Building Keys

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Lynchfam27
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Building Keys

Postby Lynchfam27 » Mon Jun 07, 2010 12:27 pm

This might seem a little odd, but our bishop has asked me to look into this.

Does anyone know of a list of what building keys each calling should have? ie. Who all really needs a key to the clerks office, library and so forth.

Thanks for any help, I haven't been able to find any protocol.

techgy
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Postby techgy » Mon Jun 07, 2010 12:33 pm

Lynch27 wrote:This might seem a little odd, but our bishop has asked me to look into this.

Does anyone know of a list of what building keys each calling should have? ie. Who all really needs a key to the clerks office, library and so forth.

Thanks for any help, I haven't been able to find any protocol.


Access to the secured areas of the buildings is generally a decision made in part by the high councilor over the facilities and the agent Bishops. I'm not aware of any list. It would depend greatly upon what room(s) you're referring to. Ward Clerks/Bishops offices, building libraries, family history centers, etc, are high-security areas where access is only granted to a few.

Although others may have developed a list, it may or may not apply in your situation.
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gregwanderson
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Postby gregwanderson » Mon Jun 07, 2010 4:23 pm

I suppose every building is different but, in our case, there is a definitive list of who gets keys to the electronic, exterior locks based on their callings. Only 5 keys allow 24-hour access to the building. They go to the 3 members of the Bishopric, the Executive Secretary and the Ward Clerk. Anyone else who gets a key is limited to access from 6 AM to 11 PM every day except Mondays, when the access is cut off at 5 PM.

Every key to the electronic locks is numbered and if a key is lost or stolen then its specific access can be deactivated. Everyone who gets a key to the electronic locks must sign a piece of paper in a box next to the name of their calling. When callings are re-assigned the keys are given to the next person.

As for interior keys, these are also specific to the callings but, ultimately, at the Bishop's discretion. We have "Bishopric" keys which can get into almost every place. The "Clerks" keys cannot access the Bishop's office nor the Library. The "General" keys won't unlock any offices nor the library. Anyone who needs to get into the library (besides the librarian and members of the Bishopric) needs to borrow a key to do it.

I know every building is different but I think our system is working very well. It makes sense to keep a list of keys along with 1) who has them and 2) which keys are necessary for which callings. Another aspect of this is keys to cabinets where we store specific supplies for the Primary, Scouts, Activities Committee, etc. It's great to have that list whenever assignments change.

russellhltn
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Postby russellhltn » Mon Jun 07, 2010 5:31 pm

Like techgy, I've never seen a definitive list. It all based on local decision and local needs.

For example, the EQ President may do the work of entering Home Teaching and arranging the assignments himself. So he might need access to the Clerk's Office to get to MLS. Another ward might have him doing this during Sunday or other times when there's someone there so he doesn't need a key. Yet another ward might have the clerk handle the computer based on instructions from the EQ President. There really is no set procedure other then the task must get done.

Of course, in the illustration I gave above, I'm assuming there are locked cabinets where the clerks can keep things locked up so the EQ President doesn't have access to things he doesn't need for his calling.
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JamesAnderson
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Postby JamesAnderson » Mon Jun 07, 2010 6:25 pm

My experience is similar, there clearly is no set list, although it does mention in the handbook ('Music') that some form of access needs to be provided for the organist to practice in the chapel, as very few people have any type of organ in their home.

Typically, bishoprics, executive secretaries, and ward clerks would be the ones to have access via external doors, some areas I know give them to EQ presidents and HP group leaders as described. One odd one I heard was that the mission leader key had access to the kitchen.

In the end, it all boils down to common sense and what has been said so far seems to reflect that, and very few areas seem to deviate from the experiences given.

sgtbrown26-p40
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Postby sgtbrown26-p40 » Tue Jun 08, 2010 11:57 am

We have a detailed list that was generated by the FM group. The list tracks who is authorized what key based on their current calling. Each key has a number to track the key and is tied to their calling on the list. The Bishopric, including executive secretary and ward clerk, get keys 1-5. The list goes through every calling. We have a few extra keys for callings that might be unique to that ward.

I have not heard that this was the standard, but just a way to keep order and track who has what key and why.

Peter.Nenke
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Postby Peter.Nenke » Mon Aug 02, 2010 9:18 pm

In Australia we use a multi level keying system with coloured fobs:


[font=TTE5BBA3B0t00][size=84]MK, Maroon,
[/SIZE][/font]
[font=TTE5BBA3B0t00][size=84]Individual Building master - opens all areas accessable to [/SIZE][/font][size=84][font=TTE5BBA3B0t00]members and all cupboards - Cleaners, Stake Pres & Councillors, Bishops (with Stake President approval)[align=left]G1, Red, 1st Bishop & Clerk Offices & G6- G9 doors (not cupboards) - Bishop & counsellors, executive secretary & 2 clerks
G2, Green, 2nd Bishop & Clerk Offices & G6- G9 doors (not cupboards) - Bishop & counsellors, executive secretary & 2 clerks
G3, Blue, 3rd Bishop & Clerk Offices & G6- G9 doors (not cupboards) - Bishop & counsellors, executive secretary & 2 clerks
G4, Yellow, 4th Bishop & Clerk Offices & G6- G9 doors (not cupboards) - Bishop & counsellors, executive secretary & 2 clerks
G5, Orange, Stake President & Clerk Office & dedicated High council
room - Stake exececutive secretary x 2 & clerks x 2
G6, Purple, Entrance doors - HPGL, EQ president, Activities Chair, Ward Building representative, YW & YM President & Loan key
G7, Pink, Entrance doors & Library - Librarians x 2, Seminary teachers
G8, Olive, Entrance doors, Font & Baptismal clothing cupboard - WML & RS President
G9, Sierra, Entrance doors, Family History roller shutter (& Library when
requested) - FH directors
G10, Weave, CES Areas - CES Directors
Cupboard Keys, Fluro Yellow, Building Storage Cupboards 2 for each Cupboard (One for each Auxillary Presidency & one set for Bishopric)
G11, Light Green, Contractor Access Access depends on individual building keying schedule
G12 Spares
G13 Spares

G14 Spares

Regards

Pete
[/SIZE][/font]
[/align]

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johnshaw
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Latest Key List

Postby johnshaw » Thu Nov 10, 2011 8:23 am

We opened a new building this week, it's the new proto-type for US and Canada (minus Utah) built next to the Kansas City Temple. We moved in with 3 Wards, and the Stake. I'm including the Callings list and list of keys..

We have card/fob access externally and keys... some callings are getting just cards to the outside... replacement is cheap and quick - rather than the 3 week turn-around for external keys we have previously had.

I just thought I'd post the latest that I've seen for distribution. I've included both Ward and Stake
Attachments
Key Log.xls
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