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Key Management System User Manual

1. Mv Key Rings sue fice Special Inia y TestKey Ring 1 Test GroupB 2 In Storage A B C No ff f e Choose the Facility by facility code or use the drop down menu the last storage location is automatically entered e Choose the room within the facility from the drop down options or e Choose a Custom Location from drop down options Note custom locations have to already exist See section e Manage Custom Storage Locations on page 59 e Identify cabinet or drawer and hook e Note any information regarding the storage of this key or any other pertinent information e Click Place In Storage Manage Keys walid Test Group B xccin01i SccioLl zs In Storage bo 4 amp 1 Bs My Key Rings alid Test Group B O17 nic 24 In Storage cp Ar Ber Key Storage Info Facility 2921 FEAST HILL OFFICE BUILDIMG 2921 di p Room 220H 220H aata E Custom Location Select a Custom Location i Cabinet A E Drawer B Hook C E O ml Hotes of1000 Key Management System Manual 81 August 2009 Version 1 0 gt To issue the key ring to a responsible party e GoTo My Key Rings e Choose the key ring you wish to assign by clicking in the checkbox e Click Issue to Resp Party Risk Management and Public Safety OI People more options E Cornell University ae a Ay Key Management TEST i My Keys Manage Keys Place ln Storage lssue to Resp Party Lost Stolen hv Key Rings P Wi
2. Delete for the location you wish to remove il ee Cornell University CH Risk Management and Public Safety Key Management TEST un Acces Location Management Programs Locatons Roster Comments Help hy Keys Add anew Location Manage Keys Access Facility Code My Key Rings My Key Profiles Acces Room Manage Key Groups Manage AKCCs Add Location Manage Custom Locatons Manage Special Info peciud Irvfesem atem hay Key Set Facility Reeum Ihe current key has no parents with locations set Current Key KA 2321 220 Edit Info Delete 4 Current Key KA 4007 101 Create Into Delete The current key haz no children with locations set From this screen you can also see the access locations already assigned to this key any children keys of the current key and the parent keys of the current key Key Management System Manual 24 August 2009 Version 1 0 gt To identify access locations with special information From the same locations screen you can also edit special information associated with the access locations for the current key or other keys in the profile For example a room with highly hazardous materials in it may require that a specific person approve any keys issued for that room e GoTo My Key Profiles e Click Locations icon LI at the far right side of the table This will take you to the locations screen Ser 4 Cornell University cy Risk Management and Public
3. i Key Management System Manual 85 August 2009 Version 1 0 e Choose Key Assignment Info person at lock shop to assign to or e Choose the Facility by facility code or using the drop down menu which would be used if key s is being stored in your office before being sent to lock shop to destroy e Choose the room within the facility from the drop down options or e Choose a Custom Location from drop down options Note custom locations have to already exist See section e Manage Custom Storage Locations on page 59 e Identify cabinet or drawer and hook e Note briefly describe where broken key ring has been stored until sent to Lock Shop to be destroyed or other pertinent notes e Click Broken My Keys Manage Keys valid Test Group B x x cxccini cogini 23 In Storage CI i Bx My Key Rings walid Test Group B 012 ois 24 In Storage Cr i Bor Key Assignment Info Select Select a Lock Shop User w Kew Storage Info Facility 2921 EAST HILL OFFICE BUILDING 2921 29 E Room 220H zIDH in ud Gam Custom Location Select a Custom Location w E Cabinet E x Drawer B Hook C e ofiooo Broken Cancel Version 1 0 gt To record a key on key ring as broken e GoTo My Key Rings e Choose the key ring where the key is that has been broken by clicking the checkbox e Click Edit icon SEARCH CORNELL go A Cornell University Risk Management and Public Safety Pager
4. p 7 20108 2921 MAPLE 118 126 EHOB Master c 00 D Assigned Daneen Phillips 04 30 09 C 2921 EHOB 2206 Test Key Ring 1 CCC101 23 In Storage A B c d E First Precis Displaying rows 1 through 3 of 3 bent Lest Place In Storage Issue to Resp Party Lost Stolen e Enter the Net ID or use the Find User option e Due date to assign a due date select the date that the key must be returned or audited e Click E to display calendar select date e Notes Indicate the reason this key is being assigned e g visiting professor e Click Issue to Resp Party My Keys Manage Keys walid Test Group c oo Assigned Daneen Phillips My Key Rings Key Assignment Info i Assign to Find User Due Date q Hotes of1d000 Issue to Resp Party Key Management System Manual 68 August 2009 Version 1 0 gt To record a lost stolen key If a key has been lost stolen per Policy 8 4 the key holder must immediately report the loss to their immediate supervisor the KCC and the Cornell Police The KCC is responsible to track within the KMS e GoTo My Keys e Choose the key you wish to mark as lost stolen by clicking in the checkbox e Click Lost Stolen CIA Cornell University SEARCH CORNELL go ero ey Risk Management and Public Safety Pages LO options Programs Locations Roster Comments maces My Keys Manage Keys My Key Rings First Freha Displaying rows 1 through 3 of 3 beat L
5. Allow Duplicate Key IV This creates a policy and audit violation and will be logged Keyset Key Stamp ABCD Key Group Group 1 Key Ring Select a Key Ring Notes 0 1000 e Complete the Key Assignment Info or Key Storage Info as indicated above Key Management System Manual 31 August 2009 Version 1 0 gt To edit key instances You can edit key instance data during the creation process in order to correct data entry errors All edit changes will be tracked in the log e GoTo Manage Keys e Choose the key by clicking checkbox e Click Edit icon Cornell University Risk Management and Public Safety Kev Management My Keys i Manage Keys My Key Rings Hy Key Profiles Manage Fey Groups Manage AK CCS Manage Custom Locations hanage Special Info TEST Place In Storage lesue to Resp Party Lost Stolen wiew keys by location Fest Plea tiee All Facilities we Displaying rows 1 through 20 of 23 Hest Last F Detay emer Foam Add To Key Ring sei F Test Group A Test Group B Test Group B dp Key Ring Test F dp Key Ring Test F dp Key Ring Test 4 30 09 Br Cc oo Assigned Daneen Philips 430 00 FoF Her eui1u1 23 In Storage F amp 3 Bot C F co EJ nic 24 In Storage AiB Z CUT EJ Ks s As 1 In Storage di ts soU LET E s Ps s 2 Assigned Daneen Phillips GUT EJ EA 1 5 1 Assigned Daneen Phillips F ci EJ The foll
6. Key Management System Manual 25 August 2009 Version 1 0 e Enter the netid of the approver for access to this space e Enter any notes that describe the special information e Click Create New Cornell University Risk Management and Public Safety Programs Locatons Roster Comments Help Hy Keys Manage Keys Facility DU CAMPUS STORE WHSE 4007 hy Key Rings Room a1 101 g My Key Profiles Manage Key Groups Find User t Apprower s HetID l Manage AKCCs ecial Instructions Manage Custom s Locations Manage Special Info of250 gt Gesehen Cancel Key Management System Manual 26 August 2009 Version 1 0 gt Tocreatea key instance Y To have a new physical key instance made first complete the University Key Order Form available at www rmps cornell edu keysinfo Follow the instructions on the form for approval by the KCC and the Cornell University Police Follow the steps in this section to enter your existing physical key instances into the KMS or to enter new keys instances into the KMS If your existing key information is available in a database or spreadsheet it may be easier to import your information into the KMS See Appendix C Importing Key Instance Information into the KMS for more information e GoTo My Key Profile e Click Make Instance icon aa on the row of the appropriate key profile ETON Cornell University 5 Risk Management and Public Safety Key M
7. Manage Custom Locations Manage Special Info Save Cancel Key Instance Info Key Cut Key Sequence Keys et Key Stamp Ex Key Group Select Key Group key Ring Select a Key Ring j Motes Oricon Key Assignment Info Assign to Find User Due Date n Assignee is a Responsible Party Key Storage Info Facility Select Facility Room Select Room Custom Location Select a Custom Location Cabinet Drawer Hook Save Cancel gt To assign a new key instance to an individual In the section Key Assignment Information 4 e Input the individual s Netid in text box or click Find User e Enter the due date or click E to display a calendar and select the date that the key needs to be returned by This field is optional e Enter notes as appropriate For example you may want to note why this key has been issued or based on whose request e Check the appropriate box if the key is being assigned to a Responsible Party See Key Management System Manual 28 August 2009 Version 1 0 Definitions for more information about Responsible Parties Key Assignment Into Assign to Find User Due Date E Assignee is a Responsible LI Party e Click Save at the bottom of the page Note If you are going to issue a newly cut key it is highly recommended that you first place the key in storage and then assign the key The system reme
8. STORAGE CABINET STORAGE DRAWERz STORAGE FACIL CDz STORAGE HOOK z STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTES 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT_NETID lec37 DUE_DATE STORAGE CABINET STORAGE DRAWER z STORAGE FACIL CDs STORAGE HOOK STORAGE ROOM STORAGE CUSTOM LOCATION ID NOTES TO RECIPIENT NETID dp338 DUE DATE STORAGE CABINET STORAGE DRAWERz STORAGE FACIL CDz STORAGE HOOKz STORAGE ROOMsz STORAGE CUSTOM LOCATION ID NOTES 01 12 2009 10 50 AM lec37 Key Instance status is now Assigned Data updated FROM RECIPIENT_NETID DIE DATE 01 06 2009 STORAGE CABINET STORAGE DRAWER B STORAGE FACIL CDz 2921 STORAGE HOOKz C STORAGE ROOMz 220G STORAGE CUSTOM LOCATION ID NOTES TO RECIPIENT NETID lec37 DUE DATE STORAGE CABINET STORAGE DRAWER STORAGE FACIL CD STORAGE HOOKz STORAGE ROOMz STORAGE CUSTOM LOCATION IDz2 NOTES 01 06 2009 07 47 PM lec37 New Key added Key Management System Manual 44 August 2009 Version 1 0 gt To filter the view to display filter form This will open drop down options which allow you to search by such things as facility key ring due date etc e Click on the item you wish to filter this will highlight the item e Click Filter i j Cornell University SEARCH CORNELL go
9. STORAGE DRAMWERz STORAGE FACIL CDz STORAGE HOOKz STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTES 01 06 2003 07 47 PM lec3 New Key added Key Management System Manual 73 August 2009 Version 1 0 gt To filter the view e GoTo Manage Keys e Click to search by the following key group key attributes key holders due dates ll to display the filter form this will open drop down options which allow you 4 Cornell University Risk Management and Public Safety Programs Locations Roster Hy Keys Manage Keys Hy Key Rings lssue to Resp Party _ Place In Storage _ View keys bu location All Facilities hese a Displaying rows 1 through 3 of 3 Theni dem n nennen Add To Key Ring Key sneak e e e status DSS wee Due Date ivi Test Group A C oo Assigned Daneen Phillips 4 30 09 3G T Test Group B ccaiai 23 In Storage Ar Boro ee EC Test Group B nic 24 In Storage AB C xe Ef Fest Fusco Displaying rows 1 through 3 of 3 Lieu Last Place In Storage Issue to Resp Party Lost Stolen _ e Click highlight on the item you wish to filter e Click Filter Cornell University Risk Management and Public Safety Key Management TEST pesos Programs Locations Roster Comments Help My Keys Manage Keys _Place In Storage Lost Stolen My Key Rings View keys by location All Facilities Bee I Displaving rows 1 through 3 of 3 bee
10. Notes Date Time Signed In signiture of A Lom a la m 3 30 2009 9 09 4 15 2009 Lom S 1 By signing this form agree to the requirements and responsibilities set forth in Policy 8 4 Management of Keys and Other Access Control Systems Specifically agree to Maintain control of issued access control devices Prevent unauthorized use or duplication of access control devices in my possession Relinquish access contorl devices when I no longer need them or am no longer authorized Immediately notify my supervisor and the Key Control Coordinator or Associated Key Control Coordinator signing this form of a lost or stolen key Signature of Key Recipient 0 2009 Cornell University Custom Applications Last Update February 27 2009 Send questions and comments to KMS Support Page Report a problem IS IRIBIRIRININ SIBIS ISIS IRIS BIB IBIS e 0 juo ju a jw ly 0 WES oy y Y peppu e From the Microsoft Menu in the top left e Choose Page Setup Key Management System Manual 91 August 2009 Version 1 0 e Choose Landscape for the Orientation e Choose Fit to 1 page wide by 1 page tall to fit the log on one page You may need to choose 2 or more pages tall if the keyholder has a large number of keys e Click OK Page Setup e Have the keyholder sign the transaction log e Sign the transaction log yourself and file the log appropriately This
11. B 012 24 In Storage A B C P ai E j 4 i A A a P dp Key Ring KAAA 1 In Storage 1 A Pf or IE Test dp Key Ring KAAA 2 Assigned Daneen Phillips P a E The following screen will be displayed showing all key instances made by Emergency or Services personnel Key Instances c I Displaying rows 1 through 2 of 2 raat T Key Group kKeystamp Keyset KeySeg Status Issuance Due Date Campus Mgmt KAT KAT CS 4 In Storage AT 6 Campus Mgmt KA KA CS 2 In Storage A 1 Key Management System Manual 54 August 2009 Version 1 0 gt Tocreate a key ring IMPORTANT Key Rings must be created in the KMS before assigning the keys to individuals They must be created with keys in storage e GoTo Manage Keys e Choose the keys that will be part of the key ring by clicking in the checkboxes The addition of keys to a key ring has the following constraints v Keys must all be from the same Key Group v Keys must not already be on another Key Ring Note that keys that are already part of another key ring will not have a checkbox next to them v Keys must be in storage i e not assigned to an individual e Click Create Key Ring My Keys My Key Rings Me Key Proliles View keys by location All Facilities v Manage Key Groups Manage AKCCs i Displaying rows 1 through 20 of 23 Next Last Manage Custom Locat eee Y Create Key Ring Add To Key Ring Manage Special Info F Test Group A C 00 Assi
12. Group B 012 012 24 In Storage A B 1C Fj EPR Keys EPR1 EPR1 T Assigned Hugh Edwards Key Management System Manual 53 Actions riter lt Edit Duplicate View Log Edit Duplicate View Log Edit Duplicate View Log View View Log August 2009 Version 1 0 gt To view instances made by Emergency amp Service Personnel By Policy 8 4 Management of Keys and Other Access Control Systems Emergency and Service personnel may make instances of keys for entering a facility for emergency or service purposes Within the KMS Emergency and Service personnel may make instances of any keys whose profiles are not marked as Secure See the section To view information about a secure key profile on page 22 e GoTo Manage Keys e Click on Key Instance Inquiry Page to view instances made by Emergency or Services personnel My Keys gt Manage Keys _Assign Place In Storage Issue to Resp Party Lost Stolen Broken My Key Rings View keys by location All Facilities My Key Profiles Manage Key Groups Manage AKCCs Rest Presdeus Displaying rows 1 through 20 of 23 Next Last Manage Custom Locations Y Display Filter Form Create Key Ring Add To Key Ring KeyInstance Inquiry Page Manage Special Info Key Groups Keystamp KeySeq Status Issuance Due Date Act As Another User Test Group A C 00 In Storage KEYCABINET A P a E Reports Test GroupB CCC101 23 In Storage A B C gua Test Group
