CC 01 Keys and Locks (Policy.Corrections.CC 01 Keys and Locks.WebHome)

11. It is the policy of PCF that all facility keys, particularly those related to locks within the secure area, shall be strictly controlled, inventoried, and accounted for.

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1. Rationale:

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11. Locks and keys are fundamental components of jail security. Proper maintenance and control of keys and locks are essential to ensuring that security and safety are not compromised. Relaxed key control could result in prisoners gaining possession of keys. Proper key control will also help ensure the availability of critical keys in an emergency.

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**CC 01_105 __CONTROL AND INVENTORY__**

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1. A supervisor shall be appointed the role of Key Control Supervisor and shall be responsible for all duties related to facility keys and locks, including:

11. Tracking;

11. Inventorying;

11. Maintaining;

11. Ordering;

11. Replacing; and

11. Destroying.

1. The Key Control Supervisor's duties include, but are not limited to:

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11. Reports directly to the Corrections Chief Deputy regarding key/lock issues;

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11. Maintains inventories of all keys, locks, and locking devices including, at a minimum:

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111. A secure master-key cabinet containing at least one pattern key (never issued), and one or more spare keys. The cabinet shall be kept locked, except when in immediate use. The contents shall be itemized on an inventory form;

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111. All key blanks, identified by model number and manufacturer's name, inventoried in a ledger or electronic database;

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111. All unassigned padlocks; and

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111. An inventory of assigned padlocks, with locations identified alphabetically or numerically.

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11. Implements procedures for protecting the integrity of all safe combinations. The combination for each safe shall be changed at least every 12 months and any time an employee with access to a combination is assigned to another post or terminated from employment. The combination to a safe shall be sealed in an envelope bearing across the flap the date and signature of the person who deposited and sealed the combination inside the envelope. Any person(s) authorized to open the envelope shall be listed, by title, on the front of the envelope. Envelopes containing safe combinations shall be stored in the key vault;

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11. Conducts physical security surveys of all buildings and provides written recommendations regarding deficiencies and needed corrective actions;

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11. Conducts routine tests on emergency-exit doors: Checks the keys to all emergency exits every 30 days and all other keys needed in emergencies quarterly, and documents the results;

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11. Maintains a record keeping system that cross-references keys alphabetically and numerically to facilitate quick identification of the key or key ring needed for a particular lock;

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11. Maintains accurate inventories of padlocks in use, master keys for cabinets, key blanks, and all keys currently in use;

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11. Maintains for the historical record a collection of reference material on locking devices and systems, including devices and systems previously used in the facility;

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11. Trains and directs employees in key control, including electronic key pads;

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11. Coordinates with the maintenance department for the following duties and requirements:

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111. Shall successfully complete an approved locksmith training program;

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111. Plans and implements adequate preventive maintenance and/or replacement of locks and other security-devices;

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111. Identifies technical problems or malfunctions in electronic/automated and manually operated security systems and immediately repairs them;

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111. Overhauls, adjusts, and replaces worn parts on locking devices and systems;

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111. Maintains, adjusts, and services machines used relating to locks/keys;

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111. Is trained in operation of gas/oxygen-cutting tools and end-saw equipment in case of an emergency; and

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111. Reviews all major work orders and in-house designs, plans, and specifications with the facility maintenance department for compliance with security requirements.

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1. The Key Control Supervisor may be assisted by other employees and/or professionals in order to accomplish the required tasks. However, the Key Control Supervisor shall maintain primary responsibility for such tasks.

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1. An inventory of all facility keys shall be conducted annually, at a minimum. The inventory shall be documented and archived for a minimum of one year.

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1. A key vault:

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11. Shall hold and secure all PCF facility keys that are not in use or not issued to individual employees;

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11. Shall be accessed by authorized personnel only; and

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11. Shall be located outside the secure PCF areas.

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1. Keys shall be organized onto non-tamper key rings.

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1. Broken or damaged keys shall be promptly returned to the Key Control Supervisor.

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1. Unless specifically approved, facility security keys shall not be removed from facility grounds. If such occurs, it shall be required that the keys are returned immediately and the infraction is appropriately documented.

