Product Overview

Summary: This Key Duplication Standard Operating Procedure provides a clear, auditable process for issuing, duplicating and controlling keys within your workplace. It helps Australian businesses protect assets, manage access rights, and maintain strong security governance while ensuring staff follow a consistent, documented process.

Uncontrolled key duplication is a common weak point in workplace security and risk management. Without a clear, enforced procedure, keys can be copied without authorisation, access rights become unclear, and businesses are left exposed to theft, privacy breaches and costly lock changes. This Key Duplication Standard Operating Procedure sets out a structured, step‑by‑step process for requesting, approving, recording and issuing duplicate keys across your organisation.

Developed for the Australian context, this SOP supports your broader WHS and security framework by defining who can authorise duplicates, how identity and need-to-access are verified, and how records are maintained for audit and incident investigations. It addresses practical issues such as lost or stolen keys, contractor access, temporary keys for visitors, and end‑of‑employment key recovery. By implementing this SOP, you create a consistent, defensible system that protects physical assets, safeguards confidential information and supports compliance with your organisation’s risk, privacy and security obligations.

Key Benefits

• Strengthen physical security by controlling who can request, approve and receive duplicate keys.
• Reduce the risk and cost of security breaches, theft and forced rekeying of locks.
• Standardise access control processes across sites, shifts and departments.
• Support compliance with organisational security, privacy and risk management policies.
• Improve accountability through clear documentation, sign‑off and traceable key registers.

Who is this for?

• Practice Managers
• Facilities Managers
• Office Managers
• Security and Access Control Coordinators
• Retail Store Managers
• Workshop Supervisors
• Administration Managers
• Strata and Property Managers
• School Business Managers
• WHS and Risk Managers

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Terms
• 3.0 Roles and Responsibilities
• 4.0 Key Classification and Access Levels
• 5.0 Key Duplication Request and Approval Process
• 6.0 Identity Verification and Authorisation Requirements
• 7.0 Recording, Labelling and Key Register Management
• 8.0 Issuing, Handover and Acknowledgement of Keys
• 9.0 Management of Lost, Stolen or Damaged Keys
• 10.0 Contractor, Visitor and Temporary Key Arrangements
• 11.0 Change of Role, Transfer and End‑of‑Employment Procedures
• 12.0 Security, Storage and Transport of Keys
• 13.0 Audit, Review and Non‑Compliance Management
• 14.0 Related Policies, Forms and Supporting Documents
• 15.0 Document Control and Review History

Legislation & References

• AS 3745: Planning for emergencies in facilities
• AS/NZS ISO 31000: Risk management – Guidelines
• AS 2201.1: Intruder alarm systems – Client’s premises – Design, installation, commissioning and maintenance
• Work Health and Safety Act 2011 (Cth) and harmonised state and territory WHS Acts
• Work Health and Safety Regulation 2011 (relevant state or territory)
• Privacy Act 1988 (Cth) – for access to areas containing personal or sensitive information