13. LI UIN 77 gt FOXemoveKevs olv Key PINGS ode oun obere a a T Eie e lua NEM CR 78 TO AS SHCA KG PIE doeet di feret dest os cese sp I LECCE Pam e SD 80 To place the key TING MSto age een iocos Deteepe ei evi bes tope boa ett van edere ss deus bud cuiu bun UD UIe 81 To issue the key ring to a responsible party ce cecccesecceeeececeececeseceeeeceeeeeceseueceseeeeeees 82 To record the key ring as lost stolen sssrin a nnne nnne 83 To record a recovered lost stolen key ring ccccccccccccccccccssceeeeeceseeeeesseeeseceeeeeeeceeseeeeees 84 TOsFECOrd a Key FINS DFO KON nennen e naaa Eoo D tededsa apnd ted asa at sida ed CURES 85 Tofrecord a key On keyring aS DIOKEMN uoceeccelat ed usd e ue Fe beat EYED ues acne Ve Rum RU eus 87 REDONO eiae M 89 To create an individual transaction 1OG cecccesecccsssecccscccaeececeuececseseceeeneeeseucesseecesseneeees 89 vele Tae edo P ee 93 Appendix B Frequently Asked Questions e eeeeeeeeee eese nenne 94 Appendix C Importing Key Instance Information into the KMS 97 Key Management System Manual 5 August 2009 Version 1 0 Table of Figures FES Oe SYP Ail Sa E Sedan us encima tuban E E 13 Figure 2 Key Prole or Fanny TTeBs uisa aes hie A ANN 14 Figure 3 Process t
14. My Keys Manage Keys _Place In Storage _Lost Stolen_ My Key Rings First Press Displaying rows 1 through 3 of 3 Het Last t R KeyR Keysta KeySe pecia ta nce Due Date Actions All 3 F F F AGWY RES DOGE 101 TestKey Ring 1 00 E Assigned Recipients E EHOB 2206 23 In Storage Daneen Phillips G66 24 Storage Locations d v v J ABC v 4252 2921 AGWY RES DOGS EHOB Change Test Key Ring 1 012 24 D In Storage A B ic d g v 3010B 2921 MAPLE 118 126 EHOB Master c 00 Assigned Daneen Phillips 04 30 09 7 2921 EHOB 2206 Test Key Ring 1 CCC101 23 In Storage A B C 5i First Previous Displaying rows 1 through 3 of 3 bleut Lest e Click highlight on the item you wish to filter e Click Filter Key Management System Manual 65 August 2009 Version 1 0 gt To assign a key to a key holder e GoTo My Keys e Choose the key to assign by clicking in the checkbox e Click Assign CI Cornell University SEARCH CORNELL ge r 7 Risk Management and Public Safety LTEM LOEO TX Key Management TEST d My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Paese Displaying rows 1 through 3 of 3 Hent best Y 4252 2921 AGWY RES DOGS EHOB Change Test Key Ring 1 012 24 D In Storage A Bic 3010B 2921 MAPLE 118 126 EHOB Master c 00 D Assigned Daneen Phillips 04 30 09 L 2921 EHOB 2206 Test Key Ring 1 CCC101 23 D In Storage A B c d E First
15. OE T Programs Locations Roster Comments Help My Keys Manage Keys Place In Storage lssue to Resp Party Lost Stolen My Key Rings sua woe Special Inf vi Test Key Ring 1 Test GroupB 2 In Storage A B cC Mo j Place In Storage lssue to Resp Party Lost Stolen f e Enter the Net ID or use the Find User option e Enter a due date if appropriate You would use this to assign the date that the key ring must be returned e Click E to display calendar and select a date or you can type a date into the box e Enter notes if needed You may choose to indicate the reason the key ring is being assigned or any other pertinent information e Click Assign Cornell University Risk Management and Public Safety Programs Locatons Roster Comments My Keys Manage Keys uw valid Test Group B CCC1iD1 eccio1 23 In Storage C Ar Bic Hy Key Rings valid Test Group B 012 012 24 In Storage T e HIE Key Assignment Info l Assign to Find User NENNEN of1000 Key Management System Manual 80 August 2009 Version 1 0 gt To place the key ring in storage e GoTo My Key Rings e Choose the Key Ring to be placed in storage by clicking in the checkbox e Click Place in Storage gu Cornell University SEARCH CORNELL T x Risk Management and Public Safety O Pages Q People more optiona Key Management TEST i My Keys Manage Keys Place In Storage lssue to Resp Party Lost Stolen
16. People move options Key Management TEST ius Programs Locations Roster Comments Help My Keys assign Place In Storage Issue to Resp Party Lost Stolen Broken Manage Keys a Biiv Key Rings Deseriptw tay Gre af Kays Status esa ne Special Infa Actions mi vi Test key Ring 1 Test Group B 2 In Storage A B cC Mo f 4 se Cornell University 2 Risk Management and Public Safety Key Management TEST iu Comments Help Programs Locations Roster hy Keys Manage Keys pepe eaea b My Key Rings Key Group Test Graup B Cancel_ i pecia Information ER 012 24 eem 2a Show Special Rooms 0X This will take you to the Place in Storage screen Key Management System Manual August 2009 Version 1 0 87 e Click OK The page at https cft rmps coldfusion cornell edu says Are you sure you want to remove this key from the ring After you click OK you will have to tell what the storage location of the key is Cancel This will take you to the Place in Storage screen e Choose the Facility by facility code or using the drop down menu which would be used if key s is being stored in your office before being sent to lock shop to destroy e Choose the room within the facility from the drop down options or e Choose a Custom Location from drop down options Note custom locations have to already exist See section e Manage Custom Storage Locations
17. Precis Displaying rows 1 through 3 of 3 bent Lest Place In Storage Issue to Resp Party Lost Stolen e Enter the Net ID or use the Find User option e Due date to assign a due date select the date that the key must be returned or audited e Click E to display calendar select date e Notes briefly describe the purpose for the key being assigned e Click Assign My Keys Manage Keys v alid Test Group C e oo Sssigned Daneen Phillips My Key Rings Key Assignment Info Assign to Find User E Due Date Fs mme Hotes uns a iaonn t Key Management System Manual 66 August 2009 Version 1 0 gt To place a key in storage e GoTo My Keys e Choose the key to place in storage by clicking in the checkbox e Click Place in Storage This works even when the key is already assigned Cornell University SEARCH CORNELL go Risk Management and Public Safety LOU Lee Programs Locations Roster Comments Help My Keys Manage Keys Place In Storage Lost Stolen My Key Rings First Fhia Displaying rows 1 through 3 of 3 Bent Last Y iame Keys Keysta ote Specia 551 Due Da Actions 4252 2921 AGWYRESDOGS EHOB Change TestKey Ring 1 012 24 D In Storage A B c a E v 20108 2921 MAPLE 118 126 EHOB Master c 00 Assigned Daneen Phillips 04 30 09 L 2921 EHOB 2206 Test Key Ring 1 CCC101 23 O In Storage A B C a E Fist Press Displaying rows 1 through 3 of 3 bhat Lest _Place In Stor
18. Profiles Manage Key Groups Manage AKCCs Your Existing Keygroups Manage Custom Key Group Mame kod Action Locations dp Key Ring Test dp338 Edit Manage Special Information dp test graup dp338 Edit Test Group A dp338 Edit Test Group B dp338 Edit Test Group dp338 Edit Key Management System Manual 38 August 2009 Version 1 0 gt Torenamea key group e GoTo Manage Key Groups e Click Edit My Keys Create A Group Manage Keys My Key Rings Enter a Group Marne My Key Profiles Save Cancel Manage Key Groups Manage AKCCs Your Existing Keygroups Manage Custom Key Group Mame KCE Action Locations dp Key Ring Test dp338 Edit ale Manage Special Information dp test group dp338 Edit Test Group A dp338 Edit Test Group B dp338 Edit Test Group dp338 Edit e Edit the key group name in the text box H a e Click Update KeyGroup dp test group Wpodate Cancel Available Action Currently Assigned Mark iG Fowler z Daneen Phillips Margaret Elizabeth Matta gt Key Management System Manual 39 August 2009 Version 1 0 gt To authorize an AKCC for one or more key groups e GoTo Manage Key Groups e Click Edit next to the Key Group you wish to modify My Keys Create A Group Manage Keys My Key Rings J Enter a Group Marne My Key Profiles Gave Cancel Manage Key Groups Manage AKCCs Your Existing Keygroups Manage Custom E eu Group Hame ECC Action Location
19. Risk Management and Public Safety IM Lol Key Management TEST oc Programs Locations Roster Comments Help My Keys Manage Keys Hace In Storage szue to Resp Fart Lost Stolen My Key Rings My Key Profiles Sr Seo Displaying rows 1 through 15 of 15 Seas Lat Manage Key Groups T ua Manage AKCES n sity Mame lom Keys D A Keyso Mores Spocks Status sumce Due Dete Actions gt 4anage Custom Localipns ole Filter Test Key Fling 1 Ww c Ww Lc z Manage Special Info Ins ssupd Y Daren Fili 5k t L t 4 pa Paf 7205 Test Key ing 1 cccam z D P tt E Fi 2921 2010B EHOB MAPLE 118 125 Master C 00 T Assigned Daneen Phillips 04 30 08 F ms 12 07 EHOR CAMP STR WHEE M KA 1 D arwen Maric E en BalandkT d m E F 21 2007 SHOE CAMA STA WHEE 4 KA 2 D Issued to Resp Party Pauls Hope Grantier oss F m E F 21 2007 EHOR CAMA STR WHEE 4 KA 3 mi Assigned Margaret E zabeth Matta P a E Toassign a key to a key holder e GoTo My Keys e Choose the key to assign by clicking in the checkbox on the left e Click Assign You will be prompted to fill in key assignment information G Cornell University SEARCH CORNELL go Cy Risk Management and Public Safety Pages People more options A Programs Locations Roster Comments My Keys Manage Keys My Key Rings First Paese Displaying rows 1 through 15 of 15 bhatt hast My Key Profiles Manage Key Groups Yo Manage AKCCs raad Facility Name Room K
20. a specific key see page display below T 1 Cornell University SEARCH CORNELL ga o Risk Management and Public Safety Pages People more options Programs Locations Roster Comments Help Data Hellp Log Entry 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT_NETID dp338 DUE_DATE STORAGE_CABINET STORAGE DRAWER STORAGE FACIL CDz STORAGE HOOKz STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTES TO RECIPIENT_NETID dp338 DUE DATE 04 30 2003 STORAGE CABINET STORAGE DRAWER STORAGE FACIL CDz STORAGE HOOK STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTES 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT METIDz lec37 DUE DATEz STORAGE CABIMET STORAGE DRAWERz STORAGE FACIL CDz STORAGE HOOKz STORAGE ROOMsz STORAGE CUSTOM LOCATION IDs NOTESs TO RECIPIENT_NETID dp338 DUE DATE STORAGE CABINET STORAGE DRAWER STORAGE FACIL CDz STORAGE HOOKz STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTES J 01 12 2009 10 50 AM lec37 Key Instance status is now Assigned Data updated FROM RECIPIENT METID DUE DATE 01 06 2003 STORAGE CABIMETz A STORAGE DRAWER B STORAGE FACIL CD 2321 STORAGE _HOOK C STORAGE ROOM 2206 STORAGE CUSTOM LOCATION ID NOTESZ TO RECIPIENT NETIDz lac37 DLIE DATEz STORAGE CABINETz
21. and submitting a request for keys are included at the top of the form Transaction Log for Key Issuance and Annual Review This log can be used to record transactions associated with inventory tracking and issuance of keys It can also be used for the review of key inventories that must be completed at least every two years Best practice shows that done more frequently annually or twice a year the review is easier to keep current Key Management System Manual 93 August 2009 Version 1 0 Appendix B Frequently Asked Questions 1 What was the driver for the policy changes This policy has been updated as a result of extensive examination of public safety and security practices and policies at Cornell and in support of a strategic priority launched to provide a higher level of safety and security for our community This update provides enhanced policy guidelines for the management of physical keys and sets a campus wide standard for card access systems 2 lalready inventory keys with my own system Does this meet the policy requirements Your key inventory system must meet the following requirements from Policy 8 4 KCCs are required to maintain accurate documentation of all physical key transactions using a manual or automated system of record keeping At a minimum transaction records must contain the following information e Physical key assignment o Name of the device holder or storage location o Cornell affiliation of the device holder o
22. d Assigned Daneen Phillips In Storage ABC oo Fj Test Group A c Assigned Daneen Phillips 4 30 09 E Test Group B ccc1o4 23 In Storage amp B C rIT Test Group B 012 24 In Storage AiB C E Bee 2 Displaving rows 1 through 3 of 3 bee p _Place In Storage Lost Stolen Key Management System Manual 74 August 2009 Version 1 0 gt Tocreate a key ring IMPORTANT Key Rings must be created in the KMS before being assigned keys e GoTo Manage Keys e Choose the keys to create a new key ring by clicking in the checkbox The addition of keys to a key ring has the following constraints v Keys must all be from the same Key Group Y Keys must not already be on another Key Ring v Keys must be in storage i e not assigned to an individual e Click Create a Key Ring Si z Iniversity ts Cornell University JS 3 ot ha Key Management TEST Risk Management and Public Safety My Keys Manage Keys Place In Storage Lost Stolen My Key Rings View kegs bu location All Facilities hs Eme Teee i Displaying rows 1 through 3 of 3 Phet dem SP Display Filter Form Add Ta Key Ring aime H Key Starr p Key Seq Statu Desens neces vei Test Group A C oo Assigned Daneen Phillips 4 30 05 se T Test Group B mcocidi 2a In Storage A B am FT Test Group B o12 zd In Storage Aor Boro ce T Fes Fesa Displaying rows 1 through 3 of 3 Tcu Lest Place in Storage Lost Stolen e Input Key Ring Description within the text fiel
23. e Click Add To Key Ring A T Displaying rows 1 through 13 of 13 W Display Filter Form Create Key Ring Add To Key Ring KeyInstance Inquiry Page Key Gouge Keystamp KeySeq Status Issuance Due Date Actions Groupi ABCD 2 Assigned Eric W Bourdon P cr Ef Vehicle 402 SM 6 In Storage Wz 127 P aii Isi M V Vehicle 402 SM 5 In Storage W 12 Bon 5 aab 012 45 Broken CRIME PREV 16 cr Ef aab SM 2 Lost Stolen 13 NA m E aab SM 3 Destroyed i352 am or Ej aab ORFH oo In Storage A C HB P ri Ej e Select the appropriate Key Ring from drop down The keys you have chosen to add to the ring will be listed below e Click Add Keys to Key Ring Key Ring Description Select a Key Ring Key Group Vehicle 402 Keys To be Added i SM 5 In Storage W 12 Add Keys to Key Ring Cancel See the next section My Key Rings for information on managing additional attributes for key rings Key Management System Manual 56 August 2009 Version 1 0 gt Tomovea key to a different key group e GoTo Manage Keys e Click Edit icon ey Keys M Manage Keys Place In Storage Issue to Resp Party Lost Stolen ey Key Rings My Kay F Flesz View keys by location All Facilities Manage Key Groups Manag ARCS Bee d Displaying rows 1 through 20 of 23 Pent Last Manage Custom Locations E uw Display File ima Create Fey Aing Add To key Ring Manage
24. of the following manufacturer keyway keyset key stamp grandmaster master sub master or change e Click on the item you wish to filter the item will be highlighted Use Shift Click to select multiple sequential items at one time Use Ctrl Click to select multiple non sequential items within a filter box e Click Filter Cornell Un iversity SEARCH CORNELL go Risk Management and Public Safety LTCOHE 1 3205 31 E Key Management TES Key My Keys Manage Keys First Pisses Displaying rows 1 through 18 of 18 Lent Last My Key Rings Y P My Key Profiles All AI MH A A m AN AM AN AIA AIA Filter A re c pel Sargent AD KA Ika 4 dp338 KA KAA KA1 o Eiter AL KA1 iKAL i ki KAB KA2 1 Manage AKCCs YDH KA2 KA2 VA KAA1 2 KAA KAA1A VB Y kaa2 v 3 Im Manage Custom Sargent AD KA KA dp338 KA 12 Locations Sargent AD KA1 KA1 dp338 KA KA1 1 x do Manage Special Info P H Sargent AD KA2 KA2 dp338 KA KA2 2 j Sargent AD KAA K AAA dp338 KA K AA 2 x d a Sargent AD KAAL KALA dp338 KA KA KAA 3 o gt do HH Sargent AD KAA2 dp338 KA KAA KAA2 x d O Sargent AD KAAS dp338 KA KAA KAA3 o Sargent AD KAA4 dp338 KA KAA KAA4 o Sargent AD KAAS dp338 KA KAAS KAAS x Go HH Key Management System Manual 20 August 2009 Version 1 0 gt Toview a specific key profile e GoTo My Key Profiles e Click View icon next
25. order Click the item and an arrow will appear H click again to reverse order Al Key Management System Manual 63 August 2009 Version 1 0 gt To view an activity log e GoTo My Keys e Click the View Log icon Cornell University SEARCH CORNELL go Risk Management and Public Safety L LO E S Programs Locations Roster Comments Help ali My Keys iinoa itae Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Fhia Displaying rows 1 through 3 of 3 Beat Last Y 4252 2921 AGWY RES DOGS EHOB Change TestKeyRing 1 012 24 D In Storage A B C v 301082921 MAPLE 118 126 EHOB Master c 00 D Assigned Daneen Phillips 04 30 09 2921 EHOB 2206 Test Key Ring 1 CCC101 23 D In Storage A B C a E Fist Fee Displaying rows 1 through 3 of 3 phat Lest M Lost Stolen This provides the complete transaction history for a specific key see page display below Cornell Un IVersity SEARCH CORNELL g Risk Management and Public Safety Pages People more options Programs Locations Raster Comments Help Date NeLID Log Entry 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT NETID dp33 DUE DATE STORAGE CABIMET STORAGE DRAWER STORAGE FACIL CD STORAGE HOOK STORAGE ROOM STORAGE CUSTOM LOCATION IDs NOTES TO RECIPIENT NETID dp338 DUE DATEz 04 30 2003 STORAGE CABINET STORAGE DRAWERz STORAGE FACIL CD STORA
