Key Issue Record

An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.

What a key issue record is

A key issue record is a register of who holds each key, fob or access card and when it was issued and returned. It supports security by making it clear who can access what and which items are unaccounted for at any time.

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 how keys and access devices are controlled and recorded.

Purpose

• Record which keys, fobs or cards are issued and to whom.
• Track issue and return so outstanding items are visible.
• Support security and accountability for physical access.
• Help trigger lock changes or de-activation if items are lost.

Who completes it

• A keyholder, security or facilities person who issues and receives.
• The person taking the key, who acknowledges receipt and return.
• The employer decides who controls keys and how the record is kept.
• Lost or unreturned items feed a lost-property or security process.

When it is used

• When a key, fob or card is issued to someone.
• When it is returned, or when it is reported lost.
• During periodic checks that all items are accounted for.

Typical fields

• Key or device identifier and what it accesses.
• Name of the person it is issued to.
• Date and time issued and returned.
• Acknowledgement or signature.
• Status: held, returned or reported lost.
• Example fields only — adapt to your access system and the applicable law.

Common mistakes

• Not recording returns, so the register shows wrong holders.
• No identifier, so it is unclear which key accesses what.
• Ignoring lost items instead of de-activating or changing locks.
• No periodic check that everything is accounted for.

Document workflow

A key issue record is often completed after an access control request approves someone’s access, and it works alongside the gatehouse log for sites with controlled entry. A lost key feeds the lost-property form and may trigger de-activation or lock changes.

See the related documents below for what is commonly used before and with a key issue record.

Retention (high level)

Key records are typically kept for a period the employer judges relevant for security and audit, then disposed of securely as they contain personal data. This page does not state a period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Key registers are commonly kept digitally and exported as PDFs for records. Exporting to PDF supports the record; it does not make it official or guarantee compliance.

Employer checklist

• Issue keys and devices only to those who need them.
• Record both issue and return so the register stays accurate.
• Act on lost items by de-activating or changing locks.
• Check periodically that all items are accounted for.

Worker notes

• Sign for keys and devices you take and return them when due.
• Do not pass keys or cards to others.
• Report a lost key or card immediately.

Country considerations

Security and data-protection rules affecting key and access records vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for controlling physical access, protecting personal data and compliance. This page is an educational overview with a template example; it does not determine your key-control process and does not transfer responsibility.