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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 J. Zanoni 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. Page 1 of 8 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. Page 2 of 8 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. Page 3 of 8 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. Page 4 of 8 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). Page 5 of 8 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. Page 6 of 8 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: Page 7 of 8 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. Page 8 of 8