Finding out what you actually have on your doors

Why audit before you fix anything

When a lock fails or a key is lost, the natural response is to fix that one thing. Over the years, a business accumulates dozens of such fixes. A deadbolt replaced after a break in. A padlock added to a back gate. A keypad on the storeroom installed by a former manager. A cylinder changed during a renovation and keyed differently from everything else. Nobody holds the whole picture.

An audit is the step that creates the picture. It is a systematic survey of every opening in the building, the hardware on it and the keys that operate it. It does not change anything. It simply records what exists. With the record in hand, decisions become easier: which doors are weak, which keys are unaccounted for, which locks can be grouped into one system and which should be replaced.

The need is greatest in certain situations: after buying or leasing a business, after a change of management, after a break in, after a period of rapid hiring, before a renovation or expansion, and before putting a new key system in place. It is also useful as a routine check, once every year or two, even when nothing has gone wrong.

This page describes how to do a basic audit yourself and how a locksmith can help with the parts that need experience. It gives no prices, since quotes are given only by phone. A larger or more complex site may need an on-site visit to be assessed properly, and the technician will explain what is involved.

Start with a floor plan and a door list

Begin with a drawing of the premises. It need not be neat. A hand sketch of each floor, showing walls and openings, is enough. If you have the building plans or a lease exhibit, use them. Number each door on the sketch, starting at the main entrance and moving around the building in a fixed direction, so nothing is missed.

Create a table with a row for each door. Include exterior doors, interior doors with locks, gates, roll up doors, loading docks, windows that open and have locks, sheds, closets, cabinets and any other lockable opening. Do not forget doors that are rarely used, such as an old fire exit or a roof hatch. These are often forgotten and often weak.

For each door, note the location, the type of door (wood, hollow metal, glass, roll up), the type of lock you can see (deadbolt, lever, mortise, padlock, exit device, keypad, card reader), the brand if visible, and its condition. Take a photograph of the lock face, the edge of the door and the frame. The page on photos that help a locksmith explains which angles are useful.

Add a column for whether each door is an exit. Doors that serve as exits must open easily from inside without a key. Mark any door where that is not the case, and treat it as a priority to investigate with the proper authority. Never leave a known exit problem for later.

Examining the locks on each door

Go door by door and test each lock. Does the key turn smoothly? Does the latch retract fully? Does the bolt extend into the strike? Does the door close and latch on its own? Is there a gap between door and frame that someone could use to reach the latch? Does the handle feel loose? Does the cylinder wobble? Write down what you find.

Look at the frame and strike plate. A strong lock in a weak frame is only as secure as the frame. Look for cracks, rust, loose screws and signs of past forced entry such as bent metal or new paint over damage. The page on door reinforcement and strike plates describes what these parts do, and the ideas apply to commercial doors as well.

Note the type of cylinder if you can identify it. Many commercial doors use standard cylinders, some use interchangeable core cylinders that can be swapped quickly, and others use high security cylinders with restricted keys. Look for markings on the face and the key. A technician can usually tell more at a glance than an owner can, and may suggest which doors deserve closer examination.

Pay attention to anything unusual. A lock that is a different brand from its neighbors may have been installed separately, and a keyway that differs from others suggests a separate key. A lock that has been drilled, taped or modified may indicate a past problem. A padlock on a door with a built in lock may mean the lock failed and was never fixed.

Counting and identifying the keys

Next, gather the keys. Ask every manager, supervisor and key holder to bring in every key they have. Collect any spares from drawers and key boxes. Tag each with the door it opens, if known. Where a key cannot be identified, test it on doors in the building and note the result. A key that opens nothing may be a leftover from a former space or from the previous tenant.

Record how many copies of each key exist. The honest answer is usually uncertain. A key stamped with a number may have more copies than the log shows. Keys without stamps may have been copied at a hardware counter. Count what you can find and note what you cannot account for.

Look for patterns. A key that opens many doors may be a master key, and the question is who holds it. Several different keys that look the same may be keyed alike. A door with no known key may have a lock installed by someone else. Write it all down.

If you have restricted keys, check the authorization records. Who is allowed to order copies? When was the last order? Does the supplier hold a list of who has been issued keys? The page on restricted keyways for business describes how these systems work. A restricted system is only as good as the records behind it.

Who holds what: the key holder list

With keys identified, build a list of key holders. For each person, record their name, role, the keys they hold by number, the date issued and any signed agreement. Include owners, managers, staff, cleaners, security contractors, landlords, property managers and any outside companies with access, such as alarm or maintenance firms.

Compare the list with the real need. Does the part time cleaner really need a key to the office with the records? Does a former manager still hold a key? Does the landlord have a master key and do you know it? Does the alarm company have a way in? The comparison usually reveals access that was never reviewed.

Mark any gaps: keys issued with no record, keys held by people who no longer work there, keys that cannot be located. Each gap is a risk, and the more of them there are, the stronger the case for rekeying. The page on commercial rekey service describes what that involves and how it can be staged.

Keep the list in a secure place, separate from the keys. It is sensitive information, since it describes who can enter your premises. Limit who can see it. Update it whenever a key is issued, returned or lost.