26. secure service from Cornell University If you are uncertain of the authenticity of any online service check with abuse cornell edu RMPS Home Room screen Key Management System Manual 17 August 2009 Version 1 0 5 Cornell Univers ity SEARCH CORNELL go g Risk Management and Public Safety E reme ee RMPS Home Room Please select a program Injury Illness RMPS Actions Portal Reporting TN bes Refresh Set Home Room Preferences If you are not authorized to use the Key Management system you will not see the Key Management icon Box If this happens you should contact the Key Management System Administrator at kmsusers cornell edu If you are set up in the system you will see the Key Management system icon Click on o to enter the system Key Management System Manual 18 August 2009 Version 1 0 Key Control Coordinator KCC Procedures As KCC you are responsible for the management of keys and key systems data Management of keys includes maintaining key inventories and associated storage locations maintaining transaction logs of all changes in key assignment processing all required and associated forms and maintaining all records for your college or major unit Figure 4 KCC Responsibilities within the KMS QO 2 Assign access z locations to key profiles 3 Assign AKCCs 4 Create key groups 5 Create key instances gt Note Any of the responsibilities listed above for AKCCs as we
27. to the key profile you wish to view Cornell University x5 Risk Management and Public Safety Programs Locations Roster Comments Help My Keys Manage Keys Ehst Pope Displaying rows 1 through 15 of 12 E LE My Key Rings ee IET l m My Key Profiles Mfr www Key set Keys E me KCC GM M SM cing batanes Secured mcns Hanaga ker Doce Sargent AD ELA EA dp338 KA 12 IE U Sargent AD KA1 KA1 dp338 KA KA1 1 a Sargent AD KA KA dp338 KA KA 2 a Manage Custom ERANS Sargent AD KA A KA AA dp338 KA KA A 2 a Mense Special inte Sargent AD KAA1 KA ATA dp338 KA KAA KAA1 3 i a j Sargent AD EA dp332 E 5 E 5 5 E A dA o gt E Sargent AD KAAS dp338 KA K AA KAAS O Sargent AD K A A ef dp338 E 5 E 5 5 K fh A gt gt E Sargent AD EAS dp338 E 5 Koh n8 K fa c ce E Sargent AD KAAS dp338 KA KAA Kane 0 Sargent AD EAR dp3328 KA EAE E Key Management System Manual 21 August 2009 Version 1 0 e The following screen will open The detail of the selected key profile as well as the parent and any children profiles associated with the selected profile will be displayed My Keys Manage Keys My Key Rings My Key Profiles Manage Key Groups Manage AKCCs Manage Custom Locations Manage Special Information Current Key Level grandmaster Key Manufacturer ae Bitting Grand Master Master Submaster Change Key Set KCC Daneen Phillips Key Kary Keyset GM
28. will take you to the locations screen 5 Cornell University sl g Risk Management and Public Safety Key Management TEST Key I My Keys Manage keys Eire Pipette cts Displaying rows 1 through 15 of 18 bee LL My Key Rings u Denar Fite edie My Key Profiles S t AD EA EA dp338 KA 12 Manage Key Groups SH P Ll Sargent AD EA EA dp3328 KA EA1 1 p Manage AKCCs E P EH Sargent AD EA EA dp338 KA EAR z En ode Manage Custom f Lo H ER Sargent AD KAA E AAA dp338 KA E AA 2 es a Manage Spern pa Sargent AD KAAL KA AA dp338 KA KA KAA1 3 Sargent AD EAA dp338 EA ELA A KA D c x Sargent AD Koy oy dp338 KA ELA A KAAS oO i Sargent AD KAA g dp338 KA E A A K A amp 54 a c e e Enter the facility code or choose the facility from the drop down list If you begin to type the numerical sequence of the facility code the list will jump down to the appropriate subset of codes e Enter the room number or choose the room from the drop down list If you begin to type the alpha numerical sequence of the room the list will jump down to the appropriate subset of rooms e Click Add Location ee Cornell University G3 Risk Management and Public Safety Kev Management TEST Key t i Hy Keys Add a new Location Access Facility Code o H Rar ngs i Select Facility 222 ccc ec cccesste iv t Manage Keys My Key Profiles Acces Eoom Select Room 4 Ga Manage Key Groups Manage AKCS Add L
29. yfing Keystarrit KeySen Notes pecu Status issuance Dus Date Action Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC1O1 23 In Storage A BiC t E Locations go 2921 3010B8 EHOB MAPLE 118 126 Master t 00 Q Assigned Daneen Phillips 04 30 09 at E Manage Special Info 29214007 EHOB CAMP STR WHSE Grand Master KA 1 broken D Broken Marie Ellen Balander e sentto Marie Lock Shop to destroy f 23214007 EHOB CAMP STR WHSE Grand Master KA 2 QD Issued to Resp Party Paula Hope Grantier 06 30 09 PL F 29214007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta l4 t E Key Management System Manual 45 August 2009 Version 1 0 e Enter the Net ID or use the Find User option e Enter the Due date You would use this to assign the date that the key must be returned or audited o Click ra to display calendar select date e Notes briefly describe the purpose for the key being assigned e Click Assign Programs Locations Roster Comments Help My Keys Manage Keys E an valid Test Group C c oo Assigned Daneen Phillips My Key Rings My Key Profiles Key Assignment Info l Manage Key Groups Assign to Find User x Manage AKCCs Pus tuti MEM D Manage Custom Locations e Notes Manage Special Info 0 1000 gt To place a key in storage e GoTo My Keys e Choose the key to place in storage by clicking in the checkbox on the left e Click Place in Storage cy Cornell University SEARCH CORNE
30. Change keys off of Grand Master and Master keys and e Orphaned keys that aren t related to the rest of the tree Figure 2 Key Profile or Family Tree Grand Master Orphan Key Management System Manual 14 August 2009 Version 1 0 Key Management System Process The following figure depicts the process that must be followed for a KCC to be able to manage their keys within the KMS Figure 3 Process to Manage Keys within the Key Management System 1 Create key O 2 Assign access O 6 Create key rings profiles S locations to key profiles 3 Assign AKCCs 8 Sign keys and 4 Create key rings back in groups Q SZ 7 Assign keys and lt key rings 9 Identify keys as 5 Create key lost stolen or instances broken Note that prior to using the KMS a unit must work with the appropriate Lock Shop to have the key profiles for their facilities entered into the KMS The University Lock Shop has many key profiles available and depending on the age of the keying system some profiles may be readily available for conversion into the KMS The process defined in Figure 3 above is outlined in considerable detail in the following sections of this manual Key Conversion Process A data conversion process is available for units that put their key inventory information in spreadsheets provided by Risk Management and Public Safety The conversion process has the ability to pull key profile information and key instance
31. Contact information for the device holder o Keyset number and unique identifier of each key signed out o Due date for key as appropriate o Date and time of sign out o Date and time of sign in o Signatory approval of the KCC or AKCC handling the transaction o Signatory approval of the recipient acknowledging that he or she alone will use this device as authorized e Change in physical key access location o Key system information bitting number keyway etc o Location to be accessed 3 If my current tracking system meets the requirements of the policy why should I use the KMS Per Policy 8 4 you must use the KMS for spaces with special access restrictions All physical keys to spaces with special access restrictions e g those with highly hazardous materials or highly valuable assets must be inventoried in the university Key Management System KMS The KMS is a central inventory system It allows the university to track physical keys in one location rather than in a number of isolated locations across campus This is important in the event of an emergency Police and emergency response personnel will be able to use the system for reference and more quickly restore a situation to safety Additionally key inventories can be easily maintained and the KMS facilitates the review process of key inventories that must happen at least once every two years The KMS ensures the key inventory requirements of Policy 8 4 are met The KMS will also help units m
32. Cornell University Key Management System User Manual August 2009 Version 1 0 Key Management System Manua 1 August 2009 Version 1 0 Many thanks to the following individuals who were instrumental in the development of the Key Management System Marie Balander Facilities Services University Lock Shop Lori Barry College of Veterinary Medicine Jocelyn Becraft Facilities Services Chris Brown Cornell Information Technology Information Services Custom Applications Greg Busby Cornell Information Technology Information Services Laurie Cecere Risk Management amp Public Safety Kelly Davis Facilities Services Building Care Hugh Edwards Cornell Information Technology Information Services Custom Applications Peggy Emerson Facilities Services Customer Service Chris Grippin Cornell Information Technology Information Systems Nancy Kimble Cornell Information Technology Information Services Custom Applications Linda Grace Kobas Cornell University Finance amp Administration Communications Juliet Hendricks Facilities Services Building Care Jay Hulslander Cornell Information Technology Information Services Custom Applications Kristine Mahoney College of Human Ecology Carrie Maine Facilities Services Building Care Peggy Matta Risk Management amp Public Safety Kevin McCord Facilities Services Customer Service Rachel Moore Facilities Services Customer Service Brenda Payne College of Veterinary Medicine Tim Petriwsky Colle
33. Current key AD EA EA Child Key AD EAA EA Toview information about a secure key profile When you view My Key Profiles the Secured column denotes keys that have been identified as secured An emergency response or service KCC cannot make instances of secured keys Y Display Filter Form wy Keyzset Sargent CDH J sargent CDH JA Sargent CDH JA Sargent CDH JA J km285 J km285 JA km285 J JA JAB JA km285 JA JAB gt To assign access locations to key profiles JAB1 i Secured ex e C Once key profiles have been entered into the KMS by the Lock Shop associated access locations must be assigned to each profile Both the Lock Shop and the KCC for a key profile have the ability to assign access locations however in practice the maintenance and management of this information is the responsibly of the KCC Access locations should be assigned at the lowest possible level in a profile Parent keys inherit the access locations of their children keys For example if a change key opens room 100A in Facility X then Key Management System Manual 22 August 2009 Version 1 0 the sub master master and grand master all parents of the key will all open door 100A in Facility X In this case the access location of room 100A should be entered only once at the change key level e GoTo My Key Profiles e Click Locations icon LI at the far right side of the table This
34. EEE 30 Key Management System Manual 3 August 2009 Version 1 0 Create Your Key Management Organizational StructUre ccccccecccsseccsseceeeseeeeceeeeceeeceeeeseeeeeeneens 33 IVA SAN ICCC qe Rats cnncastauraeie teste sinh aaluceicinca ua sain EN E E quia emaod dae daluasoneamoscseueuae ates 34 gt To add Associate Key Control Coordinators for your college unit eere 34 Tova a xew AKCC to the KMS beni te i pu SR EI M uUa MAT CC 34 To remove an AKCC as authorized for your college unit eeessnn 36 Organize Yo I QS tra a Resa a aute Faut NONU MD Mere EON Sb uu dunt pruna bru MNUS EON EPE 37 Manage Ke VGEOLDDS uses ite sepu addere dui docui uec Sut SEMEN EM dq peni cu UNI ubi 38 To view Key PrOD S eie ai eso adito cisterna less co MuEs CRM UlU a ES ences 38 To create ai KEY BrOUD ce teh dee an a rib ta Mte M AM UU M UMP EE 38 TOocrename g Key BPFOUDSOacadi fascia esetfe een tu atas a a a a oe SP EA EI SOUS 39 To authorize an AKCC for one or more key ZrOUPS ccccceeccceeeeseceneceeeneeeeeecseeeeeseeeneeeeees 40 To remove authorization for an AKCC for one or more key groups eeeeeeeee 41 Toxemove d key groups sime opimo eben vinti Une e memet iio Dv bus eri e UT d UE 42 Mia c cree T 43 TO VIew keys WITHIN vou UNIT 3 oo E drboes Quee eS pei trit a petet P b pai aU ist 43 To view dh dctivity 102s o1 utat dit ese toledo ssa rob doa diss UD N
35. Edit e From the list of Currently Assigned AKCCs highlight the name of the person you wish to remove and click the left arrow to move name to Available e Click Update EE Cornell University c Risk Management and Public Satety Programs Locatons Roster Comments My Keys Manage Keys Rey Group My Key Rings hy Key Profiles Manage Key Groups Bob Wigden Manage AKCCs Mark i Fowler Manage Custom Locations Manage Special Info Key Management System Manual Help dp Key Ring Test Currently ax Ls Mt 41 Daneen Phillips Margaret Elizabeth Matta August 2009 Version 1 0 gt To remove a key groups A key group cannot be deleted however it can be renamed to be another key group As part of this process keys that shouldn t be part of the new key group should be reassigned e Click Manage Keys and reassign keys as appropriate See on Manage Keys on page 52 e Filter for the Key Group you are interested in removing e Click Edit and assign each key in the group to another key group e Click Manage Key Groups e Click Edit beside the key group you wish to remove e Remove all AKCCs from the currently assigned list for the key group e f appropriate you can change the key group name either to something temporary or to another key group you would like to use Key Management System Manual 42 August 2009 Version 1 0 My Keys This screen allows you to view keys assig
36. GE HOOKz STORAGE ROOM STORAGE CUSTOM LOCATION IDs NOTES 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT_NETID lec37 DUE DATEz STORAGE CABINETs STORAGE DRAWERz STORAGE FACIL CDz STORAGE HoOKz STORAGE ROOMz STORAGE CIISTOM LOCATION IDz NOTES TO RECIPIENT NETID dp338 DLIE DATE STORAGE CABIMET STORAGE DRAWERz STORAGE FACIL CDz STORAGE HOOK STORAGE ROOM STORAGE CUSTOM LOCATION ID NOTES 01 12 2009 10 50 AM lec37 Key Instance status is now Assigned Data updated FROM RECIPIENT METID DUE DATE 01 06 2003 STORAGE_CABINET A STORAGE DRAWERZ B STORAGE FACIL CDz 2921 STORAGE HoOKz C STORAGE ROOMz 2206 STORAGE CUSTOM LOCATION IDz NOTESz TO RECIPIENT NETIDz lac37 DUE DATEz STORAGE CABINETs STORAGE DRAWERz STORAGE FACIL CD STORAGE HOOKz STORAGE ROOMz STORAGE CUSTOM LOCATION IDz NOTESz 01 06 2009 07 47 PM lec37 Mew Key added Key Management System Manual 64 August 2009 Version 1 0 gt To filter the view e GoTo My Keys e Click liM to display the filter form this will open drop down options which allow you to search by the following facility key ring due date etc CIE Cornell University SEARCH CORNELL T AN Risk Management and Public Safety Pages People more options Key Management TEST Programs Locations Roster Comments Help
37. LL go 5 Risk Management and Public Safety Pages People more options Key Management TEST Roster Programs Locations Comments Help sf My Keys Manage Keys Assign Lost Stolen My Key Rings First Frees Displaying rows 1 through 15 of 15 Hent Last My Key Profiles Manage Key Groups Ve Manage AKCCs rad Facility Name R Keyfin Key start KeySeng Notes ipe Status ssuance Due Date Actions Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC1O1 23 In Storage A Bic Locations d ao 292130108 EHOBMAPLE 118 126 Master 00 D Assigned Daneen Phillips 04 30 09 E Manage Special Info b 23214007 EHOB CAMP STR WHSE Grand Master KA 1 broken D Broken Marie Ellen Balander em sent to Marie Lock Shop to destroy f 23214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 t g F 2921 4007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta l4 mi E Key Management System Manual 46 August 2009 Version 1 0 e Choose the Facility by entering the facility code or using the drop down options e Choose the room within the facility or e Choose a Custom Location from drop down option Note custom locations must already exist See e Manage Custom Storage Locations on page 59 e Identify the cabinet or drawer and hook e Notes make notes as needed providing information regarding the key storage e Click Place In Storage My Keys Mana
