KEYS D-310. FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
EFFECTIVE DATE: 08-10-92 REVISED: 12-25-94, 05-05-96, 11-01-98, 07-17-17
AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie
REFERENCE: California Code of Regulations, Title 15, Section 1029; Fresno County
Administrative Officer's Management Directives, No. 1753; and Hall v. County
of Fresno, E.D. Cal. No. 1:11-CV-02047-LJO-BAM (2015).
PURPOSE:
The purpose of this policy is to establish and maintain a secure and consistent method
of key control that provides maximum control of locks and keys.
POLICY:
It is the policy of the Fresno County Sheriff's Office Jail Division to provide for the strict
control, proper use, and proper storage of all keys. All keys necessary to the operation
of the facility shall be maintained and accounted for daily.
PROCEDURES:
I. DEFINITIONS
CHIT — A tag with a staff member's name on it. May be used to leave in
exchange for a deckset, to indicate the name of the employee in
possession of the deckset.
DECKSET - A group of keys which are necessary to facilitate opening locks
in an assigned area, placed together on a key ring.
JAIL DIVISION KEYS - These include all keys which open locks in any
portion of the jail facilities, including vehicle keys.
LOCKBOX - A box that locks; used to contain and safely secure decksets
when not in use.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
II. KEY SECURITY
A. All keys not in use shall be properly stored in a secure lockbox within
a secure area, and out of reach of inmates and the public.
B. Staff assigned to any area with keys shall account for all keys
assigned to that location at 0600, 1400, 1800, and 2200 hours. The
assignment of the keys shall be documented via the Safety Check
System under Key/Equipment Inventory. Any issuance of a deckset
mid-shift shall be documented in the same manner.
C. Only authorized personnel shall possess, utilize, remove and/or return
Jail Division keys to or from a lockbox.
1. All staff shall sign-out keys when they are removed from any
lockbox (via chit and/or log).
2. Staff shall only allow authorized staff to sign-out keys used in their
area of responsibility.
D. Uniformed staff members shall attach the end of the key chain to the
key holder attached to their belt. Non-uniformed staff members
authorized to possess keys shall securely attach the key set to their
clothing.
E. All staff shall be personally responsible for keys and decksets signed
out or issued to them.
1. Staff members shall retain their assigned decksets in their
possession at all times while on duty. Staff members shall not
relinquish possession of their decksets except when they are
relieved by a relief officer for a break, or relieved from duty and
their keys are either returned to the designated lockbox or
entrusted to another staff member.
2. Staff members shall not allow any inmate or other unauthorized
person to utilize any Jail Division key or deckset.
F. No staff member shall be in the possession of both an exterior door
key and a key leading to an inmate housing area or corridor at the
same time.
G. Keys are not to be taken from the facility without the specific
permission of a Watch Commander or higher authority.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
H. Keys shall not be added or removed from any deckset or key ring
without the permission of the Bureau Commander.
III. PERSONAL-ISSUE KEYS
A. All correctional staff members are issued a XX key at the time of
orientation from the Sheriff's Office Training Unit. The employee will
maintain possession and safekeeping of the key until time of
separation from the Jail Division. At the time of separation from the
Jail Division, the employee shall return the XX key, along with all
issued equipment, to the Training Unit.
B. Other keys (as needed for assignment) may be issued by the Jail
Services Unit with the approval of the Unit/Watch Commander.
1. A Key Issue and Return Record shall be completed, documenting
the approval and issue of any key.
2. Personal-issue keys are to be returned to Jail Services upon
separation from the Sheriff's Office, transfer from the Jail Division,
or when no longer needed for assignment. The Key Issue and
Return Record shall be updated, indicating the return.
3. Keys are not to be transferred directly to a replacement employee.
C. Any personal-issue key that is lost, misplaced, or stolen shall be
promptly reported to the employee's supervisor. The loss shall be
documented in an incident report, and the report shall be forwarded to
"Jail Services." The procedures as delineated in Section X shall be
considered when determining the threat to the security of the Jail.