Rating the risk on each door

Not all doors are equal. A door to a storeroom with low value items is less critical than the main entrance, the cash office, the records room, the server closet or a loading dock. Rank the doors by what is behind them and how exposed they are.

A simple rating of high, medium and low is enough. For each door, consider what is protected, how easy it is to reach from outside, how many people hold keys, how strong the lock and frame are and how recently the key situation was reviewed. A high value door with many key holders and a worn lock is a clear priority.

Some risks are about safety rather than theft. A locked exit, a magnetic lock without proper release or a door that cannot be opened from inside is a hazard. These should be addressed first, ahead of any theft concerns, and with advice from the relevant authority. The page on magnetic lock fire safety basics explains why such devices need care.

Consider also the environment. In Miami-Dade, humidity and salt air corrode hardware, and a lock that looks fine may be near failure. Doors exposed to rain and sun wear faster than those inside. After storms, doors may shift. Take these factors into account when deciding which locks to replace first.

What a locksmith adds to the audit

You can do much of the survey yourself, but a technician brings experience that helps. They can identify lock brands and types at a glance, tell which cylinders can be rekeyed and which should be replaced, spot weak frames and misaligned strikes, recognize keyways and read key stamps, and suggest a keying plan that fits your doors.

A technician can also test locks more thoroughly. They can check the bolt throw, examine the internal condition of a lock, and tell whether a lock that feels rough needs service or replacement. They can identify hardware that does not meet the demands of a door, such as a residential lock on a heavily used commercial entrance.

During the visit, the technician will want to understand how the business operates. When do people arrive and leave? Who closes? Which doors are used by customers? Which by staff? What happens after hours? This context shapes recommendations. A solution that works on paper but disrupts the business will not be followed.

The technician must also be satisfied that you are authorized to request the work. Have a lease, business document or letter ready, and identification. The page on commercial authorization and key records explains what is commonly asked for. An on-site audit visit involves a service call charge, explained on the phone before dispatch.

Turning findings into a plan

The audit gives you a list of problems. The plan decides what to do first. Group the findings into three kinds: safety issues, security gaps and tidy up items. Safety issues, such as blocked or locked exits, come first. Security gaps, such as unaccounted keys on critical doors, come next. Tidy up items, such as mismatched hardware, can follow.

For each item, decide on an action. It may be a repair, a rekey, a replacement, a new keying system or a change of routine. Assign an owner, a target date and a note on what will tell you it is done. Doing this on paper makes it easier to resist the pull of urgent but minor tasks.

A common outcome is a decision to rekey the whole site and set up a grouped keying system with numbered keys. The page on master key systems for business explains the idea. Another common outcome is to replace a handful of worn or weak locks and leave the rest. Whatever the choice, it is made on facts.

Be realistic about staging. A single weekend may not be enough to do everything, and the business must still run. Doing the most important doors first, and others over time, is better than a complete plan that never starts. Ask the technician how to sequence work so the premises stay secure at every stage.

Keeping the audit alive

An audit is useful on the day it is done and loses value afterward unless it is maintained. Keys are issued, lost and returned. Staff change. Doors are repaired. A record that is not updated soon becomes another source of false confidence.

Assign responsibility. One named person should own the key records and the door list. That person updates the records whenever something changes, and reviews them on a set schedule. Make the review a calendar item, perhaps every six to twelve months, and after any major event such as a break in or a change of ownership.

Include lock matters in routine procedures. When a new employee starts, key issue is part of onboarding. When someone leaves, key return is part of offboarding. When a lock is repaired or replaced, the door list is updated. When a contractor needs access, a temporary arrangement is made and ended. Small habits keep the system accurate.

Review also the physical condition of locks. A short walk once a month, testing a few doors each time, catches wear early. After heavy weather, check everything. The page on hurricane prep for locks and doors offers a starting list.

Preparing for an audit visit and when to call

To get the most from a technician's visit, prepare. Have your floor plan and door list ready, even if incomplete. Gather all known keys. Have the key holder list or a rough idea of who has keys. Make sure someone with authority is on site and can unlock every door and room. Tell staff in advance so they are not surprised.

Think about what you want from the visit. A simple walk through to identify problems? A full survey leading to a rekey or new system? A review after an incident? A plan for a new location? Say so when you call, so the visit can be planned to fit. If the site is large, say how many doors and how many buildings.

Plan to spend time on the walk. Going door by door with the technician, writing down what you find, is the most productive part. Ask questions. Ask what each lock is, what condition it is in and what options exist. Ask what the technician would do first and why.

If you have a business with unknown keys, mixed hardware or a recent change that raises questions, call and describe the situation. The person on the phone can explain how the process works, tell you about the service call charge before anyone is dispatched, and arrange an on-site visit to start the audit.

• Sketch the premises and number every door
• Record lock type, brand and condition for each door
• Gather and tag every key, noting copies
• Build a key holder list and compare it to real need
• Rate doors by risk and fix safety issues first
• Assign an owner and a review schedule

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Written by Claude (AI) (AI) for 24 Hour Locksmith Miami.