38. Lost Stolen First Fhia Displaying rows 1 through 3 of 3 Bent Last Y 4252 2921 AGWY RESDOGS EHOB Change TestKeyRing 1 012 24 In Storage A B C v 301082921 MAPLE 118 126 EHOB Master c 00 D Assigned Daneen Phillips 04 30 09 L 2921 EHOB 2206 Test Key Ring 1 CCC101 23 p In Storage A B C a E Fist Paese Displaying rows 1 through 3 of 3 beut Lest Place In Storage _ Lost Stolen e Choose Key Assignment Info the person at the Lock Shop e Note briefly describe broken key was sent to at the lock shop to be destroyed e Click Broken Ex Cornell University ed a Risk Management and Public Safety OQ Pages QP People more o My Keys Manage Keys v alid Test Group c oa Assigned CI D aneen Phillips My Key Rings Key Assignment Infa Select Select a Lock Shop User Key Storage Info Facility Foon Custom Location Cabinet ariang Broken Cancel t Key Management System Manual 71 August 2009 Version 1 0 Manage Keys This field allows the user to organize keys by groups key holders and manage due dates for specific college or unit gt Toview keys within your unit Use this field to organize assigned keys by key groups key holders and the audit of key holders and key groups e GoTo Manage Keys To view a specific item in ascending descending order 1 e Click the item and an arrow will appear uU click again to reverse order Cornell Universi
39. Management System Manual 89 August 2009 Version 1 0 The transaction log will display on the screen e Choose Excel version of report to get a report you can print and have the keyholder sign My Keys Manage Keys Enter a NetID _ View Report My Key Rings ciini Excel version of report Reports KCC or AKCC Margaret Elizabeth Matta Keys Issued To Paula Hope Grantier Netid phgi Phone Number 607 254 1575 Cornell Affiliation staff Key Key Key Sequence Status Date and Time Due Date Access Access Notes Group Set Stamp Number Issued Room s Building dp test KA KA 2 Issued to 03 13 2009 06 30 2009 grandmaster group Resp Party 03 58 PM A dialog box will appear indicating that you have chosen to open an excel file e Choose Open with Microsoft Office Excel default Op ening kms report dp338 xls Microsoft Office Excel default An additional dialog box will appear asking if you are sure the file is OK to open e Choose Yes Microsoft Office Excel Key Management System Manual 90 August 2009 Version 1 0 An Excel file will open with the transaction log for the keyholder teen as ee _Organization Department CYB Organization Department Keys Issued To Laura E Cecere KCC or AKCC Daneen Phillips Netid lec37 Phone Number 607 254 6477 Cornell Affiliation staff KeyGroup KeySet KeyStamp Sequence Number Status Date Time Issued Access Building
40. Safety Programs Locatons Roster Comments Help Hy Keys Manage keys Fem Pies Displaying rows 1 through 15 of 15 Been Les My Key Rings NL EU ee My Key Profiles Mfr Kw Keysel Keystamp KOC SM M SM cig Insta noes Sargent AD KA KA dp338 KA 12 c d q Manage Key Groups Sargent AD Kl Kei dp338 KA Eo 1 Manage AKCS 3 B e El Sargent 4D KAZ KAZ dps38 KA EAT z E dg IE Manage Custom Lo H PE Sargent AD KAA EA AA dp338 KA EA A 2 Hanane Sees tans Sargent AD KAA 1 KAALA dp338 KA EAA KAAL 3 e Sargent AD KA dp338 KA KAA KAAZ O E od Sargent AD KAAS dp338 KA KA A Kaas oO a Sargent AD KAAS dp338 KA KA A KAA4 D x Sargent AD KAAS dp338 KA KA A KAAS D c e Sargent AD KA AS dp338 KA KA th KAAS O a Sargent AD KAB dp338 KA KAB a c e After you have entered an access location for a key the step above click Create Info m t Cornell University D Risk Management and Public Safety Programs Locatons Roster Help hy Keys Add anew Location Manage Keys Access Facility Code hy Key Rings Select Facility Pw My Key Profiles Acces Room REESE Manage Key Groups Manage AKCCs Add Location Manage Custom Locationz Manage Special Info pecu Key Key Set Facility Room iiaea kod The current key has no parents with locations set Current Key KA 2321 2205 Edit Info Delete i CurrentKkey KA 4007 101 Create Info Delete The current key has no children with lacations set f
41. Special Info 5 ke Tru Rey stam Key Seq Status ssua Test Group A C oo Assigned Daneen Phillips 4 30 09 Pd rit LT Test Group B ceea 22 In Storage A Br T SG ci Test Group E ois 24 In Storage eho Ber E E dp Key Ring K A th th 1 In Storage Tr A gg rit Test T rl dp Key Ring K A th th Assigned Daneen Phillips cr Test Ef E dp Kep Ring s an 1 Assigned Daneen Phillips F cr Test E dp Key Ring E A A Lot In Storage Ti A F cit Test E F dp Key Ring E A lo 1 In Storage Di 68 p cr Test ET rl dp Key Ring KAZ 1 Assigned Daneen Phillips cr Test ET dp Key Ring EI In Storage Ti 65 F cH Test ET e Select the Key Group from the drop down box e Click Save hy Keys Nav Dafis TM Manage Keys Key Instance Info hy Key Rings Key Cut Key Sequence My Key Profiles oe Keyset Manage Key Groups Key Stamp KAATA Manage AKCCs Key Group dp Key Ring Test w E ccr Manage Custom Key Ring x Select a Key Ring wo Locations Motes Manage Special Info o1000 Save Cancel Key Management System Manual 57 August 2009 Version 1 0 My Key Rings After a key ring has been created see the steps in Manage Keys you can assign the key ring to a key holder place it in storage issue it to a responsible party or mark it as lost stolen or broken The procedures for a KCC are the same as those for an AKCC See the section My Key Rings on page 77 in the Associate Key Control Coordinator AKCC Procedures section Key Man
42. Test Key Ring 1 Test roupB 2 In Storage B C Mo i e Enter the Net ID or use the Find User option e Due date You would use this to assign the date that the key must be returned or audited e Click E to display calendar select date or you can type a date into the box mm dd yyyy e Note any information regarding the reason this key ring is being assigned e g visiting professor or any other pertinent information e Click Issue to Resp Party Hy Keys Manage Keys walid Test Group BR CCcci 01 eccigi 23 In Storage T AiB C Hy Key Rings v alid Test Group B O12 o12 24 In Storage KLI Ar Br C Key Assignment Info l Assign to Find User Due Date Es Gam s Motes n inan lseue to Resp Party Key Management System Manual 82 August 2009 Version 1 0 gt To record the key ring as lost stolen lf a Key Ring has been lost stolen per Policy 8 4 the key holder must immediately report the loss to their supervisor The supervisor should contact the KCC who will report the loss to the Cornell Police as appropriate The KCC is responsible to track the lost stolen key within the KMS e GoTo My Key Rings e Choose the key ring you wish to mark as lost stolen by clicking in the checkbox e Click Lost Stolen Cornell University m Le NS Risk Management and Public Safety Pages People more options Key Management TEST rsi My Keys Manage Keys Place In Storage Issue to Resp Party Lost St
43. age _ Lost Stolen _ e Choose Facility enter the facility code or choose from the drop down options e Choose the room within the facility or e Choose a Custom Location from drop down option e Identify cabinet or drawer and hook e Note as needed provide any information regarding the storage of this key e Click Place In Storage Cornell Un iversity SEARCH CORNELL go Risk Management and Public Safety Pages People more options Key Management TEST s Programs Locations Roster Comments My Keys ssua e Manage Keys statu Int valid Test Group C c oo Assigned Daneen Phillips My Key Rings Key Storage Info Facility o Select Facility oe HM Room SUECOI Locauon Select a Custom Location Cabinet 1 mm Drawer 7 E ji 11 g Notes o 1000 Key Management System Manual 67 August 2009 Version 1 0 gt To issue a key to a responsible party see definition e GoTo My Keys e Choose the key you wish to assign by clicking in the checkbox e Click Issue to Resp Party CI Cornell University SEARCH CORNELL ge r 7 Risk Management and Public Safety LTEM LOEO TX Key Management TEST ss My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Paese Displaying rows 1 through 3 of 3 Hent best Y 4252 2921 AGWY RES DOGS EHOB Change Test Key Ring 1 012 24 D In Storage A B c
44. agement System Manual 58 August 2009 Version 1 0 Manage Custom Storage Locations gt Tocreate a Custom Storage Location e GoTo Manage Custom Locations e Click Create New Custom Location E Cornell University D Risk Management and Public Safety Programs Locations Roster Comments Help My Keys Manage Keys Actions hiy Key Rings Vehicle ENVIRGNMENTSL HEALTH amp SAFETY 2101 EHS Palm Road Active Daneen Phillips p e My Key Profiles Vehicle EAST HILL OFFICE BUILDING 2921 VP RMPS Active Daneen Phillips p e Manage Key Groups Manage AKCCs Manage Custom Locations Manage Special Info e Provide a description of the custom location in text field e Select Facility Code from drop down this building can be where the custom location is or the building most associated with this custom location e Select Type from drop down list vehicle other e Click Save Programs Locations Roster Comments Help hiy Keys Manage Keys Description My Key Rings Facility Code My Key Profiles ce Manage Key Groups save Cancel Manage AKCES Manage Custom Locations Manage Special Info Key Management System Manual 59 August 2009 Version 1 0 Manage Special Information This function will allow you to manage information about a location that would require approval by a specific individual prior to a key instance being assigned Such areas might include restricted access areas such as spaces wi
45. anagement TEST Key 1 hy Keys Manage keys Ehst Ferh Displaying rows 1 through 18 of 18 Hert Lut Hy Key Rings Era Uu Fus Eram rol hy Key Profiles l 5 t AD KA KA dp338 KA 12 Manage Key Groups oe 2 iE Sargent AD KA1 KA1 dp338 KA KA 1 c a Manage AKCCs Sargent AD EAZ KAZ dp338 KA KAZ Z c Manage Custom Locati PAHS Sargent AD EAA KA AA dp338 KA EAA 2 im pana peers is Sargent AD EAAI EA ATA dp338 KA KAA KAAL 3 i Sargent AD KAAZ dp338 KA KA A K amp A2 O f da Sargent AD KAA3 dp338 KA KA A KAA3 oO a Sargent AD KA dp338 KA KA A K amp A4 O ix a This will take you to the key instance screen for further details Key Instance Screen e Input the Key Sequence This should be a unique value and should be stamped on the key for identification purposes e Choose the Key Group that this key should belong to from drop down field You must first establish Key Groups See Manage Key Groups for more information e Choose a Key Ring if appropriate from the drop down field You must first create Key Rings See Key Management System Manual 27 August 2009 Version 1 0 e Manage Keys for more information e Enter any appropriate notes in the text box For example you may want to note why you ve created this instance e Atthis point you must either assign the key to a key holder or put the key in storage May Keys Manage Keys My Key Rings My Key Profiles Manage Key Groups Manage AKCCs
46. ceeeeeLieeeee e iieeee rennen nn nnn nans 17 Obtain Authorization as 8 KCC oscar ccu pie td eH etudes ceno uc beating aA euadancacbipadessigtend edt oque Perl pup Ui rdug e 17 TFC CSS SII M 17 Key Control Coordinator KCC Procedures cccceesseecesseeseesseseenseseenseeseeneesessessonnees 19 Get Your Key Profiles Established in the KMS ccccccssseccccceseccecesececseseceeeeeeceeceeseceeaeaecesseegeceesenas 19 MAP AS POE NIE E 20 T vi w Ner gel 20 TO TUM IVS E T T T m 20 To view a specific key profile sseeeeeeeeeeeeeeeennnennnnnnnnnnnnnnnnnnnnnnennne nennen nns 21 To view information about a secure key profile eeseeesseeeemnn 22 To assign access locations to key profiles cccccccssscccccessececeesececeeeecceeeeeseceeeeneceeeeeeeeeeeas 22 To delete access locations from key profiles csse 24 To identify access locations with special information ccecccccssseccceesececeeseceeeeeeceeeeees 25 TO AEBS OY INS PAI Bien Duvet erderied uv urhunsd riens e e E etude ura E onde T Ds SUP cda ed erue 27 To assign a new key instance to an individual seeeseeeeeenenn enn 28 To place a new key instance in storage cccccescccessceccenececeneceeesceceeeececeeceeeceseueceseeeeeeees 29 TOPO ICA tera Key WS CAIN e user iei S dete n HDI E A Cr END E I
47. classes on how to use the KMS Please check the website www rmps cornell edu keysinfo for training class information The policy says that all keys must be stamped with a unique identifier within 2 years How do accomplish this recommend stamping each key with a unique sequence number in addition to the key stamp or key Reference Key Parts on page 13 Risk Management amp Public Safety has made available kits that may be borrowed to stamp your organization s keys Contact the PDC Lock Shop at x5 7112 to request the next available stamping kit Key Management System Manual 95 August 2009 Version 1 0 We recommend performing stamping on keys during the annual review of the KCC s key inventory As each key in the inventory is verified it can be stamped A best practice we ve seen is to inventory and stamp the keys during an individual s annual performance dialogue In the interim until you get your keys uniquely identified with sequence numbers the KMS will identify keys with duplicate sequence numbers when you go to issue the key This will be a reminder that the key should be stamped with a unique sequence number before issuance 9 How is facility and people information kept current The KMS ties to the facilities inventory and PeopleSoft pulling both facility and people information into KMS and avoiding duplication of this information within the KMS This ensures that the University s data of record is used for all transacti
48. d Ml e Click Create Key Ring My Keys Manage Keys Key Ring Description test 123 th My Key Rings Key Group dp Key Ring Test My Key Profiles Keys To be Added Manage Key Groups n KAA1A KAAL 2 In Storage 1 A Manage Custom KAZ KA2 2 In Storage 1 4 Locations Manage Special Info Create Key Ring Key Management System Manual 75 August 2009 Version 1 0 gt Toadd keys toa key ring e GoTo Manage Keys e Choose key s you wish to add to a key ring by clicking in the checkbox The addition of keys to a key ring has the following constraints v Keys must all be from the same Key Group v Keys must not already be on another Key Ring v Keys must be in storage i e not assigned to an individual e Click Add To Key Ring Cornell University Risk Management and Public Safety Key Manazement TEST My Keys My Key Rings view keys by location All Facilities ow Eme a pisriavind rous 1 through 3 of 3 Le dem rali ivi Test Group A C oo Assigned Daneen Phillips 4 30 09 gt T Test Group B mccidi zu In Storage Aor Bio T Test Group B aic 24 In Storage Ahr Boro eG T Fem Fresa Displaying rows 1 through 3 of 3 Peu LL e Select Key Ring from drop down e Click Add T to Key Ring Key Ring Description Select a Key Ring Key Group Vehicle 402 Keys To be Added Keystamp Keyset KeySeq Status Lett Issuance info SM SM 5 In Storage Wi 12 Add Keys to Key Ring Cancel Key Management System Manua
49. d New AKCC Cornell University Risk Management and Public Safety Key Management TEST e Programs Locations Roster Comments Help hy Keys Select AKCC to Add Select from Dropdown Select an AKCE to add al Enter Metid Find User Manage Keys hy Key Rings My Key Profiles Manage Key Groups nage AKCCs Manage Custom oes Locators Daneen Phillips Daneen Phillips Active Manage Special Info Margaret Elizabeth Matta Daneen Phillips Active Delete Mark G Fowler Daneen Phillips Active Delete gt Toaddanew AKCC to the KMS e Enter the person s Netid e Click Add New AKCC Programs Locations Roster Comments Help hy Keys Select AKCC to Add Select from Dropdown Bob Wigden 4 Enter Metid Find Uzer My Key Profiles Manage Key Groups Manage AKCES J Varie ML Name Manage Keys My Key Rings Manage Custom Locations Daneen Phillips Daneen Phillips Active Manage Special Info Margaret Elizabeth Matta Daneen Phillips Active Delete Mark G Fowler Daneen Phillips Active Delete If you need assistance finding a user Key Management System Manual 34 August 2009 Version 1 0 e Select the Find User field Y Enter the appropriate information last name first name Y Click Find ISCAFindUserMain Page Mozilla Firefox Jeg E https Afcftrimps coldfusion cornell edu scommon w idgets findJser sISCAFindUserMain cfm tor mnane add kccFor m amp netid 5 7 User Search Find amp Use