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1. Lost, misplaced, or otherwise missing keys shall be reported immediately to the on-duty shift supervisor. The on-duty shift supervisor shall initiate an immediate search for the missing keys, which shall take priority over all other non-emergency tasks. Missing keys that are not recovered within one hour shall be reported to the Corrections Chief Deputy.

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1. Extra keys shall be inventoried and stored in a locked box within the key vault, in order to further prevent unauthorized use. Only the Key Control Supervisor, Corrections Lieutenants, and Corrections Chief Deputy shall have access the locked storage box.

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1. If a key breaks inside a lock, visual oversight of the lock shall be maintained until the problem is repaired. If a key breaks inside a padlock, the padlock itself shall be replaced and deposited in the key vault. In every instance, the employee shall notify the Key Control Supervisor.

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1. Grand master-keying systems are not authorized.

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1. Individual doors to areas with room capacity of 50 or more people shall have no more than one lock each. Padlocks shall not be used on exit doors or intermediate doors along an emergency exit route.

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1. Padlocks and/or chains may not be used on cell doors.

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1. Padlocks and hasps may be used only where specified below:

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11. Fence gates in areas without ceilings;

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11. Freezer door interiors whose lock-release systems include panic-release device(s);

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11. Roll-up doors; and

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11. Roof access doors.

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1. Entrances and exits from the secured perimeter shall be controlled by sally ports, with all doors and gates interlocking electronically (only one door can unlock at a time, canceling the electrical control of other doors until the unlocked door is returned to its secure position).

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1. Under no circumstances may prison-type security keys and/or blanks (active, non-active, or discarded) be used or distributed for presentation purposes.

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**CC 01_106 __WEAPONS LOCKERS (A.K.A. GUN LOCKERS)__**

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1. Before entering the secure facility, all individuals shall store all guns, keys, weapons and personal effects in a locker.

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1. Gun lockers shall:

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11. Be placed in locations where officers can continuously observe them, in person or on a video-monitor, and not in any area that has prisoner or public access;

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11. Not be used for long-term storage. An employee may arrange with the facility firearms control officer for long-term storage of a weapon in the armory.

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**CC 01_107 __IDENTIFICATION__**

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1. Keys shall be imprinted with the key type name.

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1. Locks shall not be imprinted with the lock name or corresponding key type in order to prevent identification by an unauthorized individual (such as prisoners).

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1. Key rings shall be named (i.e., the key vault location number) and identified with a tag bearing the key ring name and the number of keys on the ring.

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1. Critical keys shall be marked as follows in order to facilitate identification in darkness:

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11. SIC = one notch;

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11. CELL = three notches;

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11. FPM = four notches; and

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11. SP = five notches.

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**CC 01_108 __PREVENTATIVE MAINTENANCE__**

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1. The following preventive maintenance services, among others, shall be performed:

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11. Adjust and service all housing section locking mechanisms in the Special Management Unit and in housing units with secure rooms at least once per year;

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11. Adjust and service vehicle gates for changing (hot/cold) weather conditions twice a year (in the spring and early fall);

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11. Adjust and service front entrance and other gate operations at least once a year;

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11. Lubricate all other locks quarterly, per manufacturers’ instructions;

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11. Perform maintenance checks on locks and locking systems, taking corrective action as necessary; and

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11. At least once every five years:

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111. Clean locking mechanisms of front entrance gates, other gates, and housing section locking mechanisms using steam or other means.

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1. The facility maintenance supervisor is responsible for door-hardware installation and maintenance (closures, hinges, pulls, kick plates, etc.), and for providing certain support services (welding, electrical-work) to the Key Control Supervisor, as needed.

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1. Preventative maintenance records shall be maintained and shall include:

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11. Date;

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11. Location of lock or locking mechanism;

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11. Type of maintenance;

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11. Rationale for changing key combination(s), and

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11. Signature of service provider.

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**CC 01_109 __EMERGENCY KEYS__**

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1. Policy:

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11. Only emergency key rings shall include exterior secure area door keys.

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11. A set of emergency keys shall be stored in a secure location which can be quickly retrieved and made available in the event of an emergency.

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11. Two complete emergency key rings shall be maintained. Each emergency key ring will include a copy of each key type needed to respond to an emergency situation. One emergency key ring will be stored in the key vault. The other emergency key ring shall be stored in a secure location different from the main key vault.