D. A replacement key may be issued with the approval of the Unit/Watch
Commander. The employee will need to submit a memo documenting
the loss and requesting a replacement. A copy of the memo will be
placed in the employee's Bureau File.
IV. DECKSETS AND LOCKBOXES
Each job assignment in the Jail is assigned a deckset which facilitates in
opening the doors in the assignment area. Some decksets will remain at
specific posts and will be passed between employees at each shift
change, while others will be kept in specific locations and checked out by
using a chit and/or key log.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
A. When not in use, decksets shall be stored inside the designated
lockbox.
B. Each lockbox contains a directory that lists the decksets assigned to
that particular lockbox, along with the keys found on each deckset.
C. If an employee needs to check out a deckset from a lockbox, they will
obtain the appropriate deckset and either place a chit on the peg
designated for the deckset, or enter their name on the key log,
indicating that they have possession of the deckset.
1. South Annex Central Control may utilize a Key Control Inventory
LQq in addition, or in lieu of chits.
2. Housing floor officers shall indicate key assignments on the dry
erase board/log posted in the security station.
3. When the employee returns the deckset, the employee will return
the deckset to its peg and retrieve their chit, and/or indicate the
return on the key log.
D. If the officer receives their deckset from the off-going officer they are
relieving, the reassignment of the deckset shall be documented by the
officer from the oncoming shift who is responsible for the inventory
and security of the lockbox (e.g., the security officer).
1. The staff member responsible for the inventory shall account for all
keys assigned to that location at 0600, 1400, 1800, and 2200
hours and ensure that the proper decksets have been accounted
for and exchanged. The assignment of the keys shall be reflected
appropriately in the security station (i.e., documented as indicated
in IV(C) above), and via the Safety Check System under
Key/Equipment Inventory. (For example: Keys #1/J. Smith, #2/K.
Vang, #3/C. Martinez, #4/unassigned. All equipment accounted
for.) [Refer also to policy D-320/Documented Intermittent Visual
Security Checks and the Safety Check System (FILE: SAFETY
CHECKS).]
2. Any off-going officer whose position is not relieved shall ensure
their deckset is returned and secured in the designated lockbox.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
E. When necessary to obtain or exchange a deckset mid-shift (e.g.,
overtime relief), the issuance/exchange shall be documented via the
Safety Check System (under Key/Equipment Inventory) and reflected
appropriately in the security station. The staff member responsible for
the inventory shall ensure the appropriate documentation is made.
F. It is not necessary to document the brief exchange of decksets to
relief officers via the Safety Check System. It is, however, necessary
to note the name of the relief officer on the log maintained in the
security station (e.g., dry erase board or Key Control Inventory Log).
The deckset must be returned to the assigned officer upon return from
break. If reassigned to another officer, the change must be reflected
via the Safety Check System.
V. RESTRICTED KEYS - SECTION OMITTED FOR SECURITY PURPOSES
VI. VEHICLE KEYS
A. Vehicle keys require dispersal by a Sergeant or higher authority.
Officers assigned to transportation duties shall report to the
Administrative Sergeant's Office to receive vehicle keys and a duty
weapon.
B. The Sergeant will be responsible to properly document the name of
the officer, vehicle number, and weapon number on the Sergeant's
Daily Log (G/Jail/Custody/Sergeants/Sergeants/SgtSum/(year).
C. The Inmate Supplies Coordinator is responsible for maintaining
duplicate sets of all Jail Division vehicle keys.
D. If a vehicle key needs to be replaced, the Inmate Supplies
Coordinator will submit a request to Fleet Services.
VI I. EMERGENCY DECKSETS - SECTION OMITTED FOR SECURITY PURPOSES
Vill. INACTIVE KEYS
A. All replacement and inactive Jail Division keys shall be secured in an
area under the control of the Services Sergeant (i.e., the North Annex
Jail safe located in the Jail Services Office).