50. d on a ring Key rings are stored or assigned to recipients as a single unit Key Sequence A sequence number assigned to a physical key that differentiates it from other keys of the same cut and key stamp e g KA1 vs KA2 Key Set A series of letters and or numbers that the key manufacturer and Lock Shop use to uniquely identify a key profile The Key Set is typically stamped onto the physical key Key Stamp A series of letters and or numbers stamped onto a physical key for purposes of identification It may or may not be the Key Set Combined with the Key Sequence it should be unique Key Way The grooves cut along the length of a key that determine which keyholes it can be inserted into Master Key A key that fits or opens more than one door There are several levels of master key each with different capabilities and rules for issuance and use e g master key sub master key grand master key Orphan Key A Master SubMaster or Change key that does not have a parent Responsible Party A Cornell employee responsible for the access devices provided to a person who is not a Cornell student faculty or staff member e g visiting professor Secured Key A key that requires specific approval of the KCC to be duplicated by Emergency Services or Service KCCs Service Access Access for the purposes of providing maintenance repair and building care services Service KCC A KCC that can make instances from any key profile in the KMS after appr
51. e a hne page at https cft rmps coldfusion cornell edu Ba My Key Profiles Manage Key Groups Manage C oe Deleting an ARCC will also delete him her fram all your Kev Groups Continue Locations Manage 5 Informati Key Management System Manual 36 August 2009 Version 1 0 Organize Your Keys Once your profiles are established in the KMS with access locations and you ve created your key management organizational structure you should organize your keys in the KMS KCCs organize keys into key groups These groups may be by department or building or any grouping that makes sense to your organization You can assign a Key Group to one or more AKCC to manage All AKCCs with permission to manage a Key Group will see all of the keys in that group However each key can be assigned to one and only one Key Group KCC AKCC1 AKCC2 AKCC3 Key Group Key Groups Key Group Facility A Facility B Department A in Facility D Facility B Facility C Note in the example above both AKCC1 and AKCC2 can manage keys for Facility B because they have both been given access to that key group Key Management System Manual 37 August 2009 Version 1 0 Manage Key Groups gt To view key groups e GoTo Manage Key Groups Tocreate a key group e GoTo Manage Key Groups e Enter the Group Name in text field e Click Save My Keys Create A Group Manage Keys My Key Rings Y Y g Enter a Group Name E Save Cancel My Key
52. eet the requirement to review key inventories at least once every two years If you do not use the KMS your key inventory system is subject to auditing by the Cornell University Police Because the KMS is used by the Lock Shops both PDC and Campus Life as well as Facilities Customer Service Building Care and the emergency services personnel processing of key requests will be easier via the KMS and tracking of keys becomes much more efficient with a common system between all of these organizations Key Management System Manual 94 August 2009 Version 1 0 set The cost to use the KMS is free and is therefore no more expensive than other current systems on campus The KMS is maintained centrally and users are not charged a fee to use the system Phase Il of the KMS project expected to be complete during 2009 will include electronic routing of approvals This means that keys may be requested and approved on line eliminating the need for routing paper forms within an organization to the KCC then to the Cornell Police and on to the Lock Shop This will considerable improve the efficiency of managing physical keys l d like to use the KMS How do get my existing key inventory information into the KMS A data conversion process is available for importing key inventory information into the KMS See Appendix C Importing Key Instance Information into the KMS How long has the system been in place Who is using it The KMS went into p
53. eh Assigned Daneen Phillips Test gt Toview keys p EI ET IT ee ga Hu tu LET m ET Use this field to organize assigned keys by key groups key holders and the annual review of key holders and key groups e GoTo Manage Keys e To sort the keys in ascending or descending order click the header and an arrow will appear 1 click again to reverse order fi Key Management System Manual 52 August 2009 Version 1 0 gt To filter the view e Click hi to display the filter form This will open drop down options which allow you to search by the following key group key attributes key holders and due dates e Click on the item you wish to filter the information will be highlighted e Click Filter Place In Storage Issue to Resp Party Lost Stolen View keys by location All Facilities v tHe e Displaying rows 1 through 10 of 28 Next Last Y Hide Filter Form Create Key Ring Add To Key Ring KeyInstance Inquiry Page Key Groupl Keystamp Keyset KeySeq Status Issuance Due Date All All All All All all EPR Keys 012 012 on Assigned Richard W McDaniel Test Group A c c 1 Broken Paula Hope Grantier Test Group B ecci01 ecci01 1a In Storage Michael G Hingston dp Key Ring Test Y E M E M 2 v Issued to Resp Party Mark G Fowler Ms F Test Group A c c 00 Assigned Laura E Cecere Test Group B ecci01 CCC101 23 In Storage A B c Test
54. er 06 30 09 P t Cy 23214007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta pag e Enter the Net ID or use the Find User option e Due date You would use this to assign the date that the key must be returned or audited e Click E to display calendar select date e Notes add to indicate the reason this key is being assigned e g visiting professor e Click Issue to Resp Party Special V alid Key Group Keustamp Keuset KeySeg Status Infa Issuance valid Test Group B CCCLI CCCIDT 23 Assigned Bab Wigden Key Assignment Info l Assign to Find User 7 Due Date ru e P Notes of1000 Issue ta Resp Party Key Management System Manual 48 August 2009 Version 1 0 gt To record a lost stolen key If a key has been lost stolen per Policy 8 4 the key holder must immediately report the loss to their immediate supervisor The supervisor should report the lost key to the KCC and the Cornell Police The KCC is responsible to track within the KMS e GoTo My Keys e Choose the key you wish to mark as lost stolen by clicking in the checkbox e Click Lost Stolen cy Cornell University SEARCH CORNELL go 5 Risk Management and Public Safety Pages People more options Key Management TEST My Keys l Manage Keys Assign Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Bae Displaying rows 1 through 15 of 15 beet Last My Key Profiles Manage Key Grou
55. er keys in a key system For example a sub master would be a child key to a master key Due Date A specific date assigned to a key for verification process and or turn in date if the key is issued on a temporary basis Emergency Access Access for the purposes of security law enforcement human safety or facility repair Emergency Response Individuals assigned access devices that allow emergency access to a broad Personnel number of campus facilities for the purpose of providing emergency services Emergency Services A KCC that can make instances from any key profile in the KMS after approval KCC from the Cornell University Police with the exception of secured keys Emergency Services KCCs include the Cornell University Police and Environmental Health amp Safety Key Control An individual acting on behalf of the dean or vice president who is responsible Coordinator KCC for requesting issuing receiving and maintaining key assignments key inventories transaction systems forms and records A KCC may delegate authority for a subset of keys to one or more associate key control coordinator s AKCCs Key Control The individual designated to provide back up for the KCC The KCC Back up Coordinator Back Up can perform the duties of the primary KCC An individual physical key Key Management An electronic online tool available for managing and tracking inventories of System KMS physical keys Note All keys to spaces with
56. es must be sent back to lock shop to be destroyed e GoTo My Keys e Choose the key that has been broken by clicking in the checkbox next to key e Click Broken e Cornell University O Risk Management and Public Safety Key Management TEST Programs Locations Roster Comments Help msan My Keys Manage Keys Place In Storage Issue to Resp Patty Lost Stolen 4 My Key Rings First Paeuienes Displaying rows 1 through 15 of 15 Hert hesk My Key Profiles Manage Key Groups Ve Manage AKCCs UM Facility Name R 1 Key Rong Key start ReySeg Notes ape Status lisua ncs Due Date Actinnt Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC101 23 Q In Storage A BIC pig Locations dl 2921 3010B8 EHOB MAPLE 118 126 Master 00 D Assigned Daneen Phillips 04 30 09 t E Manage Special Info 29214007 EHOB CAMP STR WHSE Grand Master KA 1 broken D Broken Marie Ellen Balander eu sent to Marie Lock Shop to destroy f 23214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 Pp if amp 29214007 EHOB CAMP STR WHSE Grand Master KA d D Assigned Margaret Elizabeth Matta mi E e Choose the Lock Smith at the Lock Shop you use in the Key Assignment Info e Note briefly describe broken key was sent to the Lock Shop to be destroyed e Click Broken My Keys Manage Keys d Rey eranp Keystamp Keyset KeySeq Status Spacia Issuance My Key Rings valid Test Group B eccio1 ccci
57. est Y 4252 2921 AGWY RES DOGS EHOB Change TestKeyRing 1 012 24 In Storage A B a E 301082921 MAPLE 118 126 EHOB Master c 00 Assigned Daneen Phillips 04 30 09 L 2921 EHOB 2206 Test Key Ring 1 CCC101 23 D In Storage A B C a E First Preiss Displaying rows 1 through 3 of 3 bent beet Place In Storage Lost Stolen Notes briefly describe circumstances of the loss of keys e Click Lost Stolen Y Ifa replacement key is needed the request must be made to the KCC at the time of the report of the lost stolen key The KCC will request using the appropriate form Cornell University Risk Management and Public Safety Programs Locatons Roster Comments Help My Keys Rande Weve Key stamp Keyset Key Seq Status Info 5 amp amp ura nce valid Test Group C c an Assigned D Daneen Phillips My Key Rings cid Motes 01000 Lost Stolen Key Management System Manual 69 August 2009 Version 1 0 gt Torecorda recovered lost stolen key The KCC must notify CUP that the key has been recovered e GoTo My Keys Choose the key you have recovered by clicking in the checkbox Y note the key must be placed in storage prior to re assigning to a key holder e Click Place in Storage Cornell University SEARCH CORNELL go Risk Management and Public Safety Pages People more options Key Management TEST My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Paene Dis
58. eys Assign Flace In Storage Issue to Resp Party Lost Stolen My Key Rings First Baecenas Displaying rows 1 through 15 of 15 Let iet My Key Profiles Manage Key Groups Y Manage AKCCs j Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC101 23 D In Storage AiB C POS Locations 292130108 EHOB MAPLE 118 126 Master 00 D Assigned Daneen Phillips 04 30 09 t E Manage Special Info 29214007 EHOB CAMP STR WHSE Grand Master KA 1 D Broken Marie Ellen Balander e o 29214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 P it E 29214007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta Pg e Choose Facility enter the facility code or choose from the drop down options e Choose the room within the facility or e Choose a Custom Location from drop down option e Identify cabinet or drawer and hook e Note add as needed provide any information regarding the storage of this key e Click Place In Storage V alid Key Group Eeuztamp Kewzet Reyieg Status cm Issuance v alid Test Group E COCci10i SocLoL 23 Assigned Rob wigden Key Storage Info Facility i Selectraclity LLL er Eoor Select Room Custom Location Select a Custom Location Ea lt Cabinet b os Drawer Hook d le Motes origo Place In Storage Key Management System Manual 50 August 2009 Version 1 0 gt To record a broken key The broken key or piec
59. ge Keys SE m valid dp test group KA KA 3 Assigned O Margaret Elizabeth Matta My Key Rings My Key Profiles Key Storage Info Manage Key Groups Facility aaa Select Facility Manage AKCCs a Room Manage Custom Locations Select Room E lt Custom Location E Select a Custom Location Gas Manage Special Info Cabinet Act As Another User EE EE Hook E Notes 0 1000 Place In Storage Cancel Key Management System Manual 47 August 2009 Version 1 0 gt To issue a key to a responsible party See Definitions e GoTo My Keys e Choose the key you wish to assign by clicking in the checkbox e Click Issue to Resp Party at the top or bottom of the page CE p Cornell University SEARCH CORNELL go 5 Risk Management and Public Safety Pages Lo more options Key Management TEST My Keys li Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings Bast Baecenas Displaying rows 1 through 15 of 15 best Last My Key Profiles Manage Key Groups Y Manage AKCCs j Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC101 23 D In Storage A Bic mi 1 Locations 2921 3010B EHOB MAPLE 118 126 Master C 00 D Assigned Daneen Phillips 04 30 09 ff it E Manage Special Info 29214007 EHOB CAMP STR WHSE Grand Master KA 1 bre D Broken Marie Ellen Balander e n Ma jes 29214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Granti
60. ge of Human Ecology Daneen Phillips Risk Management amp Public Safety Nancy Preston Campus Life Ray Price Cornell University Police Joe Remillard Facilities Services Customer Service Becky Richmond Campus Life Multi Trade Shop Barb Romano Campus Life Brandi Smith Campus Life George Sutfin Cornell University Police Key Management System Manual 2 August 2009 Version 1 0 Table of Contents i Xo 3 Tapie On NCS 6 e FIC 7 A CESS COMMUN P 7 Key Management SVSIOITI eee ia uo iav cusa vOv ais Ex EFE S iui n scEsUU Ru RUES ES KN FE Ur IRA vD ennnen nnmnnn nnmnnn 8 Bus m 9 Roles and Responsibilities Leere isee eere erre eere eere enne nnne nnn 11 uic 13 Key Family Tree or Profile 14 Key Management System Process ccccccceeseeeecenseeceenseeeseeeseeeeoesseeseceaseeseonseessoenseesses 15 NOV CO VST SION PEOCBSS qupd vim oin O RE ubt PSU Rid ct vanes angen MUSIC i MEI ewe ater 15 PRU O TI ZA IO MUU RETE TEE e 16 Key Management SySteim c c cccccsseeceeseecensecceneecenseeceneeseeneesenseseeneess 17 Accessing the Key Management System e ll
61. gned Daneen Phillips 4 30 09 P nt Test Group B CCC101 23 In Storage amp B c nt Test Group B 012 24 In Storage AiB C 8 at dp Kev Ring K AAA 1 In Storage 1 4 nt Test F E dp Key Ring KA A A 2 Assigned Daneen Phillips at Test 731 C dp Key Ring K amp ALA 1 Assigned Daneen Phillips ct Test e dp Kev Ring KAIA 2 In Storage 1 4 id Test F dp Key Ring KAA12 1 In Storage 1 3 A p t Test L dp Key Ring KA2 1 Assigned Daneen Phillips nt Test dp Key Ring KA2 2 In Storage 1 4 P wid Test e Input Key Ring Description within the text field The keys you ve chosen to be in the key ring will be listed below e Click Create Key Ring My Keys Manage Keys Key Ring Description test 123 My Key Rings Key Group dp Key Ring Test My Key Profiles Keys To be Added Manage Key Groups M AKCC KAA1A KAA1 2 In Storage 1 A Manage Custom KA2 KA2 2 In Storage 1 4 Locations Manage Special Info Create Key Ring Key Management System Manual 55 August 2009 Version 1 0 gt Toadd keys to a key ring e Choose key s you wish to add to a key ring by clicking in the checkbox The addition of keys to a key ring has the following constraints v Keys must all be from the same Key Group v Keys must not already be on another Key Ring Note that keys that are already part of another key ring will not have a checkbox next to them v Keys must be in storage i e not assigned to an individual
