Key Control Operating Procedure
Division : Rooms
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Department : Housekeeping
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Policy No : HK/ ….
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Pages :
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Issue Date :……
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Subject : Key Control Operating Procedure
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Issued By : Dept. Head
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Approved By : General Manager
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Objectives:
- To provide a proper and effective control key system for Housekeeping department and provide safe and secure accommodation to guests.
- To emphasize the importance of key control and proper procedure to staff on issuing and returning of keys.
- To ensure that keys issued are properly used for operations purpose and should not be taken out from the hotel without permission.
Types Of Housekeeping Keys
They are :
Attendant section keys
- Supervisor section keys
- Manual Keys for stores
Policies and Procedures :
- All keys are put on key rings with identification tags to highlight the belongings of each key. All keys are neatly and clearly marked. For example; maid and supervisor section keys are tagged according to floors or levels.
- A key cupboard with multi hooks is provided for hanging these keys.
- The key cupboard for the keys must always be under lock and key.
- The support section head shall appoint the supervisor or coordinators to be in charge of issuing out the keys.
- In the absence of the supervisor or coordinator, the section head shall take over the duties.
- The supervisor or the coordinator shall be resposible for receiving and checking the keys at the beginning and ending of the shift.
- The users are consist of laundry, public area, room and supports sections.
- The user needs to sign ‘in’ and ‘out’ on the key loan book for requesting and returning the keys.
- The user needs to inspect the keys upon receiving the units.
- The user will be responsible for their keys in the course of their duties.
- Individual key owner is advised not to open any room doors for anybody including staff unless scrutinized and confident that there is no possibility of foul play.
- However, the Housekeeping at attendants are advised not to open any room doors for guest while requested. This is a mean of monitoring the security of the hotel rooms.
- It could be handled by the following phrase : I am sorry Sir or Madam, I am not authorized to open the door for you but I could call the Front Office for you.
- If Maids work in twos, they could surrender key to partner who are still on duty.
- At the end of the shift(at 11.00pm), the closing supervisor must ensure that all keys are returned and hung at original place. A stock count on the number of keys must be conducted to confirm the return of keys.
- Once counted, the status of keys in the key cupboard is highlighted in the Key Log Book and must be endorsed and certified by supervisor by appending the following information. Eg : Number of Supervisor. Date and time.
- The key cupboard’s key, entrance door key and together with the log book must be kept at the security center point for the following day.
- Before handling over to the security department, all necessary keys must be kept in an envelope and duly sealed to prevent any unauthorized personnel from entering the Housekeeping Department.
- The supervisor shall audit all keys on a monthly basis and submit the report to the section head.
- Replacement for Faulty / Broken Key :a) Department Manager to raise key requisition form to be approved by General Manager.b) The form will be submitted to Account Department for original key to be issued to cut the key.c) Upon completion the Department Manager will collect from Accounts Department.
- Loss of Keys: a) Inform Security immediately.b) Search for the key.
s Source : Paradise Sandy Beach Resort Hotel
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