Wiki source code of CC 01 Keys and Locks

Last modified by superadmin on 2021/05/13 17:31

version	line-number	content
1.1	1	Washington County Sheriff's Office
	2
	3	CORRECTIONS DIVISION
	4
	5	Policy Manual
	6
	7
	8	Volume: CC
	9
	10	Security
	11
	12	Chapter: 01
	13
	14	Keys and Locks
	15
	16
	17	Replaces and/or Supersedes:
	18
	19	CC 01 07/27/2009
	20
	21	Published:
	22
	23	04/07/2014
	24
	25	Review Date:
	26
4.2	27	05/13/2021
1.1	28
	29
2.1	30	Sheriff Cory C. Pulsipher
1.1	31
2.1	32	Chief Deputy Jake Schultz
1.1	33
	34
	35	__TABLE OF CONTENTS__
	36
2.1	37	CC 01_101 Definitions
1.1	38
2.1	39	CC 01_102 References
1.1	40
2.1	41	CC 01_103 General
1.1	42
2.1	43	CC 01_104 Control and Inventory
1.1	44
2.1	45	CC 01_105 Weapons Lockers (a.k.a. Gun Lockers)
1.1	46
2.1	47	CC 01_106 Identification
1.1	48
2.1	49	CC 01_107 Preventative Maintenance
1.1	50
2.1	51	CC 01_108 Emergency Keys
1.1	52
2.1	53	CC 01_109 Personal-Issue Keys
1.1	54
2.1	55	CC 01_110 Check-Out Keys
1.1	56
2.1	57	CC 01_111 Key Use
1.1	58
2.1	59	CC 01_112 Compromised Keys
1.1	60
2.1	61	CC 01_113 Replacement and Destruction
1.1	62
	63
2.1	64	CC 01_101 __DEFINITIONS__
1.1	65
	66	1. WCSO: Washington County Sheriff's Office
	67	1. PCF: Purgatory Correctional Facility
4.1	68	1. Key Vault: A secure lockbox containing keys that are not currently checked out or issued to individual employees.
1.1	69
2.1	70	CC 01_102 __REFERENCES__
1.1	71
	72	1. Immigration and Customs Enforcement Standards:
	73	11. 10.
	74	1. Utah Sheriff's Association Jail Standards:
	75	11. F01.01.01: Written Security Policy and Procedure Required
	76	11. F01.01.02: Content
	77	11. F01.05.01: Key Control Plan
	78	11. F01.05.02: Emergency Keys
	79	11. F01.05.03: Prisoners Prohibited from Handling Keys
	80
2.1	81	CC 01_103 __GENERAL__
1.1	82
	83	1. Policy:
	84	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.
	85	1. Rationale:
4.1	86	11. Locks and keys are fundamental components of jail security. Proper maintenance and control of keys and locks are essential to ensure 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.
1.1	87
2.1	88	CC 01_104 __CONTROL AND INVENTORY__
1.1	89
2.1	90	1. Policy:
4.1	91	11. A supervisor shall be appointed the role of Key Control Supervisor and shall be responsible for all duties related to facility keys, including:
2.1	92	111. Tracking;
	93	111. Inventorying;
	94	111. Maintaining;
	95	111. Ordering;
	96	111. Replacing; and
	97	111. Destroying.
	98	11. The Key Control Supervisor's duties include, but are not limited to:
4.1	99	111. Reports directly to the Corrections Chief Deputy regarding key issues;
	100	111. Maintains inventories of all keys including, at a minimum:
2.1	101	1111. 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;
	102	1111. All key blanks, identified by model number and manufacturer's name, inventoried in a ledger or electronic database;
	103	1111. All unassigned padlocks; and
	104	1111. An inventory of assigned padlocks, with locations identified alphabetically or numerically.
