A bunch of keys may look like the simplest part of a security booking. In practice, it gives someone controlled access to the premises, so loose instructions can create uncertainty. A useful brief says what is being held, when it may be used and who can authorise a change.
NJProtection & Security Services lists key holding among its current freelance services across West Yorkshire. This guide covers the planning and handover stage. It does not assume that alarm response, a callout, opening and closing, or any other duty is included.
Start with the scope of the role
Write down the purpose of the booking before describing the keys. Is the request limited to keeping custody of a key or access device? Will the holder control who may use it? Is planned access to the premises part of the job? Those are different instructions and should not be left to assumption.
The legal definition is relevant here. Paragraph 6 of Schedule 2 to the Private Security Industry Act 2001 covers keeping custody of, or controlling access to, a key or similar device used to operate certain locks. The same paragraph contains exceptions, so the facts of the arrangement still matter.
Licensing point
Current Security Industry Authority guidance says a key holding licence is needed for security work that involves keeping, or controlling access to, a key or device for operating a lock. If other duties are added, check the licence against the full role. The NJProtection guide to checking SIA licences explains how to use the official register.
Separate holding a key from using it
Holding a key does not, by itself, explain when the holder may enter the site or release the key to someone else. The brief should settle those decisions in advance.
| Point to settle | What the brief should record |
|---|---|
| Purpose | Custody only, controlled release, planned access, or another clearly stated duty. |
| Authority | The named person or business role allowed to request access, release or return. |
| Dates | When responsibility begins and ends, including the agreed handover times. |
| Access boundary | Which premises or approved areas the item relates to, without sharing unnecessary detail. |
| Changes | Who must approve a change to the original instruction. |
| Problems | Who receives a report if an item is lost, damaged, retained late or suspected to be compromised. |
Keep sensitive access details out of the first enquiry
An availability enquiry normally needs the town or postcode, dates, intended duties and a named site contact. It does not need alarm codes, detailed access routes or photographs of keys. Share sensitive instructions through the site’s approved handover process once the booking and recipient have been confirmed.
Use a neutral identifier for each key or device rather than attaching an obvious address or room description. Keep the matching record under the business’s access control arrangements. This is general security good practice, not a substitute for the site’s own policy or risk assessment.
Make authority easy to check
Name the main contact and a backup. State whether authority belongs to a particular person or to an on-duty role. If a contractor, employee or venue representative may ask for access, set out how the holder should confirm that request before acting.
A change made by telephone should still be recorded. The aim is to give the key holder a clear instruction trail without circulating sensitive access information more widely than necessary.
Record the handover and return
A short issue record avoids arguments later about what was supplied and when responsibility changed hands. The record can be simple, but both sides should understand it.
- Agree who will complete the handover, where it will happen and at what time.
- Record each neutral key or device identifier and the quantity supplied.
- Confirm the start and end of the holder’s responsibility.
- Note any existing damage or fault without adding sensitive access instructions to an open record.
- Record the return, or the authorised transfer to another named holder.
- Use the site’s reporting process if an item is missing, damaged or suspected to be compromised.
Review the booking if the duties change
A request can grow after the initial conversation. Someone may ask the key holder to attend the premises, open or close a building, patrol an area, guard property or carry out another security task. Treat that as a change of scope, not a small favour.
Review the instructions, site arrangements and licensing position before the extra work begins. The SIA guidance is based on the activity being performed, so the job title alone does not settle which licence is required.
A concise key holding brief
The final brief should be easy for both the business and the proposed holder to check. Include:
- the site area, dates and agreed responsibility period;
- the exact purpose and limits of the role;
- neutral identifiers for the keys or access devices;
- the authorised contact and backup contact;
- the handover, return and change approval arrangements;
- the reporting route for loss, damage or suspected compromise;
- confirmation that the SIA licence check matches the planned work.
The GOV.UK licence checking service links to the SIA register. Use it before confirming the work and check again if the duties change.
Sources and further reading
- NJProtection & Security Services: current services
- Security Industry Authority: find out if you need an SIA licence
- GOV.UK: check security staff have a licence to work
- Private Security Industry Act 2001, Schedule 2, paragraph 6
Discuss key holding cover in West Yorkshire
NJProtection’s current service information says that 48 hours’ notice is preferred, while shorter notice may be considered when availability allows. Include the date, site area, responsibility period and proposed duties so the enquiry can be considered against the role.