Key Holder Policy

Purpose

This policy sets out how Towerblock Radio CIC manages keys and access to premises, ensuring security and accountability.

Scope

This policy applies to all keys, access codes, key cards and other access devices for premises used by Towerblock Radio CIC.

Definitions

• Key holder means a person authorised to hold keys or access devices for Towerblock Radio CIC premises.
• Access device means any physical or digital device that grants access to premises, including keys, fobs, cards and codes.

Responsibilities

The board approves key holders. The Operations Lead manages the key register. Key holders are responsible for the security of keys in their possession.

Policy Statement

Towerblock Radio CIC manages access to premises securely, ensuring that only authorised people have keys or access devices, and that access is tracked and revoked when no longer needed.

Detailed Procedures

Key register

The Operations Lead maintains a key register recording:

• Key or device type.
• Door or area it accesses.
• Holder name.
• Date issued.
• Date returned.
• Condition.

Authorisation

• Keys and access devices are issued only to authorised staff, volunteers or contractors.
• The board approves key holders.
• The number of key holders should be kept to a minimum.

Key holder responsibilities

Key holders must:

• Keep keys secure at all times.
• Not label keys with the address.
• Not lend or copy keys.
• Not share access codes.
• Report lost or stolen keys immediately.
• Return keys when they no longer need access or when their role ends.

Lost or stolen keys

• Lost or stolen keys must be reported to the Operations Lead immediately.
• The lock may need to be changed depending on the risk.
• The incident must be recorded.

Access codes

• Access codes must be changed periodically.
• Codes must not be shared with unauthorised people.
• Codes must be changed when a key holder leaves.

Alarm systems

• Key holders responsible for setting and unsetting alarms must be trained.
• Alarm codes must be kept confidential.
• Alarm activation and deactivation should be logged.

Key return

• Keys must be returned when a person no longer needs access.
• The Operations Lead records the return.

Reporting Process

Lost or stolen keys must be reported to the Operations Lead immediately. The board is informed of any security breach.

Compliance Requirements

• Health and Safety at Work etc. Act 1974.
• Community Interest Company Regulations 2005 (asset protection).

Monitoring

The Operations Lead reviews the key register annually.

Review Cycle

This policy shall be reviewed annually.

Version Number

Version 1.0

Approval Section

Approved by: Towerblock Radio CIC Board Date: July 2026 Next review: July 2027

Related Policies

• Studio Rules
• Information Security Policy
• Asset Management Policy
• Health and Safety Policy

Website URL slug

/policies/key-holder-policy

Meta Title

Key Holder Policy | Towerblock Radio

Meta Description

Towerblock Radio CIC's key holder policy covering key register, authorisation, responsibilities, lost keys, access codes, alarm systems and key return for premises security.

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key holder, key register, access control, security, alarm systems, premises security