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Purpose and Scope
Knox Security key boxes provide the Oxford Fire Department (OFD) with the keys needed to quickly access exterior and interior doors of a building in the event of an emergency. This SOP provides the official procedure for how Knox Security key boxes are requested, installed, and how the keys for these boxes are managed, tracked, and transferred to the OFD.
The OFD typically requests Knox Security key boxes be installed during new construction and renovation projects. However, they can also be requested for existing buildings at any time. The OFD identifies the location where the boxes are to be installed. This SOP applies to all parties involved in the request, fulfillment, and transfer of Knox box keys, including Project Managers, PFD staff, and the OFD.
Policy
Per the Knox Security Key Box system, only the OFD maintains keys to unlock the key boxes. All requests, work, communication, and key transfers related to Knox boxes must be formally documented and managed through the University's Computerized Maintenance Management System (TMA).
Procedure & Responsibilities
Request Initiation
- Miami’s University Fire Marshal will contact the Oxford Fire Chief on renovations and new construction for consultation on fire panels and Knox boxes.
- All requests for new Knox box installations or keys for existing boxes must be initiated by the requesting party (e.g., OFD, Project Manager) by contacting MUPD. MUPD will submit an online work order through the iService Desk portal - https://pfdwtmap13.it.muohio.edu:8443/
- The work order for keys will be marked Urgent with the expectation that the keys will be cut, serialized, and delivered to the OFD within three business days of receiving the work order.
- The work order must specify the building and number of boxes for which keys are being requested. Requests for new boxes will be installed on the street entrance and service drive entrance unless otherwise specified in the work order.
- This TMA work order will serve as the single source of truth for tracking all subsequent actions related to the request.
Key Cutting & Preparation
- Key Shop: Upon receiving the TMA work order, the Key Shop is responsible for cutting, serializing, and preparing three (3) sets of keys for each box requested.
- All actions, including the serial numbers of the keys produced, must be documented in the TMA work order and the TMA key management module.
- Once keys are prepared, the Key Shop will give the keys to the Senior Program Associate that manages the TMA key system.
Key Pickup Notification
- The Senior Program Associate that manages the TMA Key System will notify the MUPD Emergency Manager that keys are ready to be picked up.
- MUPD Emergency Manager will sign for and pick up the keys from PFD.
Key Transfer & Documentation
- PFD: At the time of pickup, the MUPD representative must sign for the keys and the TMA work order will be updated with the date, time and name of the MUPD representative that picked up the keys.
- MUPD Emergency Manager will deliver the keys to the OFD and update the work order remarks with the time, date and name of the individual from OFD that accepted the keys.
Key Verification & Installation
- OFD: The OFD is responsible for verifying that the requested keys work correctly and for installing them in the Knox box at the building.
- Keys that are found to be not working (new or existing) should be dropped off at MUPD. A new iService Desk request must be submitted for the re-keying process to begin.
- The OFD is responsible for conducting annual audits of the Knox boxes to ensure keys are working properly
Key Updates for Existing Buildings
- Key Shop: When building locks are updated or re-keyed, the Key Shop will proactively cut new keys for the Knox box and deliver them to the Senior Program Associate that manages the TMA Key System.
Revision History