KMAG (Key Management Advisory Group)
Meeting Minutes
May 30, 2008
I. Call to order:
The KMAG meeting was called to order at 3:00 pm on Friday, May 30, 2008 in the Board
Room.
II. Attendance:
Committee members are listed below. Attendees are noted.
Att
X
X
X
X
X
X
X
X
X
X
Name
Paula Bennett
Jeff Caldwell
Kim Chapman
Jason Francois
Tracy Furutani
John Gleason
Tom Griffith
Bruce Kieser
Vince Offenback
Suzanne Scheldt
Jayne Strom-Strebe
Position
Humanities FT Faculty
Manager Safety and Security
Humanities Asst. Dean
Maintenance Supervisor
Math, Sci, Soc Sci FT Faculty
Locksmith
Director IT Services
Chair, Director Facilities and Plant Ops
Math, Sci, Soc Sci FT Faculty
Director Financial Aid
AARC Program Support Supervisor
Phone
7794
3646
4521
4596
4509
3653
3740
6020
0177
4700
3670
III. Current Conditions:
Discussed Campus Key System Security white paper prepared in Sept ‘07. Was intended
to describe NSCC’s key security problem, and recommend a program to correct it.
Included a 3-year plan starting with the CC Building first. Very preliminary estimate was
$307,000.
Reviewed the newly adopted NSCC Key Management Plan, Revised 5-6-08. This is the
latest Plan that is now considered approved by the campus. It has been reviewed by
College Council and approved by the Exec Team. The KMAG is now established and will
provide oversight. Per the “Oversight” section, the KMAG is responsible to offer advice
and make recommendations to the Exec Team for changes.
The detailed features of each section in the Plan were discussed. Objective of the Plan is to
establish basic principals and policies over which procedures can be developed, changed,
and evolved. The KMAG will review these using this Plan as a guide.
IV. Alternative Technologies
John Sekreta from ASSA ABLOY gave a presentation of alternate technologies of access
control systems. ASSA ABLOY supplies our Medeco proprietary key system. He
presented information about a couple of different electronic access and keyed systems.
V. Implementation
The committee studied a spread sheet chart listing the types of work necessary to correct
our key access control problem, and a hypothetical distribution of that work to various
groups or contracts. Cost estimates were made for each.
Replace/Repair doors (about 100)
Install new Key Cylinder Cores (about 1,100)
Pinning and cutting new keys (about 1,100)
Install ADA Compliant door handles (about 976)
Install updated panic exit bars (about 16)
Replace automatic door closures (about 100)
$ 90,000
74,000
44,000
253,700
19,520
62,000
Alternate local battery passage sets (about 50)
Alternate Programmable key system (about 50)
(note additional cost of $100 per key)
Alternate central computer system (about 50)
Key Vaults (about 9)
$81,250
27,000
$200,000
90,000
This work was hypothetically spread between NSCC and outside resources into 4 alternate
combinations:
Basic Re-Keying Project
Basic plus Battery Passage Sets
Basic plus Programmable Keys
Basic plus Central Computer System
$ 740,000
837,000
766,000
980,000
It is important to note that these cost estimates are only approximate. Numbers of items
may (probably will) change. Also, the only funds available and dedicated to this project at
this time are $251,000. It is not clear where the balance would come from. We are not
sure we will be able to execute any of the above combinations in their entirety.
Consensus was reached that, to the extent money is available, NSCC should have a hybrid
system. That is to say a combination of basic hard key hierarchical system with some type
of electronic system on a few doors to allow access into general areas where alternative
off-hours choices will not work. An example might be a division’s area that has several
access doors. Only one may have an electronic access and the others would have only a
hard key area master.
Schedule for implementation would be November, 2008 at the very earliest, if even by
then.
VI. Request-For-Bid Process
The Request-For-Bid (FRB) document was not discussed because of time constraints..
KMAG Meeting Minutes
Page 2 of 4
File: Admin/Key Sys/KMAG/219472482
May 30, 2008
VII. Policies and Procedures
An old document titled Campus Key Policy, drafted in September 2007 and renamed
DISCUSSION DRAFT, CAMPUS KEY PROCEDURES & PROCESSES was discussed.
This was originally drafted as a compilation of several college, university, and consultant
procedures and offered for examination, revision, or discard on the way to crafting a final
set of policies and procedures. The committee will carefully consider these, seek the input
of their colleagues, and provide feedback to the committee chair.
These will be compiled and a first draft will be prepared for KMAG review for the next
meeting. Some of these items are:
Number of Master Keys made and issued will be minimized.
Higher level Master Keys will not be removed from campus. Key vaults will be
provided to house them.
Shift key or Duty key rings will be used for workers needing broad access to multiple
secured areas.
Departments and Divisions will play a role of some type in managing, controlling and
administering the distribution and retrieval of keys to staff.
A Key Request Form was proposed for comment. Keys will only be issued to persons
who will be held responsible for them.
Campus Locksmith (or the Lock Shop) will issue all keys. Persons will not pass their
keys on to others.
All spaces under the control of NSCC will be subject to these Policies and Procedures.
Accurate records will be kept. NSCC will provide resources to accurately manage the
key system, including staff, equipment, and space.
Key audits will be conducted regularly, at least once a year. Each key holder will offer
their keys for verification by the Lock Shop.
All keys will be uniquely identified with a serial number, and issued to a person.
Divisions or Departments will not maintain an inventory of keys to issue to persons
directly. No person should loan or give their keys to another person. All keys will
be issued and retrieved by the Lock Shop.
Access to spaces will be provided by duration of need, not term of employment or
desire. If a person transfers to another assigned area, the issued keys will be
changed.
Financial responsibility for irretrievable keys should be a part of the policy. There
needs to be an enforcement mechanism of some sort to encourage care and return of
keys. A dialogue is needed to figure out what this should be at NSCC.
Access to keys is a privilege that must be treated responsibly. Frequent loss or misuse
of keys can lead to loss of that privilege. (alternate access to qualified persons can
be through escort by security or during regular business hours only)
To encourage the new emphasis on Key Policy, Access Control, and security of spaces to
become a part of Culture Change, a fully developed, easily accessible Lock Shop needs to
be established in a prominent location on campus. A Space Allocation Request will be
submitted for this space.
KMAG Meeting Minutes
Page 3 of 4
File: Admin/Key Sys/KMAG/219472482
May 30, 2008
These procedures will be evolving and maturing as time goes by. They will be written,
approved, and tried. As it becomes clear some do not work, need changing, or additional
ones developed, these changes will be made, reviewed by the KMAG, and adjusted
according to the Key Management Plan.
VIII. Next Meeting
Next meeting will be on Friday, June 20, 2008, 1:00– 3:00 in the Club Room.
KMAG Meeting Minutes
Page 4 of 4
File: Admin/Key Sys/KMAG/219472482
May 30, 2008