	105	111. Conducts physical security surveys of all buildings and provides written recommendations regarding deficiencies and needed corrective actions;
	106	111. 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;
4.1	107	111. 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;
	108	111. Maintains accurate inventories of padlocks in use, key blanks, and all security keys currently in use;
2.1	109	111. Maintains for the historical record a collection of reference material on locking devices and systems, including devices and systems previously used in the facility;
4.1	110	111. Trains and directs employees in key control, including electronic keypads;
	111	111. Coordinates with the maintenance department for the following duties and requirements to be performed by the maintenance department:
2.1	112	1111. Shall successfully complete an approved locksmith training program;
4.1	113	1111. Plans and implements adequate preventive maintenance and/or replacement of locks and other security devices;
2.1	114	1111. Identifies technical problems or malfunctions in electronic/automated and manually operated security systems and immediately repairs them;
	115	1111. Overhauls, adjusts, and replaces worn parts on locking devices and systems;
	116	1111. Maintains, adjusts, and services machines used relating to locks/keys;
4.1	117	1111. Is trained in the operation of gas/oxygen-cutting tools and end-saw equipment in case of an emergency; and
2.1	118	1111. Reviews all major work orders and in-house designs, plans, and specifications with the facility maintenance department for compliance with security requirements.
	119	11. 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.
4.1	120	11. An inventory of all facility security keys shall be maintained perpetually.
2.1	121	11. A key vault:
4.1	122	111. Shall hold and secure all PCF facility security keys that are not in use or not issued to individual employees;
2.1	123	111. Shall be accessed by authorized personnel only; and
	124	111. Shall be located outside the secure PCF areas.
	125	11. Keys shall be organized onto non-tamper key rings.
	126	11. Broken or damaged keys shall be promptly returned to the Key Control Supervisor.
	127	11. 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.
	128	11. 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.
4.1	129	11. Extra keys shall be inventoried and stored in a secured location, in order to further prevent unauthorized use. Only the Key Control Supervisor and upper administration shall have access to the locked storage box.
2.1	130	11. 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.
	131	11. Grand master-keying systems are not authorized.
4.1	132	11. Individual doors to areas with a 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.
2.1	133	11. Padlocks and/or chains may not be used on cell doors.
	134	11. Padlocks and hasps may be used only where specified below:
	135	111. Fence gates in areas without ceilings;
	136	111. Freezer door interiors whose lock-release systems include panic-release device(s);
	137	111. Roll-up doors; and
	138	111. Roof access doors.
	139	11. 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).
	140	11. Under no circumstances may prison-type security keys and/or blanks (active, non-active, or discarded) be used or distributed for presentation purposes.
1.1	141
2.1	142	CC 01_105 __WEAPONS LOCKERS (A.K.A. GUN LOCKERS)__
1.1	143
2.1	144	1. Policy:
4.1	145	11. Before entering the secure facility, all individuals shall store all guns, keys, weapons, and personal effects in a locker.
2.1	146	11. Gun lockers shall:
4.1	147	111. Be placed in locations where officers can continuously observe them, in person or on a video monitor, and not in any area that has unsupervised prisoner or public access;
2.1	148	111. 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.
1.1	149
2.1	150	CC 01_106 __IDENTIFICATION__
1.1	151
2.1	152	1. Policy:
	153	11. Keys shall be imprinted with the key type name.
	154	11. 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).
	155	11. 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.
	156	11. Critical keys shall be marked as follows in order to facilitate identification in darkness:
	157	111. SIC = one notch;
	158	111. CELL = three notches;
	159	111. FPM = four notches; and
	160	111. SP = five notches.
1.1	161
2.1	162	CC 01_107 __PREVENTATIVE MAINTENANCE__
1.1	163
2.1	164	1. Policy:
	165	11. The following preventive maintenance services, among others, shall be performed:
	166	111. 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;
	167	111. Adjust and service vehicle gates for changing (hot/cold) weather conditions twice a year (in the spring and early fall);
	168	111. Adjust and service front entrance and other gate operations at least once a year;
	169	111. Lubricate all other locks quarterly, per manufacturers’ instructions;
	170	111. Perform maintenance checks on locks and locking systems, taking corrective action as necessary; and
	171	111. At least once every five years:
	172	1111. Clean locking mechanisms of front entrance gates, other gates, and housing section locking mechanisms using steam or other means.
4.1	173	11. 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.
2.1	174	11. Preventative maintenance records shall be maintained and shall include:
	175	111. Date;
	176	111. Location of lock or locking mechanism;
	177	111. Type of maintenance;
4.1	178	111. The rationale for changing key combination(s), and
	179	111. Signature of the service provider.