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
B. Access to the safe shall be limited to Jail Services staff members.
IX. MASTER KEYS
A. Master key requests are subject to the approval of the Director of
Internal Services. A "County of Fresno Key Request and Approval"
(GSA-303) form shall be completed by the Services Sergeant, signed
by the Bureau Commander, then forwarded to the Department of
Internal Services, Facility Services for processing.
B. The locksmith employed by Internal Services, Facility Services
maintains the key-making machine and the supply of key blanks and
pattern keys. All such items shall be included in Facility Service's
inventory.
X. LOST OR MISPLACED JAIL DIVISION KEYS
A. Any missing deckset or individual key is to be reported to the Facility
or Administrative Sergeant immediately upon discovery.
B. The Sergeant shall initiate a systematic search for the missing key or
deckset and notify the Watch Commander, without delay. All reason-
able steps shall be taken to recover the deckset or key, including, but
not limited to, searches and telephone contact with the last person
known to have possession of the deckset.
C. The person who lost or misplaced the key or deckset (or the person
who discovered that it was missing) shall write an incident report,
which shall be forwarded to the Watch Commander.
D. In the event the key/deckset is not found or accounted for, the Watch
Commander shall determine if the lost or misplaced key(s) presents
an imminent threat to the security of the Jail.
1. If it is determined that no imminent threat to the security exists, the
routine procedure for repairs will be initiated.
2. If it is determined that the missing key/deckset presents an
imminent threat to Jail security, the Watch Commander will take
whatever measures need to be taken to secure the area
temporarily, and contact the Jail Services Unit and a Bureau
Commander without delay.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
E. The Watch Commander shall ensure that an entry is made on the
Watch Commander's daily log ("Jail Operations Bureau Platoon
Activity Summary") and the report forwarded to Jail Services and the
Bureau Commanders.
F. The Services Lieutenant or a Bureau Commander shall determine if
re-keying will be necessary. Consideration shall be made for
replacing the lock core for any key that remains missing.
XI. DAMAGED KEYS OR DECKSETS
A. Any damaged keys or decksets requiring service shall be reported to
the Facility or Administrative Sergeant.
B. The reporting staff member shall submit a request for service to Jail
Services. The request shall be documented and sent via email in
accordance with policy F-210/Maintenance Reporting and Repairs
[FILE: MAINTENANCE REPAIRS].
C. The Sergeant shall forward the broken key or deckset to the Services
Unit for repair or replacement.
D. The Services Unit shall ensure that the key is either repaired or
replaced, as applicable.
E. If the key is not able to be repaired, the Services Sergeant shall
dispose of it in a manner approved by the Services Lieutenant.
XII. MALFUNCTIONING LOCKS
Any lock found to be malfunctioning shall be reported to the Facility
Sergeant and a request for service shall be documented and sent via
email in accordance with policy F-210/Maintenance Reporting and Repairs
[FILE: MAINTENANCE REPAIRS].
XIII. JAIL DIVISION KEY INVENTORY
The Services Sergeant shall maintain a key inventory for all Jail facilities.
A. The Services Sergeant shall be responsible to:
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: KEY CONTROL AND SECURITY NO: D-310
FILE: KEYS
1. Maintain a key log which lists the location of each key assigned to
the Jail Division, and includes a cross-index of the keys as
follows:
a. Key number to deckset numbers
b. Deckset number to assigned keys
2. Ensure that an inventory and physical inspection of all decksets is
conducted on a biannual basis.
a. The inventory and inspection shall include all Jail Division
decksets, as well as the emergency decksets. The results of
this inventory and inspection shall be documented.
b. If any deckset is missing, refer to the procedures delineated
under Section X.
3. Submit an annual key report to the Services Lieutenant. The
report shall be submitted during the last pay period of December,
and a copy shall be forwarded to the Jail Programs & Services
Bureau Commander.
B. The annual key report shall include the following information-
1. Total number of keys for each facility, categorized by number.
2. The number of keys on hand at last inventory.
3. Disposition of keys removed from inventory.
4. Keys added to inventory, and the reason for their addition to the
inventory.
5. Inventory of the key safe.
C. The key log and the annual key report shall be treated as sensitive
security items.
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