Product Overview

Summary: This Re-keying Services Safe Operating Procedure sets out a clear, auditable process for changing locks and keys while protecting people, property, and information. It helps Australian businesses control access, manage security risks, and maintain WHS compliance whenever keys are lost, staff change roles, or security is compromised.

Re-keying is a critical security and safety activity that often occurs under pressure—after lost keys, break-ins, staff changes, or tenant turnover. Without a structured procedure, organisations can easily overlook risk assessments, fail to update access registers, or leave old keys in circulation, exposing people and assets to unauthorised access. This Re-keying Services Safe Operating Procedure provides a step-by-step framework that integrates physical security, WHS obligations, and contractor management into a single, consistent process.

Designed for Australian workplaces and property portfolios, the SOP covers everything from initiating a re-key request and verifying authorisations, through to coordinating licensed locksmiths, managing access during works, and updating key control records. It embeds risk assessment, communication, and incident documentation into each stage, helping you demonstrate due diligence under WHS and security legislation. Whether you manage a single office, a multi-site business, or a mixed-use property, this procedure reduces confusion, tightens access control, and ensures re-keying works are completed safely, efficiently, and with full traceability.

Key Benefits

• Strengthen site security by standardising how lost, stolen, or compromised keys are managed and replaced.
• Ensure WHS and legal compliance by embedding risk assessment, contractor control, and record-keeping into every re-keying activity.
• Reduce operational disruption by providing a clear workflow for scheduling, communication, and access coordination with occupants and trades.
• Improve accountability by defining authorisation levels, sign-off requirements, and a documented chain of custody for keys.
• Support faster incident response by outlining clear triggers and timeframes for urgent and emergency re-keying following security breaches.

Who is this for?

• Facilities Managers
• Security Managers
• Property Managers
• Office Managers
• WHS Managers
• School Business Managers
• Aged Care Facility Managers
• Maintenance Supervisors
• Strata Managers
• Accommodation and Hotel Managers

Hazards Addressed

• Unauthorised access to buildings, secure rooms, or plant areas due to lost or stolen keys
• Increased risk of theft, vandalism, or sabotage following compromised locks
• Exposure of staff and visitors to personal safety risks from intruders or former employees with retained keys
• Security lapses during re-keying works when doors may be left unsecured or supervised access is not maintained
• Privacy and confidentiality breaches where records, medications, or sensitive information are stored in locked areas
• Contractor safety risks when locksmiths or maintenance staff work alone, after-hours, or in unfamiliar environments
• Non-compliance with site-specific security, visitor, and permit-to-work requirements for external locksmiths

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Terms
• 3.0 Roles, Responsibilities and Authorisation Levels
• 4.0 Triggers for Re-keying (Lost Keys, Staff Changes, Incidents, Tenant Turnover)
• 5.0 Risk Assessment and Security Considerations
• 6.0 Request and Approval Process for Re-keying
• 7.0 Coordination with Locksmiths and Contractors
• 8.0 Site Access, Supervision and Security During Works
• 9.0 Step-by-Step Re-keying Procedure
• 10.0 Key Control, Numbering Systems and Restricted Key Management
• 11.0 Updating Access Registers, Security Systems and Documentation
• 12.0 Communication with Occupants and Stakeholders
• 13.0 Incident Reporting, Escalation and Post-incident Review
• 14.0 Records Management and Document Control
• 15.0 Training, Induction and Competency Requirements
• 16.0 Audit, Compliance Monitoring and Continuous Improvement

Legislation & References

• Work Health and Safety Act 2011 (Cth) and corresponding state and territory WHS Acts
• Work Health and Safety Regulations 2011 and relevant state and territory WHS Regulations
• Safe Work Australia – Managing the Work Environment and Facilities Code of Practice
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS 4145 series: Locksets and hardware for doors and windows (as applicable to lock performance and selection)
• AS 3745:2010 Planning for emergencies in facilities (for alignment with emergency access and egress requirements)
• Privacy Act 1988 (Cth) – in relation to secure storage of personal and sensitive information