Due to a significant and sustained increase in demand for key and lock services and the corresponding administrative burden this places on the Estates Department Business Support team, the process for accessing key and lock services has been amended. The Estates Department will continue to manage the procurement of building lock and key services for all University buildings and individual schools and department will now be responsible for the procurement of their own furniture key and lock services.
Building Keys and Locks
To ensure appropriate control measures for building locks and keys and to support effective building security throughout the University, all requests for building lock and key services will continue to be processed via the Estates Department. All requests for building key and lock services are to be submitted via the Planon Application, selecting the ‘Replacement Keys’ or ‘Change Locks’ option as appropriate. Whilst replacement of defective keys and/or lock will be funded by the Estates Department, the cost of replacing lost keys and any request for additional keys will fall to the respective School or Department. A PO number will be required with all requests for replacement of lost keys and for additional keys. The processes for requesting building key and lock services are as follows:
Replacement of Defective Building Locks and Keys
· Submit a request via Planon, selecting the Change Locks or Replacement Keys option as appropriate: Security Request
· Select the relevant property from the drop down list in the Property box.
· Select the relevant property from the drop down list in the Space box, and select search.
· Select the appropriate space from the drop down list.
· Enter details of the request in the comment box. Detail should include precisely what service is required and the reason the service is necessary.
· Select submit
· Defective keys must be returned to the Security Operation room in Minerva before a replacement key will be issued.
Replacement of Lost Building Keys and Requests for Additional Building Keys
· Submit a request via Planon, selecting the Replacement Keys option as above.
· Select the relevant property from the drop down list in the Property box.
· Select the relevant property from the drop down list in the Space box, and select search.
· Select the appropriate space from the drop down list.
· Enter details of the request in the comment box. Details should include precisely what service is required and the reason the service is necessary. A PO number must be included in the comment box for all requests for additional keys, including replacement of lost keys.
· Select submit
Furniture Keys and Locks
There are no overriding security considerations which necessitate the Estates Department manage the procurement of furniture keys and locks.
Individual Schools and Departments are responsible for producing and implementing local security policies and procedures which should include measures to ensure information and equipment are appropriately secured at all times. Where locks to furniture used to store information and/or equipment become unserviceable, it is for the individual school or department to decide whether replacement of the lock is necessary and if so whether replacement of the lock or procurement of new furniture is the most cost effective option.
Lincoln Security are the preferred supplier of key and lock services to the University and schools/departments should procure keys and locks for furniture through Lincoln Security direct. Lincoln Security may be contacted via email at info@lincolnsecurity.co.uk or via telephone on 01522 532 038. Details of the services available from Lincoln Security may be found on their website, lincolnsecurity.co.uk.