62. he appropriate access when necessary Designate associate access control coordinators AACCs or associate key control coordinators AKCCs Receive and act on requests for access devices and changes to access Issue temporary access devices Uniquely identify and mark access devices Maintain access device records including associated access locations Conduct a review of access devices systems and associated locations at least every two years Associate Access Receive and act on requests for access devices and changes to access Control Coordinator Store protect and distribute access devices properly AACC or Associate Maintain an access device record system Key Control Issue temporary access devices Coordinator AKCC Uniquely identify and mark access devices Conduct a review of access devices and associated locations as requested by the access control coordinator ACC or key control coordinator KCC Campus Card Access Maintain central card access server and database Administrator Notify users of outages Maintain network link to the University Registrar s office Administer ACC access rights Key Management System Manual 11 August 2009 Version 1 0 Campus Life Multi Trade Shop Crime Prevention Unit of the Cornell University Police Department CUPD Deans Vice Presidents Key Management System Manual Store protect distribute and maintain information pertaining to Campus Life key systems including bitting n
63. ility from the drop down options Or e Choose a Custom Location from drop down options e Identify cabinet or drawer and hook e Note any information regarding the key ring e Click Place In Storage Manage Keys v alid Test Group B cIciui CZociogi 22 In Storage cp For Bor hy Key Rings valid Test GroupB O12 ois 24 In Storage eU AiB 2 Key Storage Info Facility 23921 EAST HILL OFFICE BUILDING 2921 eese UM Eoom 220H 220H a d Custom Location Select a Custom Location v Cabinet A Drawer B Hook C q e Hotes n inooo Place In Storage Key Management System Manual 84 August 2009 Version 1 0 gt Torecorda key ring as broken e GoTo My Key Rings e Choose the key ring you wish to mark as broken by clicking in the checkbox Note that this will break all keys on the key ring If you wish to indicate only one key as broken see the next section to record one key on a key ring as broken e Click Broken This will remove all keys from the key ring They will be listed individually in Manage Keys and each will have a status of Broken There will be no keys associated with this key ring Cornell University SEARCH CORNELL m 4 Risk Management and Public Safety hal E ree nA Key Management TEST My Keys Manage Keys Place ln Storage lssue to Resp Party Lost Stolen gt My Key Rings asua fog Special Info yi TestKey Ring 1 TestGroupB 2 In Storage A B C No
64. information into the KMS The conversion process is further defined in Appendix C Importing Key Instance Information into the KMS Key Management System Manual 15 August 2009 Version 1 0 Authorization Matrix The following matrix is provided for general reference and summarizes the possible actions within the Key Management System and which roles are authorized to perform those actions AKCC KCC Service amp Emergency Lock Shop KCCs x x Mawewyng X X X C E takers X X X E Ddmeskeyng o X X X S Edit only notes on a key View special information XI XI X xXx l x x xXx View access locations X x XI xXx Geteskygoup X X Cd manae 0X 0 o e S Delete an AKCC X X Add a custom location X X Edit a custom location Edit a custom location View secured profiles fF 000 X y Create a key instance Duplicate a key instance oo XK o Edita keyinstance FX X o0 Insert special information fe XK o Update special information fo XK ol Create a key profile X Edit a Key profile fp Desroyakey o XJ X X X x gt x lt x x Key Management System Manual 16 August 2009 Version 1 0 Key Management System Accessing the Key Management System The Key Management System contains confidential information A lot of time and effort has been devoted to ensure that system data and your unit information are safe and secure Access into
65. ing access devices and from making changes to access without following the procedures set forth in this document Because all levels of master keys grand master master sub master etc open more than one space additional care must be taken in safeguarding them Where possible master keys should be kept in secured storage rather than carried by an individual Individuals should carry the lowest level key that meets their business needs Key Management System Manual 7 August 2009 Version 1 0 Key Management System The Key Management System KMS is intended to help users meet the requirements of Policy 8 4 Management of Keys and Other Access Control Systems for physical keys The KMS has been designed to meet the following general requirements e Capture key profiles e Establish an organizational structure for managing keys within your unit to include Key Control Coordinator s and Associate Key Control Coordinator s e Inventory physical keys including o organizing keys by Key Groups and Key Rings o assigning access locations to keys e Capture transactions associated with keys such as o Assigning keys to individuals o Putting keys in storage o Identifying a key as lost stolen or broken The KMS was designed specifically to meet Cornell s needs and is intended to be flexible to allow for differences in the ways keys are managed within various units A committed group of stakeholders was involved in the development of the KMS a
66. ions to key profiles cT 6 Create key rings E 7 Assign keys and key rings 3 Assign AKCCs 8 Sign keys and 4 Create key rings back in groups 9 Identify keys as 5 Create key lost stolen or instances broken Key Management System Manual 62 August 2009 Version 1 0 My Keys This screen displays a list of all the keys that you as the AKCC are responsible to manage These keys have been assigned to you by a KCC in key groups See To authorize an AKCC for one or more key groups on page 40 This screen allows you to view keys assign keys place keys in storage issue keys to a responsible party or identify as lost stolen or broken Cornell University SEARCH CORNELL go Risk Management and Public Safety Pages People more options Key Management TEST ci My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings First Freha Displaying rows 1 through 3 of 3 bleut Lest Y Display Filte 4252 2921 AGWY RES DOGS EHOB Change Test Key Ring 1 012 24 D In Storage A B C d 391082921 MAPLE 118 126 EHOB Master C 00 D Assigned Daneen Phillips 04 30 09 C 2921 EHOB 2206 Test Key Ring 1 CCC101 23 D In Storage A B C d E First Freha Displaying rows 1 through 3 of 3 hnt Lest Place In Storage Issue to Resp Party Lost Stolen gt To view keys within your unit Use this screen to view keys by facility e GoTo My Keys e To view a specific item in ascending descending
67. l 76 August 2009 Version 1 0 My Key Rings After a key ring has been created see the steps above you can assign the key ring to a key holder place in storage issue to a responsible party or mark as lost stolen or broken gt To view key rings e GoTo My Key Rings This provides a list all key rings that you as an AKCC are responsible to manage go Cornell University m Iw 7 Cy TIA E j Risk Management and Public Safety Pager People more options Programs Locations Roster Comments Help My Keys Manage Keys Place In Storage lssue to Resp Party Lost Stolen P Mv Key Rings suang Special Infa Wi Test Key Ring 1 Test GroupB 2 In Storage B C Mo j lace In Storage Assign Key Management System Manual 77 August 2009 Version 1 0 gt Toremove keys on key rings e GoTo My Key Rings e Click the Edit icon on the right next to the appropriate key Risk Manage ment and Public Safety Pages People more options go Cornell University m oW e D Programs Locations Roster Comments Help My Keys Manage Keys My Key Rings vi Test Key Ring 1 Test GroupB 2 In Storage Ar Bit Ma j Place In Storage Assign e Click the Remove from Key Ring icon next to the appropriate key you wish to remove My Keys Manage Keys Key Ring Description Test Key Ring 1 My Key Rings Key Group Test Group B My Key Profiles Manage Key G
68. ll as the actions that an AKCC can perform within the KMS can also be performed by a KCC Get Your Key Profiles Established in the KMS Prior to being able to use the KMS the key profiles for keying systems which are installed in facilities for which you occupy and or are responsible must be entered into the KMS by the appropriate Lock Shop A key profile is essentially the family tree of a key system See Figure 2 Key Profile or Family Tree on page 14 A profile indicates where in the family tree a specific key instance belongs A key instance is an individual physical key Contact the PDC Lock Shop at x5 7112 or the Campus Life Multi Trade Shop at 5 2074 to discuss getting your unit s key profiles entered into the KMS Key Management System Manual 19 August 2009 Version 1 0 My Key Profiles This screen displays a list of all the key profiles for keying systems which are installed in facilities for which you as the KCC represent the occupants and or are responsible for the stewardship These key profiles are established and assigned by the Lock Shop See Get Your Key Profiles Established in the KMS on page 19 gt To view all key profiles Use this screen to view keys by key system information such as the manufacturer keyway keyset or key stamp e GoTo My Key Profiles gt To filter the view e Click ki this will open drop down options which allow you to filter the view by any one or more
69. log will be used to capture the keyholder s signature when the keys are returned Key Management System Manual 92 August 2009 Version 1 0 Appendix A Forms The following is a list of the forms available to help you manage access control FIRST each unit and college must first authorize Key Control Coordinators KCC and Access Control Coordinators ACC We are currently renewing authorizations for those that manage keys and access control devices for each college and unit If you haven t completed this authorization since June 25 2009 you will need to complete a new authorization Authorization of Access Control Coordinators and Key Control Coordinators is required by Deans and VPs The authorization form should be completed printed signed and submitted to the Cornell University Police Crime Prevention Section in G 2 Barton Hall Designate to the Vice President or Dean This form may be used by the Dean or VP to designate an individual responsible to assign Access Control Coordinators and Key Control Coordinators After this form is signed by the Dean or VP and submitted to Cornell Police the designate would have the authority to sign the Authorization Form for ACCs and KCCs After authorization of KCCs and ACCs the following forms may be used to order keys track transactions and conduct annual reviews University Key Order Form This form is used to order keys from the University Lock Shop Specific instructions for completing
70. management of proper access control rests with unit heads who must each designate one access control coordinator ACC and or key control coordinator KCC for all functional work areas or delegate this responsibility to a specific entity within a unit In all cases ultimate responsibility for the access devices in a unit rests with the individual to whom the access device was issued Issuance of access devices should be systematic and need based Immediate supervisors in consultation with ACCs and or KCCs and in accordance with this policy must determine the need for access device issuance based upon job functions Issuance of access devices should be kept as infrequent as possible with consideration given to hours of work work space alternatives frequency urgency and sensitivity see the Considerations When Issuing an Access Device segment of this policy Immediate supervisors ACCs or KCCs must train device holders in the proper use of access devices and review this policy periodically with them Any individual requesting access to a space must complete a sign out procedure with an ACC or KCC or a designate when receiving an access device A responsible party see Definitions must sign out an access device for any person who is not a Cornell student faculty or staff member Individuals are prohibited from unauthorized possession or duplication of access devices to university facilities or vehicles from disabling or circumvent
71. mbers the last storage location of an assigned key which is returned to storage thus creating a storage location prior to issuance will save you a step when it is returned gt To place a new key instance in storage In the section Key Storage Information Key Storage Info Facility Select Facility wo Room Select Room lt Custom Location Select a Custom Location V Cabinet E Drawer Hook 1 e Choose the facility by facility code or use the drop down menu e Choose the room within the facility from the drop down options Or e Choose a Custom Location from drop down options Note custom locations must be established before using this option See e Manage Custom Storage Locations on page 59 for more information e Identify the cabinet or drawer and hook e Click Save Key Management System Manual 29 August 2009 Version 1 0 Note If you are going to store a broken key until you send it to the Lock Shop you will need to identify where the key is being stored If you use a special storage location for broken keys you could create a Custom Location in Manage Custom Storage Locations on page 59 gt To duplicate a key instance You can duplicate an existing key instance if you have multiple copies of the same key instance e GoTo Manage Keys e Click a to duplicate the key This will open the Key Instance Info window pre populated with the same information as the key you chose to d
72. n keys place keys in storage issue keys to a responsible party or identify as lost stolen or broken fet Cornell University SACH comen v G Risk Management and Public Safety Y LT Key Management TEST w Roster Locations Comments Help Programs My Keys Manage Keys Place In Storage Issue to Resp Pa My Key Rings Bust Petis Displaying rows 1 through 15 of 15 Hent bast My Key Profiles Manage Key Groups T pisolay F Manage AKCCs raah Facility Name R 1 KeyRang Keystamt KeySen Notes ipe Status Issuancd Due Date Actions Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC101 23 o In Storage AiBIC f m E Locations Fl 292130108 EHOB MAPLE 118 126 Master t 00 D Assigned Daneen Phillips 04 30 09 i B Manage Special Info 23214007 EHOB CAMP STR WHSE Grand Master KA 1 broken o Broken Marie Ellen Balander e mi E sentto Marie Lock Shop to destroy f go 29214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 4 i E 29214007 EHOB CAMP STR WHSE Grand Master KA 3 Assigned Margaret Elizabeth Matta f ao gt Toview keys within your unit Use this screen to view keys by facility e GoTo My Keys To view a specific item in ascending descending order Click the item and an arrow will appear rn t click again to reverse order u Key Management System Manual 43 August 2009 Version 1 0 gt Toview an activity log e GoTo My Keys e Click View Log icon Co
73. nd we hope you find that it can be successfully used to manage your key inventories at Cornell Within the year the KMS will have the ability to print reports to meet the annual review requirements of Policy 8 4 We will add documentation to this manual when that functionality is developed We are planning for Phase II of the KMS that will include electronic workflow to allow the requesting of duplicate keys and the associated approval process to happen all on line We do not currently have a release date for Phase Il Key Management System Manual 8 August 2009 Version 1 0 Definitions The following definitions are used with the Key Management System and are consistent with Policy 8 4 Management of Keys and Other Access Control Systems Access Device A mechanical or electronic device including but not limited to a key or an access card used to gain access to a university facility or vehicle Associate Key Control An individual responsible for issuing receiving and maintaining key Coordinator assignments key inventories transaction systems forms and records as delegated by the key control coordinator KCC Access Locations The facility and room s that a key can access This information is linked to the university facilities inventory Bitting Notches The unique cuts made to a physical key Change Key The lowest level of a key system A change key cannot have any child keys below it Children Keys that are below oth
