A useful key register records custody, not just the number of keys purchased. Each issued key needs an internal identifier, authorized holder, issue date and return status. Keep detailed access permissions in a controlled record linked to that identifier.
Make returns verifiable
Record who received the returned key and when. Distinguish returned, missing and still legitimately issued items. Deleting a departing employee's row can hide a missing key rather than resolve it.
Include temporary users and spare stock. Name the person responsible for updating the register so informal exchanges do not create a second undocumented system.
Keep sensitive details out
Do not attach key-cut photographs or public building credentials to a broadly shared spreadsheet. Restrict the record to those who need it and use identifiers rather than information enabling duplication.
When a key cannot be reconciled, assess its affected access separately. A register identifies the question; it does not establish that replacing every lock is necessary.
Review commercial locksmith services and contact The Locksmith Team if the reconciled register reveals an access concern requiring hardware assessment.