Any missing master key shall be immediately reported to whom, and how should the report be delivered?

Any missing master key shall be immediately reported to whom, and how should the report be delivered?

• A. Verbally to a supervisor and followed up with a written explanation to the Knox Key Custodian or the authorized designee
• B. To the Police Department
• C. To the Fire Chief
• D. To the City Clerk

Answer: (D)

The key point is that missing master keys must be reported to the designated custodian responsible for key control and records. In this SOP, that official is the City Clerk. Reporting immediately to the City Clerk ensures the incident is documented, the key inventory is updated, and any necessary security or access reviews are triggered without delay. The report should be put in writing to create a formal, auditable trail. A written report (delivered to the City Clerk or the authorized designee) provides clear details such as which key is missing, when and where it was last seen or used, who had access, and any immediate risks or actions taken. This written record supports accountability and future audits, and complements any required follow-up by the Knox Key Custodian. Other channels, like notifying a supervisor verbally or going to a different department, would not establish the formal documentation and centralized accountability that the City Clerk provides.

The key point is that missing master keys must be reported to the designated custodian responsible for key control and records. In this SOP, that official is the City Clerk. Reporting immediately to the City Clerk ensures the incident is documented, the key inventory is updated, and any necessary security or access reviews are triggered without delay.

The report should be put in writing to create a formal, auditable trail. A written report (delivered to the City Clerk or the authorized designee) provides clear details such as which key is missing, when and where it was last seen or used, who had access, and any immediate risks or actions taken. This written record supports accountability and future audits, and complements any required follow-up by the Knox Key Custodian.

Other channels, like notifying a supervisor verbally or going to a different department, would not establish the formal documentation and centralized accountability that the City Clerk provides.