Form library · Facilities and maintenance
Key register template
For people controlling keys and access devices. Record access arrangements, issues and returns and reconciliation. Try the form below, see every question or download a blank PDF or Word copy.
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How should personal details in a key register be handled?
ICO guidance says personal information should be relevant, limited to what is needed, kept secure and retained only as long as necessary. Protective security planning should define access responsibilities and procedures. Keep the register within those arrangements rather than sharing access details widely.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against ICO data protection principles for small organisations and ProtectUK security planning and business continuity.
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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed key issue and return register report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the key issue and return register on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the key issue and return register template
A key and access-token register with item references, authorised holders, issue and return dates, acknowledgement and missing-item actions. 5 sections and 33 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis is a custody record, not an electronic access-control system. It does not revoke a token or change a lock when an item is overdue or missing.
- CheckICO guidance says personal information should be relevant, limited to what is needed, kept secure and retained only as long as necessary. Protective security planning should define access responsibilities and procedures. Keep the register within those arrangements rather than sharing access details widely.
Access arrangements
- Register custodian*Short answer
- Key control procedure referenceShort answer
- Who may authorise issue and access scopeNotes
- Access controls and retention arrangements for this recordNotes
Issues and returns
- Key or tokenRepeat for each key or token. Each one asks:
- Key or token identifier*Short answer
- Holder name or staff reference*Short answer
- Issue authorised by*Short answer
- Date issued*Date
- Expected return dateDate
- Holder issue acknowledgementSignature
- Current state*Choose one
- Issued
- Returned
- Missing
- Damaged
- Date returned*DateShown when “Current state” is “Returned”
- Return received by*Short answerShown when “Current state” is “Returned”
- Missing or damaged item action and escalation*NotesShown only when the answers above make it relevant
Reconciliation
- Outstanding items and reconciliation resultNotes
List unresolved movements with their issue reference and follow-up owner. Avoid recording access codes or unnecessary personal information.
- Access cancellation, lock change or other action performed separatelyNotes
- Reconciliation checked byShort answer
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This is a custody record, not an electronic access-control system. It does not revoke a token or change a lock when an item is overdue or missing.
What a useful entry looks like
Outstanding items and reconciliation result
List unresolved movements with their issue reference and follow-up owner. Avoid recording access codes or unnecessary personal information.
Key K-17 remains outstanding against issue KI-42. The custodian has requested confirmation of its location from the named recipient.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed key issue and return register report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Key Issue and Return Register FAQs
How should I record “Outstanding items and reconciliation result”?
List unresolved movements with their issue reference and follow-up owner. Avoid recording access codes or unnecessary personal information.
Will an overdue key trigger a reminder?
No. The expected return date is a recorded field. Follow-up is managed through your own procedures.
Does marking a token missing disable it?
No. Record any cancellation or replacement action performed through the separate access-control process.
What information should I avoid recording?
Avoid unnecessary identity documents, personal contact details and exposed access codes. Use item and staff references where sufficient.
What are the limits of this template?
This is a custody record, not an electronic access-control system. It does not revoke a token or change a lock when an item is overdue or missing.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
Related
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Templates that go with the key issue and return register form
A stocktake record with count locations, item references, book and physical quantities, calculated variances, recounts and adjustment approval.
A tool custody register recording tool identifiers, issue condition, recipient acknowledgement, planned returns, actual returns and missing-item follow-up.
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