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Key and Building Access Policy

Last Updated Date

The purpose of the Key and Building Access Policy is to ensure the safety and security of library personnel, facilities, and other assets. The Director or designee is responsible for implementing this policy.

Keys Issued to Library Employees

Employees are issued Jefferson County Library District (JCLD) keys for the sole purposes of locking and unlocking JCLD facilities or operating JCLD equipment to conduct authorized District business.

Individuals who are issued keys to District buildings, vehicles, or other library assets must sign a Key Agreement Form; one copy is kept on file in the Administrative Services Office, and one is given to the employee along with a copy of this policy.

Keys Issued to Non-Employee Organizational Partners

Under certain circumstances, keys providing access to District buildings, vehicles, or equipment may be issued to non-employees for the sole purpose of locking/unlocking or operation for authorized activities. Examples include authorized contractors requiring access to JCLD facilities when the District is closed, Friends of the Jefferson County Library, or other District partners requiring access to areas of the District designated for their use.

Individuals who are issued Non-Employee Keys for either long or short term must sign a Key Agreement Form; one copy is kept on file in the Administrative Services Office, and one is given to the non-employee along with a copy of this policy.

Terms of Key Agreement

Individuals who are issued keys to District buildings, vehicles, or equipment for long or short-term use must execute a Key Agreement Form documenting the key assignment and their agreement to the following conditions:

  1. All issued keys are the property of the Jefferson County Library District.
  2. Individuals/organizational partners who are assigned JCLD keys are responsible for ensuring the security of keys that have been issued to them.
  3. Under no circumstances may a JCLD key be loaned to another individual.
  4. JCLD keys may not be duplicated without express authorization from the Library Director.
  5. Lost or stolen keys must be immediately reported to the Library Director.
  6. Failure to adhere to the terms of this policy may result in restricted access to JCLD premises and/or disciplinary action.
  7. If re-keying is required due to a failure to abide by this policy, the individual/ organizational partner to whom the key was issued may be required to reimburse JCLD for all or part of the costs of the re-keying.
  8. JCLD keys must be returned to the District’s Administrative Services Office when the purpose for which they are issued is concluded.

Storage and Access to Organizational Keys

The normal conduct of District business may require that authorized staff have access to a number of building, vehicle, and equipment keys during their work shift. Such operational use keys must always be kept in their designated locked key boxes or drawers when not in use. Staff may access the key box and utilize operational keys only for the purpose of conducting authorized JCLD business. Codes, combinations, and/or drawer keys that provide access to secure key storage locations will be issued only to the staff that require them. Knowledge of codes and combinations must be kept secure and not shared with others.

Building Passcodes

A unique passcode may be issued to a staff member for the purpose of setting and disarming building alarm systems. Only the Director or designee may issue a building passcode. Staff may not share their passcodes with any other individual.

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