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11. Keys and locks shall be identified on a floor plan map for use in emergency situations. A copy of this map shall be stored in the key vault. Refer to policy: CY 13 Evacuation and Alternative Containment.

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11. Emergency key rings and/or key maps shall not be authorized for use, except as required by an actual emergency or an emergency training drill. Emergency keys shall not be rotated in and out for standard use.

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1. Rationale:

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11. In the event of a fire or other emergency requiring rapid evacuation, persons responding to the emergency will need immediate access to a set of keys to enable them to move quickly through the facility. Emergency keys are particularly important during fires and other exigencies where electrical systems are affected. There are numerous examples of loss of life and unnecessary injuries which have resulted from the inability of rescue workers to open doors during fires.

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**CC 01_110 __PERSONAL-ISSUE KEYS__**

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1. Non-critical keys may be issued to individual employees. However, all PCF keys shall remain the property of PCF. Keys shall be issued only after authorization for the keys has been approved and verified. The following keys may be issued to individual employees:

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11. Desk keys;

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11. File cabinet keys;

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11. Handcuff keys;

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11. Restraints pad lock keys; and

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11. Office door keys.

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1. All keys not listed above should be retained in, and managed via, the key vault as check-out keys.

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**CC 01_111 __CHECK-OUT KEYS__**

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1. Post and assignment key rings shall be located in the key vault for individual check-out by authorized employees.

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1. Upon check-out, the number of keys on the key ring shall be immediately counted. Any discrepancies to the number on the key ring label shall be reported immediately to the shift supervisor.

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1. Key rings should not be checked-out for a post or assignment that the receiving individual will not be working (or is not authorized to work).

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1. Key rings shall not be checked-out by one employee and then passed on to another.

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1. Key rings shall be checked-in at the end of each shift. If an employee leaves the facility with a key ring by mistake, the employee shall immediately return it. Infractions related to any improper removal, distribution or return of security keys should be appropriately documented.

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1. No key or key ring may be issued on a 24-hour basis without the Corrections Chief Deputy's authorization.

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**CC 01_112 __KEY USE__**

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1. Policy:

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11. Prisoners shall not be permitted to use, control, possess, or have access to any jail or vehicle keys or locks.

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11. Employees shall not refer to key numbers or other means of key identification within earshot of a prisoner.

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11. Keys shall be kept from sight of prisoners, whenever possible. This includes the carrying of keys on a duty belt with a key holder. Only key holders that conceal the keys from view may be authorized for use. Key use in front of prisoners shall be minimized in order to limit the familiarity of eys to prisoners. Keys shall not be used in lieu of control room operation of doors for convenience.

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11. Employees shall neither throw nor slide keys.

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11. Force shall not be used to operate locks.

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1. Rationale:

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11. Locks and keys are fundamental components of jail security. Proper control of keys is essential to ensuring that security and safety are not compromised. Allowing prisoners any access to jail keys goes against well-established prisoner management principles and requirements and has a very deleterious effect on jail security and safety.

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**CC 01_113 __COMPROMISED KEYS__**

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1. In the event that an inmate, or other unauthorized person, gains access to a secure key, an investigation shall be conducted in order to determine the extent of the security risks.

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1. If a compromised key investigation determines that there was opportunity for a secure key to be copied or compromised (even if the key was returned):

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11. Future use of the compromised key type shall be discontinued;

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11. All related locks shall be changed (or destroyed if they cannot be changed);

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11. All inventory of the compromised key type shall be destroyed; and

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11. The type of key or lock, the number of keys or locks compromised, and the date, time, and method of destruction shall be documented.

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**CC 01_114 __REPLACEMENT AND DESTRUCTION__**

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1. All employees shall be responsible for reporting damaged or excessively worn keys and locks to the Key Control Supervisor.

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1. Damaged or excessively worn keys and locks shall be replaced.

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1. Replaced keys and locks shall be destroyed by:

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1. Being broken or cut into several pieces (until irretrievably destroyed); and

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1. Individual pieces shall be discarded into multiple trash bins at off-site locations.

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1. Keys shall not be duplicated without specific authorization from the Corrections Chief Deputy.

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