13 Miss. Code. R. § 7-12.12 - Duplicate Key Controls
(a) Duplicate keys
are replacement keys for broken sensitive and restrictive keys. Duplicate
copies of all sensitive and restrictive keys must be maintained in a dual lock
key box and must be properly secured as to limit access to authorized personnel
only. The location and the controls surrounding the duplicate key box must be
approved by the Commission in the licensees System of Internal
Controls.
(b) One duplicate key
control log sheet must be maintained per each sensitive and restricted type key
(this requirement also applies to those licensees who maintain their duplicate
sensitive and restricted keys in an automated key box). The duplicate key
control log will document the current issuance, receipt and inventory of all
duplicate sensitive and restricted keys. When keys are removed from the
duplicate key box, they must be added to the inventory of the appropriate key
box location. The duplicate key control log must contain, but is not limited
to, the following:
1. Date key received
(month, day and year);
2. Date of
issuance (month, day and year);
3.
Time of issuance;
4. Key tag/ring
number;
5. Number of keys made or
destroyed;
6. Key name and
description;
7. Signature of
employee issuing key;
8. Signature
of employee receiving key;
9.
Reason for addition or removal of key;
10. Number of keys in beginning
inventory;
11. Number of keys added
or removed, and
12. Number of keys
in ending inventory.
(c)
An inventory of duplicate keys will be maintained in such quantity that there
will always be at least one duplicate key in inventory for each type of
sensitive and restricted key.
(d)
On a quarterly basis, Accounting will conduct an audit of the duplicate key box
documentation for completeness and accuracy. If any discrepancies are found
they will be investigated and documented.
(e) Every licensees System of Internal
Controls must include procedures for the order and receipt of sensitive and
restricted keys.
(Adopted: 12/20/2007.)
Notes
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