Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a key register is
A key register is the record of physical keys, fobs and access devices for a site: each key is identified, linked to the door, cabinet or vehicle it opens, and tracked as it is issued to and returned by named holders.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their key register records and how key control is managed.
Purpose
- Know which keys and devices exist and what each one opens.
- Track who holds each key and when it was issued or returned.
- Control access to sensitive areas, cabinets and vehicles.
- Support security reviews and lost-key follow-up.
Who maintains it
- A facilities, security or office lead keeps the register current.
- Holders sign for keys when they are issued and returned.
- Access to the register itself is controlled.
- The employer decides key-control policy and who owns the register.
When it is used
- Whenever a key or device is issued, returned or replaced.
- When a holder leaves or changes role.
- When a key is reported lost and access must be reviewed.
- During security audits and periodic key counts.
Typical fields
- Key or device identifier and what it opens.
- Holder name, date issued and expected return.
- Date returned and condition.
- Number of copies in existence and where spares are held.
- Notes on lost keys and any re-keying.
- Example columns only — adapt to your site and the applicable law.
Common mistakes
- Issuing keys without recording who holds them.
- Not collecting keys back when someone leaves.
- Losing track of how many copies exist.
- Failing to act when a key to a sensitive area is reported lost.
Document workflow
A key register links access control to the people on site: it works alongside the access control register and the visitor register, and when a worker is onboarded or leaves, key issue and return are recorded here. A lost key may trigger a security review or re-keying recorded as a corrective action.
See the related documents below for what is commonly used with and completed after a key register entry.
Retention (high level)
Key records are generally kept for as long as the key is in use and for a period afterwards, in line with the employer’s security and data-protection obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A key register may be held on paper or in a system and exported to PDF for audits. Exporting to PDF supports the record; it does not make it official or prove that access is secure.
Employer checklist
- Record every key, what it opens and how many copies exist.
- Have holders sign for keys on issue and return.
- Collect keys back when people leave or change role.
- Act promptly when a key to a sensitive area is lost.
Worker notes
- Sign for keys you are issued and return them when asked.
- Report a lost key immediately so access can be protected.
- Do not copy or pass on keys without authorisation.
Country considerations
Key-control and access-security expectations vary by site, sector and country, and any personal data recorded is subject to data-protection rules that differ, with a different official authority in each. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for controlling access to its premises and for compliance with any security and data-protection duties. This page is an educational overview with a template example; it does not make a site secure or compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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