Double Lock occurs. This key can be used in emergency situation. It is kept under lock and key either at Housekeeping or at the front desk of hotel

Supply room keys: These keys are used within the servicing sector of the hotel by the supervisory level staff to ensure that stocks and equipment are safely stored away when not in use.

KEY CONTROL: Key control is the procedure of reducing guest property theft and other security related incidents by carefully monitoring and tracking of keys. Following policies should be considered for control of keys.

1. Issuing keys

2. Custody of keys

3. Loss of keys

4. Changing locks and keys

Issuing keys

1. Guest room keys: these keys are handed over to the guest on his arrival after completing registration facilities. Guest is requested to submit these keys at front desk whenever he leaves the hotel premises.

2. Other keys: all section master keys, master key and grand master keys should be signed out each time they are taken and their return noted in a key control sheet. All keys should be stamped do not duplicate.

Custody of keys

These are the measures to be taken while the key is with a guest or employee after being issued as per the correct procedure.

• Usually master keys are to be attached to the belt / uniform of an employee at the beginning of the shift to prevent loss /  misplacing it.

• Employees are not be allowed to loan the keys assigned to them to one another.

• Employees have to hand over keys whenever they leave the property.

• Spot checks should take place to ensure that keys are in right hands.

Loss of keys

This is a time when particular vigilance must be exercised

• If a section master key is lost under circumstances that may result in a guest being at risk, the entire section should be re-keyed.

• If a master key or grand master key is lost under any circumstance, it must be reported to the owner or the corporate office immediately by the general manager.

Changing locks and keys

Whenever a new key is made or a new lock is fitted, certain precautions are necessary

• A record must be kept on how many keys are made for each room and they are made.

• A log must be kept of all locks change and re-keysE