Keys!

[josie67]

Hello Everyone,

When doing a service agreement, how do you word how you will handle the customers keys?

Thanks,

Josie and Chris

[chevygirl57]

I would purchase a lock box and number keys accordingly. You could put each in an envelope with address & client name inside the box or color coat them.

[Kevin]

Well you really do not want to put the clients names on the keys or color chart in the same place. What we do is use an abbreviation code system. Example: Tim Hortons TH, and you really should not use one of those cheap lock boxes, put them in a safe or heavy duty lock box. Also limit access to management staff having access to the key area. Require managers to sign out keys, and when they are returned make another return entry. Now for codes, we use one number which is private example 1157 the key is marked with this number 3200 3200-1157=2043 which is the actual code. So on the key for Tim Hortons would be TH3200.

[josie67]

Hello,

Once again thanks for taking the time to answer questions. It is much appreciated.

Josie and Chris

[Kevin]

More than welcome!! Whats everyone else doing for key security?

[jdinstl]

Customer keys (I only have a few at this stage) are held in a safe here. I use those plastic colored keyrings with the spring loaded clip like those on dog leashes. The plastic clip is marked with a code that relates to the customer account number. I used to be a computer programmer, so the code is in Hexidecimal - base 16 versus base 10. :-) Basically, I take the account number, mangle it in a fashion similar to Kevin's, then convert it to Hex, and write that onto the key clip with a Sharpie.

Even though it is only me right now, I designed "policy and procedure" for Renovare as if it were to affect multiple employees. One policy is that customer keys with these clips are not to be put on ones own keyring, even for a moment, but pocketed seperately. Thus, in the unlikely (hopefully) event of a carjacking, the customer keys are still in possession, the van or other vehicle is now the insurance company's issue.

Cheers,

John

[logan5127]

In addition to the coded key tags and key box , We also got some brass tags and put phone number and $5.00 reward offered if found. I bought a numbered & lettered stamp set and blank tags. We also stamp a number on each key .We kept reward small as not to temp anyone to attempt a fraud in accidentally loosing keys only to be found by their friends. So far we have never had any lost.

[chevygirl57]

What do lock boxes run price-wise?

[Kevin]

We have a full size safe 18 ft by 17 ft to hold all the documents and loot, keys etc. Inside we have a basic key lockbox that we paid about $20.00 bucks. You should look into a full size safe though even a $200.00 model that is fire protected for all your contracts, documents, taxes, keys etc.

Just kidding, the safe is 4ft by 3ft fire protected we paid $435. bolted to the floor.