Responsible storage and handling of keys

Scope

This overarching function description applies throughout KTH Royal Institute of Technology, and where there are school-specific descriptions, these apply in addition to those provided here.

Definitions

• SSF: Swedish Theft Prevention Association
• SS: Swedish Standard
• Double attachment points: One attachment point in the key and one attachment point on the carrier

Responsibility

Keys stored and handled at the school/division must be registered by the activity's designated person responsible when keys are collected from KTH's security function.

The school/division is responsible for ensuring that registered keys are stored and handled in accordance with the scope and requirements. In the event of the theft or loss of a registered key, the school/division is responsible for the cost of replacing the entire lock system to which the lost key belongs, as well as the costs for security, the results of the theft, and any other consequential costs.

Theft or loss must be reported to the police and the incident notified to KTH's security function that then files a copy of the police report.

Storage

In accordance with the security requirements of the insurer and of KTH, keys must be stored in security cabinets that, at a minimum, meet the requirements of standard SS 3492 or SSF 3492, and are equipped with electronic code locking.

Security cabinets must be located in a locked room with controlled access through an access control system, as well as equipped with an intrusion alarm that, at a minimum, complies with alarm class 2 in accordance with standard SSF 130:8.

Handling

Keys must not be copied or duplicated in any other way, nor may they be marked with the name of an object or association that could be traced back to a building and/or activity of origin.

Master keys and keys requiring higher authorisation must be attached to a sealed key ring that prevents undetected removal of the key from the key ring and, when handled, must be equipped with double attachment points in order to prevent loss.

Key management platform

A school/division that handles keys in its daily activities to a significant extent has the option to join KTH's central key management platform. The platform includes an electronic key cabinet that provides users with an administrative tool to manage and control keys, as well as trace them by user, collection and return.