Product Overview

Summary: This Locks Inventory Management SOP sets out a clear, repeatable process for controlling, tracking and auditing all locks used across your sites and facilities. It helps Australian businesses maintain tight control over physical security assets, reduce losses, and support compliance with internal security protocols and WHS-related access controls.

Locks are a critical control in any organisation’s physical security and access management framework, yet they are often managed informally or inconsistently. This Locks Inventory Management Standard Operating Procedure provides a structured, end‑to‑end process for cataloguing, issuing, returning, replacing and auditing all locks and associated keys, cylinders and access devices. It supports organisations that use padlocks, isolation locks, cabinet locks, gate locks and other devices across warehouses, construction sites, offices, plant rooms and restricted areas.

By implementing this SOP, your business gains a single source of truth for all locks in circulation, who is responsible for them, and where they are installed or stored. This reduces the risk of misplaced or unauthorised locks, supports lockout/tagout and access control systems, and streamlines responses when locks need to be re-keyed, replaced or retired. The procedure is written for the Australian context, aligning with WHS obligations around controlled access to hazardous areas, while also supporting insurance, risk and security requirements. It is ideal for organisations wanting to professionalise their physical security asset management without overcomplicating day‑to‑day operations.

Key Benefits

• Standardise how locks and related access devices are recorded, issued, tracked and retired across all sites.
• Reduce the risk of unauthorised access, lost locks and uncontrolled duplication of keys.
• Support WHS and security obligations by ensuring critical areas and isolation points remain properly locked and traceable.
• Streamline audits, incident investigations and insurance enquiries with accurate, up‑to‑date lock inventory records.
• Improve coordination between WHS, security, maintenance and operations teams through clear roles and responsibilities.

Who is this for?

• Facilities Managers
• Security Managers
• Site Supervisors
• Operations Managers
• WHS Managers
• Maintenance Coordinators
• Warehouse and Stores Coordinators
• Administration and Compliance Officers

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Terminology (locks, keys, cylinders, isolation locks, master keys)
• 3.0 Roles and Responsibilities (WHS, security, facilities, site supervisors)
• 4.0 Lock Categories and Classification (operational, isolation, high‑security, temporary, contractor)
• 5.0 Lock Inventory Register Requirements (data fields, identifiers, locations, responsible persons)
• 6.0 Procurement and Approval of New Locks
• 7.0 Labelling, Coding and Identification of Locks and Keys
• 8.0 Issuing and Allocation of Locks (including to staff, contractors and visitors)
• 9.0 Return, Transfer and Reallocation Procedures
• 10.0 Management of Lost, Damaged or Compromised Locks and Keys
• 11.0 Integration with WHS and Lockout/Tagout Procedures (reference to related SOPs)
• 12.0 Storage and Security of Spare Locks, Keys and Cylinders
• 13.0 Inventory Reconciliation and Audit Process
• 14.0 Recordkeeping, Documentation and Data Privacy
• 15.0 Training, Induction and Communication Requirements
• 16.0 Continuous Improvement and Review of the Lock Inventory System
• 17.0 References, Legislation and Related Documents
• 18.0 Version Control and Document Approval

Legislation & References

• Work Health and Safety Act 2011 (Cth) and model WHS Regulations (as implemented by States and Territories)
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS 4806 series: Electronic security for alarms and access control systems (where electronic locking is integrated)
• AS 4145 series: Locksets and hardware (as applicable to physical lock performance requirements)
• Safe Work Australia – Managing risks of plant in the workplace (Code of Practice), in relation to controlled access and isolation points