1.1	180
2.1	181	CC 01_108 __EMERGENCY KEYS__
1.1	182
	183	1. Policy:
	184	11. Only emergency key rings shall include exterior secure area door keys.
4.1	185	11. A set of emergency keys shall be stored in a secure location that can be quickly retrieved and made available in the event of an emergency.
	186	11. Two complete emergency key rings shall be maintained. Each emergency keyring will include a copy of each key type needed to respond to an emergency situation. One emergency keyring 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.
	187	11. Keys and locks shall be identified on a floor plan map for use in emergency situations. Refer to policy: [[CY 02 Evacuation and Alternative Containment>>doc:Policy.Corrections.CY 02 Evacuation and Alternative Containment.WebHome]].
3.1	188	11. Emergency key rings and/or keymaps 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.
1.1	189	1. Rationale:
	190	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.
	191
2.1	192	CC 01_109 __PERSONAL-ISSUE KEYS__
1.1	193
2.1	194	1. Policy:
	195	11. 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:
	196	111. Desk keys;
	197	111. File cabinet keys;
	198	111. Handcuff keys;
4.1	199	111. Restraints padlock keys;
2.1	200	111. Office door keys; and
	201	111. Individual locker keys.
	202	11. All keys not listed above should be retained in, and managed via, the key vault as check-out keys.
1.1	203
2.1	204	CC 01_110 __CHECK-OUT KEYS__
1.1	205
2.1	206	1. Policy:
	207	11. Post and assignment key rings shall be located in the key vault for individual check-out by authorized employees.
	208	11. 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.
3.1	209	11. Keyrings should not be checked out for a post or assignment that the receiving individual will not be working (or is not authorized to work).
	210	11. Keyrings shall not be checked out by one employee and then passed on to another.
	211	11. Keyrings should be checked in by the employee 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.
2.1	212	11. No key or key ring may be issued on a 24-hour basis without the Corrections Chief Deputy's authorization.
1.1	213
2.1	214	CC 01_111 __KEY USE__
1.1	215
	216	1. Policy:
4.1	217	11. Prisoners shall not be permitted to use, control, possess or have access to any jail security keys, vehicle keys, or locks.
1.1	218	11. Employees shall not refer to key numbers or other means of key identification within earshot of a prisoner.
3.1	219	11. Keys shall be kept from the 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 keys to prisoners. Keys shall not be used in lieu of control room operation of doors for convenience.
1.1	220	11. Employees shall neither throw nor slide keys.
	221	11. Force shall not be used to operate locks.
	222	1. Rationale:
4.1	223	11. Locks and keys are fundamental components of jail security. Proper control of keys is essential to ensure 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.
1.1	224
2.1	225	CC 01_112 __COMPROMISED KEYS__
1.1	226
2.1	227	1. Policy:
3.1	228	11. In the event that an inmate, or other unauthorized persons, gains access to a secure key, an investigation shall be conducted in order to determine the extent of the security risks.
	229	11. If a compromised key investigation determines that there was an opportunity for a secure key to be copied or compromised (even if the key was returned):
2.1	230	111. Future use of the compromised key type shall be discontinued;
	231	111. All related locks shall be changed (or destroyed if they cannot be changed);
	232	111. All inventory of the compromised key type shall be destroyed; and
	233	111. The type of key or lock, the number of keys or locks compromised, and the date, time, and method of destruction shall be documented.
1.1	234
2.1	235	CC 01_113 __REPLACEMENT AND DESTRUCTION__
1.1	236
2.1	237	1. Policy:
	238	11. All employees shall be responsible for reporting damaged or excessively worn keys and locks to the Key Control Supervisor.
	239	11. Damaged or excessively worn keys and locks shall be replaced.
	240	11. Replaced keys and locks shall be destroyed by:
	241	11. Being broken or cut into several pieces (until irretrievably destroyed); and
	242	11. Individual pieces shall be discarded into multiple trash bins at off-site locations.
	243	11. Keys shall not be duplicated without specific authorization from the Corrections Chief Deputy.