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Printable checklist

Key and access audit log

Print this log, fill in the register and work down the checklist once a year. It turns the audit into a dated record you can hand to the next manager.

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How to use this log

The audit is a comparison. Put the key register, the access control user list and the list of who knows each keypad code next to a list of the people who work in or service the building today. Every name on a key or credential list that is missing from the people list is a finding, and so is every person with access who appears on no list at all.

Start with the register below and ask each holder to bring in every key they carry. Mark each line confirmed, missing or unknown. Then work through the checklist for codes, cards, doors and the rekey decision. Date the sheet, record what was decided and who was told, and keep it with the register. Next year's audit starts from this one.

Our articles on the yearly key and access audit and on key control after a termination explain the reasoning behind each line.

The checklist

Key and access audit log

Download the PDF to print

Key register columns

  • Key number or stamp (a code, never a door name)
  • Doors or group it opens
  • Holder
  • Date issued
  • Date returned
  • Status at audit: confirmed, missing or unknown

Reconcile the keys

  • Ask every holder to bring in every key they carry
  • Check each key against the register one at a time
  • Note keys held by people who changed roles
  • Note keys on the register that nobody has seen in years
  • Decide each missing key: accept the risk and write it down, or rekey
  • Treat a missing key to an external door or a master level cylinder as a rekey decision

Keypad codes

  • List who knows each code, including former staff, past contractors and anyone told over the phone
  • Change every shared code
  • Move to individual user codes where the hardware supports them
  • On single-code hardware, record who was told the new code and when
  • Change any factory default or installer code

Dormant card credentials

  • Export the user list with last-used dates if the controller provides them
  • Match every credential unused for six months to a current person
  • Suspend what cannot be matched and see who asks
  • Check permission levels for cards that open every door
  • Check for cards still carrying a former tenant's schedule
  • Give vendor credentials an end date or remove them

Doors that no longer match the key chart

  • Walk the building with the key chart and try the keys
  • Flag cylinders that do not match the stamp on the chart
  • Flag doors your master key does not open
  • Flag doors that a key from the wrong level does open
  • Note sticking cylinders, latches that do not fully retract and shifted strike plates

A rekey is due when

  • Keys to external doors or master levels cannot be accounted for
  • Copies are likely to be in circulation and cannot be recovered
  • The chart and the building have drifted too far to trust
  • The system has been extended informally and nobody can say what it opens
  • The keyway is standard and key control now matters (consider a restricted keyway)

Close out the audit

  • Date the sheet and store it with the register
  • Record what was found, what was decided and who was told
  • Put next year's audit in the calendar before closing the file

Where it comes from

Built from these pages

Common questions

Questions about this checklist

How often should this audit be done?

Once a year as a full reconciliation, with a lighter check whenever a tenant, manager or long-term vendor changes. The yearly pass catches the slow drift that individual events never trigger.

We have no key register. Where do we start?

Start with the doors. List every lock that matters, note the key stamp on each, then ask every person who might hold a key to bring them in and record what they have. The first register is built from what people actually carry, and it will be untidy.

Who can rekey the doors if the audit shows it is due?

Our own technicians rekey and replace cylinders, update the key chart and reissue keys to the people on your register. TrionX carries general liability and workers' compensation.

More to print

Other checklists

All printable checklists

Audit shows a rekey is due?

Our own technicians rekey and replace cylinders, repin doors back into the master system, change keypad codes and clear card credentials. We update the key chart and issue the register to you when the work is done.

(786) 628-9227 Talk to us about a rekey