Apartment Keys- Physical Key System

Purpose: For the protection of all residents and to negate any liability for Affinity Property Management. This policy to designed to ensure that if there is a break in resident keys cannot be matched to units.  Key management is important to the safety and security of the property and must be strictly adhered to. 

Related Forms: Key Code Translation Sheet - A
                            Key Log Sheet - A

Instructions:

• Apartment locks must not be master keyed.
• All apartment keys must be kept in a key box that is locked at all times.
• Apartment key tags must be coded in a manner not reflecting the building or unit number and listed on the Key Code Sheet. It must be maintained in perfect order.
• The de-coding system for the key tags must be kept separate from the key box and in a secure area.
• All apartment door locks must be changed between move-outs and moveins.
• It is the responsibility of the onsite staff to ensure the apartment door/doors are secure and unit is left in same condition as when they entered the apartment homes (i.e. lights on, doors/closed).
• Locks may be changed immediately if a resident requests a lock change due to domestic violence and the perpetrator does not live in the same unit as the victim. The tenant shall be charged for the lock change. If the victim and perpetrator reside in the unit together, contact your supervisor immediately.
• Authorized Personnel to Issue Keys
• Keys may only be issued by the community office staff and the emergency on-call maintenance person when he/she picks up the emergency pager.
• Before any keys are issued to residents, staff members must verify they are on the lease and may require a picture I.D. for identification. If the resident is a minor, obtain approval from the parent or guardian.

Key Checkout:

• Vendors and contractors must sign for any key(s) issued to them on the Key Log Sheet. Ensure the key is signed back in.
• If a lockbox is being utilized it must be either a digital solution that allows for remote verification that identifies the vendor, time of entry, time of exit and provides a specific access code.
• If a manual lockbox is being utilized the code must be updated regularly and the code change must documented with the date and time of the code change.