74. o Manage Keys within the Key Management System esee 15 Figure 4 KCC Responsibilities within the KMS cccccsscccssecccsececesceeeescceceececeececeeeeeesecesenecetseeeneneeees 19 Figure 5 AKCC Responsibilities within the KMS ccccccsseccccssececeseceeesceeeesceeceneceeeeeseeceeseceeteneceneneeees 62 Key Management System Manual 6 August 2009 Version 1 0 Overview Access Control University Policy 8 4 Management of Keys and Other Access Control Systems requires that departments and units maintain control of all devices and systems that provide access to university facilities and vehicles This includes possession issuance of copies and storage of keys and other access devices In addition device holders are required to maintain control of access devices issued to them ensure their proper use report lost devices and return devices to their supervisors when no longer required Everyone acting on behalf of Cornell University must take responsibility for faculty staff and student safety as well as the security of university physical space and the assets contained therein An essential element of security is maintaining adequate control to ensure that university assets are accessed only by those authorized to do so This necessitates the tracking of university key systems and access devices as well as the locations they access and the individuals to whom they are issued Responsibility for the
75. o iicet cuan 44 Mesilu gdi Ad RTT TT 45 Toassigia Key to a KEV holder uites vd i oh e eni sd aereo A 45 TODE a KEVINS tOr IpO RNC TO OU SMS RERUM 46 To issue a key to a responsible party See Definitions eeeeeen 48 Torecord adost stolen Key ss esp preesse pA NOSE NA ss tei UR QUU DLL Leda 49 Tostecord adecoyered lost stolen Kev isse aces eb deba N Uv RD aU OE Oba sU OS 50 WOCCORG A o Eo EM K a PR OO T DUNT 51 Manage KOV t M 52 SENI 2 ERE NUS TT RUNS 52 To filter the VIEW vices ois pesos huis oe ee hp HH Rbn ID niea iu tessp i betae Us biesitpe bebat bati se anes 53 To view instances made by Emergency amp Service Personnel ccceseccessseceeeeceeeeeeeenees 54 TCT CALC d Ke VT DIE casei n leen d idt ure Locate NA 55 To add keusdo a Kev FIM esso ite er ILI D D EDDIE 56 To move a key to a different key grOUD iu oi ror rU ERE voe DER aS edF Ur he E cue vdduns 57 PUR I ara ois SPON RR ERE D DT ETT NL M 58 Manage Custom Storage LOCAtIONS cccsccssccssccsecesccsecscesecasecesseseceeeeseceseesecesecesstsecesesseceseeseseases 59 TOcreate a Custom Storage LOCAUON Sx ose a e i ee ee xERE E EE US TAa Te OR TER URN UP RRGR 59 Key Management System Manual 4 August 2009 Version 1 0 Manage Specialna ON eee cece eatin S m Pate iE tan ated I et eta 60 To create special information about a location eesssesssssssesrrrse
76. o1 23 Assigned Bob Wigden My Key Profiles R Key Assignment Info Manage Key Groups Select Select a Lock Shop User R Manage AKCCs Key Storage Info Manage Custom T Locations Est i Select Facility Pw Manage Special Room Information Select Room Custom Location Select a Custom Location faa ie Notes o iooo Cancel t Key Management System Manual 51 August 2009 Version 1 0 Manage Keys This page allows the user manage keys by key groups key stamp and sequence number key holder or storage location and due dates From the Manage Keys page you can e Assign keys Place keys in storage Create key rings Add keys to key rings ee Cornell University 5 TET Issue keys to a responsible party Identify keys as lost stolen or broken Risk Management and Public Safety Key Management TEST My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stolen My Key Rings 1 mer Pa Ee wt My Key Profiles View keys by location All Facilities Manage Key Groups Manage ARCS Fiest Puppets Displaying rows 1 through 20 of Z3 Henst Last Manage Custom Locations E 5 W OL 1 Create Key Aing Add To Key Ring Manage Special Info 5 Eom r r een moe L Test Group A C oo Assigned Daneen Phillips 4 30 09 Test Group E Cociloil 23 In Storage AiB oo Test Group B oiz zd In Storage who Ber T dp key Ring E s uA uA 1 In Storage Li amp Test Fj dp Key Ring Ko
77. ocation Manage Custom Locations Manage Special Info The current key has no parents with locations set Current key KA zu21 2206 Edit Info Delete Current Key KA 4007F 101 Create Info Delete The current key haz no children with locations set Key Management System Manual 23 August 2009 Version 1 0 gt Todelete access locations from key profiles e GoTo My Key Profiles e Click Locations icon LI at the far right side of the table This will take you to the locations screen Sect Cornell University as Risk Management and Public Safety Programs Locatons Roster Comments Help Hy Keys Manage keys Emu d Displaying rows 1 through 13 of 15 Sebo Le My Key Rings V Display Fiter Form f hy Key Profiles MET Kw Keyse Kev stam KOC SM M SM cng Instances Debio eee eee Sargent AD EA Ks dp338 KA 12 dw q Manage AKCCs Sargent AD EAL E851 dps3s E E51 1 gt O Sargent AD KA KA2 dp338 KA KAZ 2 IJ Manage Custom ptum Sargent AD KA A KA AA dp338 KA KA A z e j Manage Special Into Sargent AD KAA1 KAA1A dp338 KA KAA KAAL 3 ao Sargent AD EA Z dpsa3s E E A es E oO db O Sargent AD KAAS dp338 KA KAA KAZ n0 a j Sargent AD E th A g dp338 EA E Fh th E Ph d ge Sargent AD KAAS dpsoses E Eas KAAS LE H Sargent 40 E88 5 dps3s E Ea s E 5 oO C ab O Sargent AD KAB dpsse KA KAB db 0O e Refer to Current Key in the Key Information area at the top of the screen e Click
78. olen My Key Rings 58 fice Special lala wi TestKey Ring 1 TestGroupB 2 In Storage A B C No e Note a brief description of the circumstances regarding the lost stolen key ring e Click Lost Stolen v Ifa replacement key is needed the request must be made to the KCC at the time of the report of the lost stolen key The KCC will request the new key by completing the University Key Order Form hy Keys Manage Keys valid Test GroupB cCCCl101 CCCIDI z3 In Storage Oo A Bre My Key Rings valid Test Group B O12 012 24 In Storage D AiB C a gt Hotes a iaonn Lost Stolen Key Management System Manual 83 August 2009 Version 1 0 gt Torecorda recovered lost stolen key ring Notify CUP that the key has been recovered e GoTo My Key Rings e Choose key ring that has been recovered by clicking in the checkbox e Click Place in Storage Note the key must be placed in storage prior to re assigning to a key holder or responsible party Cornell University Risk Management and Public Safety SEARCH CORNELL ge Pages People more options Key Management TESI iy My Keys Manage Keys My Key Rings saa noa Special Infa In Storage AIBC Mo e Choose the Facility by facility code or use the drop down menu The last known storage location will automatically be entered You may edit the location or if it is appropriate click Place In Storage e Choose the room within the fac
79. on page 59 e Identify cabinet or drawer and hook e Note any pertinent notes e Click Place in Storage eee Cornell University Gs Risk Management and Public Safety Ses g j Kev Manazement TEST My Keys Manage Keys walid Test Group B cicci101 mcc1ioil 23 In Storage KLA AiB C Hy Key Rings walid Test Group B O12 0i zd In Storage AiB Key Storage Info Facility 2921 FEAST HILL OFFICE BUILDING 2221 dM gt Room 220H 220H uta Custom Location Select a Custom Location 4 Cabinet A Drawer E Hook C Hotes rinna Place In Storage Now that the key has been removed from the ring you will need to mark the key as broken See To record a broken key on page 71 Key Management System Manual 88 August 2009 Version 1 0 Reports Currently reports are available for individual key transactions These will allow you to print a summary of all of the keys that have been issued to an individual by you as the AKCC In the near future additional reports will be available to facilitate the annual review of key inventories gt Tocreate an individual transaction log e GoTo Reports e Choose Individual My Keys mae TT Individual Report Manage Keys Group Report My Key Rings M Reports e Enter the netid of the person you would like a transaction log for e Click View Report My Keys Manage Keys Enter a NetID View Report My Key Rings Reports Key
80. ons with the key such as assign the key or put it in storage you will again see the icon indicating this location has special information associated with it D To review the special information click on the icon Key Management System Manual 60 August 2009 Version 1 0 Reports Currently reports are available for individual key transactions These will allow you to print a summary of all of the keys that have been issued to an individual by you as the KCC or those issued by your AKCCs In the near future additional reports will be available to facilitate the annual review of key inventories For additional details on reports see Reports on page 89 in the AKCC Procedures Section As a KCC you follow the same procedures as an AKCC in creating and printing reports Key Management System Manual 61 August 2009 Version 1 0 Associate Key Control Coordinator AKCC Procedures As AKCC you are responsible to e Receive and act on requests for keys and changes to access e Store protect and distribute keys properly e Maintain a key record system e Issue temporary keys e Uniquely identify and mark keys e Conduct a review of keys and associated locations as requested by the KCC Note Any of the responsibilities listed above as well as the actions that an AKCC can perform within the KMS can also be performed by a KCC Figure 5 AKCC Responsibilities within the KMS Q 1 Create key O 2 Assign access O profiles v locat
81. ons within the KMS 10 What if need additional help or have questions about the KMS First contact your KCC for help with the KMS If your KCC is unable to address the question send a request to kmsusers cornell edu Key Management System Manual 96 August 2009 Version 1 0 Appendix C Importing Key Instance Information into the KMS As of the publishing of Version 1 0 of this manual the key conversion process in just being finalized and is expected to be complete in August 2009 As soon as the final forms and process are available this manual will be updated and posted on the following website www rmps cornell edu keysinfo kmsinfo Key Management System Manual 97 August 2009 Version 1 0
82. oval from the Cornell University Police with the exception of secured keys Service KCCs include Facilities Services Customer Service and Building Care Service Personnel Individuals assigned access control devices that allow service access to a broad number of campus facilities for the purpose of providing maintenance repair and building care services Key Management System Manual 10 August 2009 Version 1 0 Special Information Specific requirements associated with an access location For example a room containing highly hazardous materials may require that a specific person approve any keys issued for that room Sub Master Key see master key Temporary Access An access device assigned for a limited time Device A college department program research center business service center office or other operating unit Roles and Responsibilities The following roles and responsibilities are as defined in Policy 8 4 Management of Keys and Other Access Control Systems Access Control Request authorization from the Crime Prevention Unit of the Cornell Coordinator ACC or University Police Department CUPD for duplication of keys Key Control Store protect and distribute access devices systems properly Coordinator KCC Ensure emergency response and service personnel have proper access to facilities and spaces Periodically initiate reevaluation of the need for access devices and retrieve them or t
83. owing screen will open From this screen you can edit the following information Key Sequence Key Stamp Key Group Key Ring and or add any notes Edit the appropriate information e Click Save Show Key Profile Key Instance Info View Log Poe cunt Key Sequence 23 Kew set Kew Stamp Cic 04 Key Group Test Group B Kew Ring Select a Key Ring ES _ ie Key Management System Manual Hotes ofio000 Save Cancel j 32 August 2009 Version 1 0 Create Your Key Management Organizational Structure Each KCC can have multiple Associate Key Control Coordinators AKCCs that manage groups of keys for the KCC AKCCs may be organized by department or facility or any combination that makes sense for the unit As you think about the most appropriate structure for your organization please bear in mind Each AKCC may manage more than one key group and each key group can be managed by multiple AKCC however each key can be assigned to one and only one key group AKCC 1 AKCC 2 AKCC 3 Key Group Key Groups Key Group Facility A Facility B Department A in Facility D Facility C Key Management System Manual 33 August 2009 Version 1 0 Manage AKCCs gt To add Associate Key Control Coordinators for your college unit See definition for AKCC role e GoTo Manage AKCCs e If the AKCC has already been entered in the KMS choose the AKCC from Select from Dropdown e Click Ad
84. playing rows 1 through 3 of 3 bleut best VY 1 4252 2921 AGWY RES DOGS EHOB Change TestKeyRing 1 012 24 D In Storage A B C e E 3010B 2921 MAPLE 118 126 EHOB Master C 00 D Assigned Daneen Phillips 04 30 09 i EHOB 2206 Test Key Ring 1 CCC101 23 D In Storage A B C First Fade Displaying rows 1 through 3 of 3 Bhan Lest Place In Storage Issue to Resp Party Lost Stolen e Choose Facility enter the facility code or choose from the drop down options e Choose the room within the facility Or e Choose a Custom Location from drop down option e Identify cabinet or drawer and hook e Note as needed provide any information regarding the storage of this key e Click Place In Storage My Keys Manage Keys valid Test Group C c oo Assigned Daneen Phillips My Key Rings Key Storage Info Facility zoz Select Facility een a G Room Select Room ibm Custom Location Select a Custom Location V ilem Cabinet p Drawer Hook R Notes 0 1000 Place In Storage Key Management System Manual 70 August 2009 Version 1 0 gt To record a broken key The broken key or pieces must be sent back to lock shop to be destroyed e GoTo My Keys e Choose the key that has been broken by clicking in the checkbox e Click Broken Cornell University SEARCH CORNELL go Risk Management and Public Safety Pages LOO options Programs Locations Roster Comments Help ei My Keys Manage Keys My Key Rings
85. ps Y Manage AKCCs j Manage Custom 2921 EHOB 2206 TestKeyRing 1 CCC101 23 D In Storage A BIC PC Locations 292130108 EHOB MAPLE 118 126 Master Cc 00 D Assigned Daneen Phillips 04 30 09 f it E Manage Special Info Lance 23214007 EHOB CAMP STR WHSE Grand Master KA 1 D Broken Marie Ellen Balander a t E 29214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 f t Ey 29214007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta P rt ff e Notes briefly describe circumstances of the loss of keys e Click Lost Stolen If a replacement key is needed the request must be made to the KCC at the time of the report of the lost stolen key The KCC will request a new key using the University Key Order Form V alid Key Group Keystamp Keyset KeySeq Status uae Issuance valid Test Group B eccio01 eccio01 23 Assigned Bob Wigden Hotes ofio000 LostiStalen Key Management System Manual 49 August 2009 Version 1 0 gt Torecorda recovered lost stolen key The KCC must notify CUP that the key has been recovered e Go To My Keys e Choose the key you have recovered by clicking in the checkbox v note the key must be placed in storage prior to re assigning to a key holder e Click Place in Storage cy Cornell University SEARCH CORNELL go 5 Risk Management and Public Safety Pages People more options Key Management TEST gt My Keys i Manage K
