Keeping an office secure isn’t just about installing a strong lock and forgetting about it. Security works best when it’s checked and updated regularly. That’s why a yearly audit of all your locks and keys helps prevent unnoticed risks. A simple routine once a year can show what’s working, what’s not, and what needs fixing before something goes wrong. It helps us avoid surprises like unaccounted keys or faulty lock mechanisms that stop working in emergencies.
Take Inventory of All Existing Locks
Start by walking through the full office space and listing every door, cabinet, drawer, and access point with a physical lock. This includes front doors, back exits, storage rooms, private offices, and filing cabinets. We often overlook internal doors, but they matter just as much. Check the type of each lock and where it’s located.
Next, record the condition of each one. Look for signs of rust, misalignment, loose handles, or worn keys. Anything that sticks or jams deserves attention. During this step, we sometimes realize there are locks we forgot about or that aren’t being used anymore. Removing or repurposing them helps keep the system lean and clear.
Match Keys to Authorized Users
Once locks are listed, match each one to who holds its key. For example, the front door might be shared by all managers, while a supply closet key is only held by two people. In some offices, it’s easy to lose track of extra copies made over time. If any keys are unaccounted for, that’s a red flag.
Reissue keys if needed, but only after updating records. Each employee with a key should sign off that they have it. That way, we avoid problems when someone leaves the company. You can also consider using numbered tags to help match keys to locks during the audit. It’s simple, but it works.
To learn how to get support for this kind of office-wide task, look into commercial locksmith services in Calgary for help structuring a master key system.
Test All Locks for Function and Wear
Physical condition matters, but locks should also be tested. Turn every key in every lock. If one doesn’t turn smoothly or takes effort, it could fail at the worst time. Many issues only appear during daily use. Worn-out cylinders, sticky deadbolts, or loose tumblers all become obvious during testing.
It’s also important to test doors under normal conditions. If a door doesn’t latch when pulled closed or pops open with slight pressure, the lock can’t protect anything. Repairs might be as simple as adjusting strike plates or tightening screws. However, sometimes it means replacing a faulty lock altogether.
Electronic locks should also be checked during this process. Confirm battery levels, test codes or cards, and review any error messages. In shared offices, we often find devices left in low-power mode without anyone realizing it.
Update Access After Staff Changes
Every office has turnover. When people leave or move to new roles, keys should be collected or deactivated. This step often gets skipped during busy periods. A yearly audit gives us a chance to fix those gaps. Review who no longer works at the office or who changed departments.
If someone left and wasn’t asked for their key, that creates an unknown risk. Instead of hoping it’s lost, rekeying that lock is a safer option. If several changes happened, consider if the entire key system should be updated. In some cases, moving to a restricted keyway system prevents unauthorized duplication.
If you’re unsure where to begin, it’s smart to work with a provider that offers commercial locksmith near me support, especially for multi-tenant buildings.
Evaluate Security Weak Points
Not all locks provide equal protection. During your audit, look for areas that seem underprotected. For instance, a side door with a simple knob lock could be vulnerable if no deadbolt backs it up. Similarly, supply closets with sensitive documents should never rely on basic push-button locks.
We also need to think about visibility. Doors in dark corners or near alleyways draw more attention from people looking for easy entry points. Strengthening those locations with stronger hardware or better lighting helps stop problems before they start.
Take a few minutes to ask staff about any spots they feel uneasy locking up. Often, daily users notice issues management doesn’t. Their input helps us close weak spots we didn’t even consider.
Organize and Store Spare Keys Securely
Spare keys should always be controlled, not just tossed into a drawer. Create a central key log where every extra key is labeled, tracked, and stored. If multiple spares exist for the same lock, list each one clearly. Keeping spares in a locked cabinet or coded key box helps prevent misuse.
Labeling keys properly avoids confusion. Each one should include the lock location and a number that matches your master list. That way, if a key goes missing, we know exactly what it opens and can act fast.
To avoid needing spares too often, always check that original keyholders don’t take them home or share copies. Most issues come from unclear responsibilities, not bad intent. Strong records reduce the chance of these mistakes.
Schedule Professional Lock Maintenance
Even good locks need maintenance over time. Lubricating cylinders, cleaning keyways, and aligning door frames all help extend their life. Once a year, it makes sense to call in support from specialists who can spot small issues before they become big failures.
Locksmiths may also check compliance with fire codes and safety exits. We don’t always think about this, but exit doors must work without any delay. A quick inspection from someone trained in commercial locksmith services in Calgary can catch what routine staff walkthroughs miss.
They can also advise on upgrades like keyless entry, smart locks, or restricted key systems if your business is growing. Knowing what’s possible helps plan ahead instead of reacting in a panic when a lock breaks or a key disappears.
Check for Unused or Forgotten Locks
In older buildings, it’s common to find locks no one uses anymore. These might be on utility closets, file drawers, or cabinets that were repurposed long ago. Leaving them in place creates unnecessary confusion. If someone finds an old key, they might try to use it without knowing what it opens.
Part of your audit should include identifying locks that no longer serve a purpose. If they’re no longer needed, remove them or clearly mark them as inactive. This helps prevent security risks and keeps the system clean. A lean setup is easier to manage year after year.
Some businesses keep old locks in case they’re needed again. In that case, store them in a labeled container with notes. That way, you don’t waste time guessing their purpose later.
Create a Clear Lock and Key Policy
After your audit, write a short policy that outlines how your team handles keys. This includes who gets a key, how to request one, and what to do if it’s lost. Make sure everyone knows where to return their key when they leave the company.
A simple policy avoids future confusion. Even small teams benefit from a few clear rules. Share the policy during onboarding and include it in your employee handbook or safety binder. This step ensures everyone handles keys the same way, no matter their role.
If your company is ready to set up a full procedure or needs expert guidance, you can contact JL Security for help creating a smart and safe office key system.
FAQs
How often should we rekey our office locks?
We suggest rekeying anytime a key is lost, or when employees with access leave the company. A full rekey every 2–3 years is also smart.
What’s the safest way to store spare keys?
Keep them in a locked cabinet with clear labeling and a log. Avoid letting staff store spares at home or in desk drawers.
Do digital locks require yearly audits too?
Yes, test codes, cards, and battery power at least once a year. Check user lists and remove access for old employees.
Can we audit locks ourselves or should we hire someone?
You can do basic checks, but a professional audit catches deeper issues. It also helps ensure code compliance and safety.
What should we do if we don’t know how many keys exist?
Start fresh. Rekey the locks and issue new keys under a tracked system. That way, you gain control and prevent future risks.