By: Chad Engle, Loss Prevention Manager and Safety Specialist
When we talk about protecting county assets, the conversation often centers on cybersecurity. Employees receive regular reminders about phishing scams, ransomware attacks, and protecting sensitive information. While those threats are real and growing, it’s important not to overlook a much older security risk: unauthorized physical access.
Theft, burglary, and unauthorized entry remain common crimes in communities of all sizes. According to statistics published by the Lincoln Police Department, hundreds of vehicle thefts, burglaries, and thefts from vehicles were reported during 2025. While larger communities may experience higher crime rates, county officials know that these incidents can occur anywhere, from a rural road department shop to a courthouse parking lot.
Physical security is a critical component of every county’s loss prevention strategy. Fencing, surveillance systems, access control systems, and other security measures can help protect facilities and equipment, but these solutions often require significant investment and ongoing maintenance. One of the simplest, most cost-effective security measures available is also one of the most overlooked: key control.
Why Key Control Matters
Every key issued by a county represents access to public property, sensitive information, vehicles, equipment, or restricted areas. Without proper controls, a lost, stolen, duplicated, or forgotten key can create significant security vulnerabilities.
A well-designed key control program helps:
- Protect employees and the public
- Reduce opportunities for theft and vandalism
- Prevent unauthorized access to facilities and equipment
- Maintain accountability for county-owned assets
- Reduce costs associated with emergency lock changes and security incidents
Simply put, if you do not know who has your keys, you do not know who has access to your property.
Elements of an Effective Key Control Policy
A formal key control policy does not have to be complicated, but it should clearly define responsibilities and expectations.
1. Establish Ownership and Authority
All physical keys and electronic access credentials should remain the property of the county. The policy should clearly identify who is authorized to issue, track, recover, and approve duplicate keys. Unauthorized key duplication should be strictly prohibited.
2. Follow the Principle of Least Privilege
Employees should receive only the keys necessary to perform their job duties. Limiting access reduces security risks and improves accountability. Consider establishing a hierarchy of access levels, ranging from individual room keys to master keys.
3. Create Clear Issuance Procedures
Every key issued should be documented. A formal approval process and a signed acknowledgement form help ensure employees understand their responsibilities. Whether using a paper log or an electronic tracking system, counties should maintain an accurate record of who possesses each key.
4. Define Employee Responsibilities
Employees should understand that keys are not to be shared, loaned, or transferred to others. Keys should remain in the possession of the authorized employee and be secured when not in use.
5. Require Immediate Reporting of Lost Keys
A lost key can quickly become a security issue. Policies should require employees to report missing keys immediately, or at a minimum within 24 hours. Prompt reporting allows county officials to assess the risk and determine whether additional security measures, such as rekeying locks, are necessary.
6. Make Key Return Part of Offboarding
Employee departures, retirements, and transfers should trigger a key recovery process. Every county’s separation checklist should include the return of all keys, badges, and access devices before employment ends.
7. Conduct Periodic Audits
An annual or semi-annual inventory helps verify that issued keys remain in the possession of authorized individuals. Regular audits often uncover missing keys, outdated records, or opportunities to improve security practices before a loss occurs.
Common Key Control Mistakes
Even organizations with written policies sometimes create unnecessary security risks through everyday habits. Avoid these common mistakes:
- Labeling keys with building names, room numbers, or specific functions
- Leaving keys unattended on desks or in unlocked areas
- Leaving keys in vehicles or equipment, fake rocks, flowerpots, or other predictable hiding places
- Keeping backup keys in unlocked drawers or filing cabinets
- Allowing employees to loan keys to coworkers or contractors
- Failing to collect keys when an employee leaves the organization
Small Effort, Big Impact
Effective key control does not require a major investment, yet it can significantly strengthen a county’s overall security program. By establishing clear procedures, maintaining accountability, and regularly auditing key inventories, counties can reduce risk and better protect their people, facilities, vehicles, and equipment.
In loss prevention, success is often found in the basics. Knowing who has the keys may seem like a small detail, but it can make a big difference when it comes to preventing theft, unauthorized access, and costly security incidents.
Consider using your next Safety Committee meeting to review current key control practices. You may be surprised by how many keys are unaccounted for or how many employees still have access they no longer need. A simple audit today can prevent a costly problem tomorrow.