86. r Tact Wein equals startswith cantainz endswith liste Eme equals startswith contains endswith Affiliation Yerify A User Metid l e Click Select on the right of the person s name This will add the person to the list of authorized AKCCs for your college unit amp ISCA Find User Action Mozilla Firefox amp https cft rmps coldfusion cornaell edu comronw idgets findllser TeSC AF indUserAction cfrm User Search Search Results 1 1 of 1 records Bob Wigden bwi VP Rskmngmt and PubSatt staff select Key Management System Manual 35 August 2009 Version 1 0 gt Toremove an AKCC as authorized for your college unit e GoTo Manage AKCCs My Keys Select AKCC to Add Manage Keys Select from Dropdown Bob Wigden wi My Key Rings Enter Metid Find User My Key Profiles Manage Key Groups Add New AKCE D Manage AKCCs Manage Custom Malik SEC ETE eran Daneen Phillips Daneen Phillips Active Manage Special Info Margaret Elizabeth Matta Daneen Phillips Active Delete Mark G Fowler Daneen Phillips Active Delete e Click Delete to the right of the person to be removed e Click OK Note that deleting an AKCC will remove that person from your key groups If necessary remember to assign a new AKCC s to those key groups My Keys Select AKCC to Add Manage Keys Select from Dropdown Select an AKC to add WE My Key Rings Enter Metid Find User L Manag
87. rererrnssrnrsrersrrreserreererererseeee 60 FO OIG d v TREE PEE TON 61 Associate Key Control Coordinator AKCC Procedures 62 IVI IK OVS cases LT 63 gt TO VIEW keys WIthID YOUN UMI eccirni Ce eb Ce er oot E den ue De Oud tnademevueaadeenss 63 TOSVIG Wald CUIVIN eR RT N N 64 TO PIPER TNE UI ULT TP 65 Io assienm d Key to d Kev Nolder s ose dues obe qu oops de rese cde estan De apa usd imd Fo oos Ra NONI CREE GE 66 TO Place d Key In StOF GB us vo o oae ee eia eet PNE dud Et ost o met a ap qua ce tupu tae QBUS a pae in 67 To issue a key to a responsible party see definition eesen 68 To record adost tolem Keys uote conte nucis I utut aede e uet ewe aaa c tores 69 To record a recovered lost stolen Keys e eet ei eee oce E epe eoe EE eeu EE 70 WOME COLA Doken KEY enasna toes iehney niu ti svc ccena a 71 Miramar ccc 72 To view keys within your unit c ceecccesecccceseccescecesceceneceeeesceceeeceseneceseneesseeucesseecensueeenens 72 TO AGW EIE Ie Tn Ao RET ERES 73 To GEST TIVE VIEW iecore Cue ate Ua d Pep E tu d vsu cobi Lacu 74 TOC ae KE ASISTE TT TUER 75 To ddd Kevstord Key TINE du ee debat onte aov iem E is dE i iSussdu as teen Sed 76 MV REV RITIBS arrsa n n Olpe pte ERN OEC INTER anes pete uses UD iUe Poe CIC 77 gt TO VIEW KEV GIN GS esnan
88. rnell University Risk Management and Public Safety Programs Locations Roster Comments MM My Keys Manage Keys My Key Rings First Fee Displaying rows 1 through 15 of 15 beat best My Key Profiles Manage Key Groups Y Display Filter F 1 Manage AKCCs Facility Name Room KeyRing Keystamp KeySen Notes specu Status Issua nce Dus Date Actions Manage Custom 2921 EHOB 2206 Test Key Ring 1 CCC101 23 Q In Storage AiBIC e Locations i 292130108 EHOB MAPLE 118 126 Master C 00 Assigned Daneen Phillips 04 39 09 ft Manage Special Info 23214007 EHOB CAMP STR WHSE Grand Master KA 1 broken D Broken Marie Ellen Balander eur sent to Marie Lock Shop to destroy f 29214007 EHOB CAMP STR WHSE Grand Master KA 2 D Issued to Resp Party Paula Hope Grantier 06 30 09 O o 2921 4007 EHOB CAMP STR WHSE Grand Master KA 3 D Assigned Margaret Elizabeth Matta l4 at E This provides the complete transaction history for a specific key see page display below Cornell Un iversity SEARCH CORNELL go Risk Management and Public Safety Pages People more options Programs Locations Roster Comments Help Date NetID Log Entry 04 17 2009 02 55 PM dp338 Key Instance status is now Assigned Data updated FROM RECIPIENT_NETID dp338 DUE_DATE STORAGE_CABINET STORAGE_DRAWER STORAGE FACIL CDz STORAGE_HOOK STORAGE_ROOMS STORAGE CLISTOM LOCATION IDz NOTES TO RECIPIENT NETID dp338 DUE DATE 04 30 2009
89. roduction in January 2009 It is currently being used by both Lock Shops PDC and Campus Life Facilities Customer Service Building Care and the units that were involved in the development of the system including the College of Veterinary Medicine and the College of Human Ecology Who was on the committee to develop the KMS The development committee for the KMS included a large number of stakeholders including representatives of both Lock Shops PDC and Campus Life the Cornell University Police Facilities Customer Service Building Care Campus Life administration the College of Human Ecology and the College of Veterinary Medicine CIT Information Services provided the business analysis programming and database support The stakeholders involved in the development of the system have a strong knowledge about keys and key systems Their organizations are varied in the way they manage KCCs and AKCCs The systems also range in size The College of Veterinary Medicine has more than 10 000 key instances that are being managed within the KMS How will you help me get started with the KMS Please review the slide presentation on line at www rmps cornell edu keysinfo for a brief overview of the KMS and how it works A key inventory conversion process is available to help you transition your existing data into the KMS See Appendix C Importing Key Instance Information into the KMS for more information We will provide regular training
90. roups Manage AKCCs Key Same C 012 24 Show Special Rooms ff X Locations CCC101 23 Show Special Rooms f X Manage Special Info Key Management System Manual 78 August 2009 Version 1 0 e Click OK This will prompt you to confirm the key storage location My Keys Manage Keys Key Ring Description RMPS Test Key Ring My Key Rings Key Group EPR Keys My Key Profiles Manage Key Groups The page at https cft rmps coldfusion cornell edu says Are you sure you want to remove this key from the ring After you click OK you will have to tell what the storage location of the key is Cancel e Edit information if needed e Click Place in Storage Programs Locations Roster Comments Help My Keys Manage Keys valid Test Group B 012 012 24 In Storage A B c My Key Rings My Key Profiles Key Storage Info Manage Key Groups Facility 2921 FEAST HILL OFFICE BUILDING 2921 Iv Manage AKCCs ATE 7 Room 220H Manage Custom 220H v Locations Custom Location Select a Custom Location v Manage Special Info Cabinet A Drawer B Hook C E Notes 1 1000 Place In Storage Key Management System Manual 79 August 2009 Version 1 0 gt Toassigna key ring e GoTo My Key Rings e Choose the Key Ring that you wish to assign by clicking in the checkbox e Click Assign Cornell University SEARCH CORNELL go Risk Management and Public Safety LIBI
91. s dp Key Ring Test dp338 Edit lt q Manage Special Information dp test group dp338 Edit Test Group A dp338 Edit Test Group B dp338 Edit Test Group dp338 Edit The following screen will open e From the list of Available AKCCs highlight the name of the AKCC you wish to add to the group and click the right arrow to move name to Currently Assigned e Click Update sel Cornell University Gs ae 47 Risk Management and Public Safety Key Management TEST My Keys Manage Keys Key Group dp Kev Ring Test My Key Rings My Key Profiles Manage Key Groups Bob Wigd D Philli Manage AKCES ee E Manage Custom I t Locations Manage Special Info Key Management System Manual 40 August 2009 Version 1 0 gt Toremove authorization for an AKCC for one or more key groups e GoTo Manage Key Groups e Click Edit next to the Key Group you wish to modify Cornell University Risk Management and Public Safety Key Management TEST uie Programs Locations Roster Comments My Keys Create 4 Group Manage Keys My K Ri y Key Rings Enter a Group Mame My Key Profiles Help Manage Key Groups Save Manage AKCS Your Existing Keygroaups Manage Custom Key Group Name Locatons dp Key Ring Test Manage Special Info dp test group Test Group 4 Test Group B Test Group The following screen will open dp338 dp338 dp338 dp338 dp338 Edit q Edit Edit Edit
92. special access restrictions e g those with highly hazardous materials or highly valuable assets must be inventoried in the Key Management System KMS Authorization to this system is role specific and must be authorized by the Cornell Police and or the Key Management System Program Administrator Key Management System Manual 9 August 2009 Version 1 0 Key Profile This is a conceptual entity that represents the common properties that duplicate keys share For example you can have many identically duplicate keys but they would all map back to a single key profile Access Locations are assigned at the Key Profile level because duplicate keys would all open the Same access locations A Key Profile is uniquely identified by the combination of manufacturer keyway and bitting and can be referred to by its Key Set Key Tag The identification device with a unique number usually attached to a key ring Key tags for staff students or faculty are available from the Cornell University Police in G 2 Barton Hall Device Holder An individual in possession of any physical electronic or other access device may be a university employee student volunteer alumnus outside vendor or authorized visitor For purposes of this manual the term key holder will be used because this manual is in reference to physical keys Key Holder Per Policy 8 4 this is a device holder that is in possession of a physical key Key Ring A set of keys physically boun
93. th confidential information hazardous materials or hazardous conditions This is a place to identify who the approver is and what special instructions need to be followed For example certain paperwork that needs to be completed training that needs to be completed etc before providing access to the location gt Tocreate special information about a location e GoTo Manage Special Information e Choose Facility and room from the drop down options SD San CI Cornell University E Risk Management and Public Safety Key Management TEST My Keys Select a Facility Code da Room to manage special information Manage Keys Facility My Key Rings Select Facility v My Key Profiles Room Select Room w lt Manage Key Groups Manage AKCCs Manage Custom Locations amp D WHITE HOUSE 101 Daneen Phillips test special X information gt Manage Special Info e Push the Tab button on your keyboard this will open a field to add a user Net ID and any special instructions e Click Create New My Keys Manage Keys Facility 2006 A D WHITE HOUSE 2006 M My Key Rings Room 100CA My Key Profiles 100CA v Manage Key Groups Manage AKCCs p Approver s NetID Find User Special Instructions Manage Custom Locations Manage Special Info 0 250 When a space has been identified with special information on the My Keys screen this will be indicated with the following icon When you take any acti
94. the system is highly regulated by the Crime Prevention Section of the Cornell Police Department and the Key Management System Administrator Each college major unit is responsible for the creation and maintenance of key inventories for their individual department unit s Obtain Authorization as a KCC Prior to using the KMS a KCC must be authorized by their Dean or Vice President Authorization forms are available at http rmps cornell edu keysinfo The authorization form must be sent to the Cornell Police Crime Prevention Section G 2 Barton Hall Upon receipt of the authorization the KMS Administrator will provide access privileges to the KCC within the KMS To Access the KMS NOTE We recommend using Mozilla Firefox It loads the pages much more quickly than Internet Explorer and displays the system information in a more easily read format Use the following URL http rmps cornell edu keys Immediately after using this link you will see the first line of security The CUWebLogin screen You will be required to type in your netlD and password CORNELL UNIVERSITY Cornell University Login About CUWebLogin Kerberos for Web rr Please enter your Cornell NetfD and Password The Web site you are visiting requires you ta authenticate NetID with your NetID and Password VERIFIED BY Password Geolrust Comell Univers Cancel OF CLICK 23 03 07 17 05 UTC Come University Authentication Notice This is an official
95. ty Risk Management and Public Safety Key Manazement TEST My Keys gt i anage Keys Place In Storage lzsue ta Resp Party Lost Stolen My Key Rings View keys by location All Facilities a Em a Displaying rows 1 through 3 of 3 Bhet dm uw Display Filler Farm Create Key Aing Add To Keg Aing Key G uo Keystamp Sta Issuance ivi Test Group JA c oo Assigned Daneen Phillips 4 30 09 T Test Group B Tecan 23 In Storage AB Z ce T Test Group B o12 24 In Storage Ar Bro eG T Fem Thesa Displaying rows 1 through 3 of 3 Pic Lase Place In Storage letue to Resp Party Lost Stolen Key Management System Manual 72 August 2009 Version 1 0 gt To view an activity log e GoTo My Keys s e Click the View Log icon ee Cornell University Cs Risk Management and Public Safety Key Management TEST Programs Locations Roster Comments Help Hy Keys Manage Keys Issue to Resp Pare LosteStolen Hy Key Rings View keys bu location All Facilities Bese a Displaying rows 1 through 3 of 3 hent dem or Filter F Key soup Kay Starr p Key Seq Status asua nee Due Date ivi Test Group A C oo Assigned Daneen Phillips 4 30 09 TT Test Group B Tae E 23 In Storage Aer Boro xe Ef Test Group B nic 24 In Storage AB C xe Ef E Fest Fesa Displaying rows 1 through 3 of 3 Tcu ast Place In Storage Issue to Resp Farw Lost Stolen This provides the complete transaction history for
96. umbers keyways etc in the Key Management System KMS Reproduce Campus Life keys as requested and appropriate via the Campus Life work order system and in accordance with this policy Change locks with Campus Life as requested by individual units Provide estimates for Campus Life new installations upgrades or conversions Maintain a list of authorized ACCs and KCCs and their backup s AACCs and AKCCs Conduct periodic inspections of the records and facilities for key and access card control Forward approved and authorized key requests to the University Lock Shop and the Campus Life Multi Trade Shop Ensure that the college or unit meets the minimum standards set forth in this policy Authorize ACCs and KCCs for the college or unit using the Access Card and Key Control Authorization Form see Related Documents 12 August 2009 Version 1 0 Key Parts The following diagram represents typical parts of a standard key issued by the university lock shops See the Definitions above for additional information Figure 1 Key Parts Keyway Ke Code Sequence Keyset Bitting Notches Keyway Grooves August 2009 Key Management System Manual 13 Version 1 0 Key Family Tree or Profile The following is a depiction of a key family tree A typical tree goes from Grand Master to Master to Submaster to Change key Note in the tree below the variations that are possible to a tree Examples include e
97. uplicate Cornell University Risk Management and Public Safety Kev Management TEST i My Keys Manage Keys Place In Storage Issue to Resp Party Lost Stoler My Key Rings a ES Ira Su mm My Key Profiles Wiew keys by location All Facilities Manage Fey Groups Manage ALL Fem Pipes Displaying rows 1 through 20 of 23 Hest Last Manage Custom Locations 3 WU Display r em Create hey Ring Add To Key Ring hanage Special Info B 4 unf K nma nr Key Seg Sta tus Deua Due Cea be p Test Group A C oo Assigned Daneen Phillips 4 30 09 iP cof Test Group E Z101 23 In Storage ai Boo C F co EJ Test Group E Oiz zd In Storage eh Bor ri EJ dp Key Ring VE Ps Pn Ps i In Storage Pi A i ce Test LT F dp Key Ring Eta th oh zZ Assigned Daneen Phillips i ri Test ET F dp Key Ring Kite o5 i Assigned Daneen Phillips wp ci Test ET Version 1 0 e Update the Key Sequence to reflect the new key If you have more than one key with the same Key Sequence the system will provide you with a warning that the key is a duplicate Note Per Policy 8 4 keys must be uniquely marked to facilitate the tracking of individual key instances Because duplicate keys currently exist on campus the KMS allows this functionality It is strongly suggested that if possible you update sequence numbers as you enter keys into the KMS and stamp the keys with the new sequence numbers Key Instance Info Key Cut B Key Sequence bo This is a duplicate Key

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