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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

E&IG Guidance for DS&VS Keying Systems and Zones Fact Sheet

Units are responsible for the replacement of security keying systems as advised by the DS&VS Fact Sheet – Keying Systems and Zones (Available below).

E&IG recommends the following:

  • Upon the identification of keying systems (on perimeter doors of Physical Security Zones) that are no longer covered by an active patent or Intellectual Property protection:
    • Consider the ongoing requirement for a restricted keying system. Is a restricted keying system actually required? Has the use of the facility/room changed? Is a restricted keying system still required?
    • Where does the expired key/s sit in your keying system hierarchy? If you change one, what are the second and third order effects? Are there other stakeholders effected by this?
  • If a restricted keying system is still required, conduct a security risk assessment to identify the security risks associated with the expired keying system.
    • This will assist with prioritising and assessing competing demands. A risk based approach should be undertaken by each Unit when identifying priority tasks, for example an expired perimeter key system on a door that opens directly onto a public area poses a greater risk than a perimeter door of a zone that is located inside a base with additional security layers (eg. Access control, perimeter fencing, electronic access to the building etc.)

For Defence owned and operated premises

Once a need has been established, submit a Service Request (AE547) requesting the keying system be replaced with a Current SCEC endorsed keying system in accordance with your specific requirements.

In the AE547 state:

    ACTIVITY
  1. Service requested - Select Estate Upkeep
  2. Short Description – Select Unplanned, reactive or corrective maintenance
  3. Long Description - Replacement of expired keying system. Replace with SCEC endorsed keying system. (insert further details re requirements based upon Zone and accreditation requirements etc)
  4. Cause – Compliance Work

PAYMENT AUTHORISATION
Considerations:

  1. Was the lock installed as part of an E&IG delivered project? If yes, E&IG pays
  2. Was the lock installed by the unit? If yes, Defence Customer pays. (Insert relevant Cost Centre details)
  3. A Unit may choose to pay for the keying system. If so, Defence Customer pays. (Insert relevant Cost Centre details)

For Leased Premises

Raise an AE547 in the first instance. The EMOS will provide advice about lease arrangements concerning specific leases.

If they can't provide information, seek advice from Property Management Branch (Directorate of Office Leasing & ACT Accommodation or Directorate of Strategic Advisory Projects & Integration) Pages - Property Management Branch (PMB)

Consider stakeholders external to Defence when replacing keying systems in leased premises. (Example – Master Fire Door keys etc)

If restricted keying system has expired and a restricted keying system is NO longer required:

Submit a Service Request (AE547) requesting the keying system be replaced with a non-restricted keying system or door handle

In the AE547 state:

ACTIVITY

  1. Service requested - Select Estate Upkeep
  2. Short Description – Select Minor Workplace Adjustment. (Note: A Minor Works Adjustment (MWA) will not be actioned immediately due to competing demands).
  3. Long Description – Removal of expired keying system. Replace with NON restricted keying system / OR / door handle. (insert details re desired outcome)
  4. Cause – Compliance Work

PAYMENT AUTHORISATION

  • E&IG pays
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Last Modified: August 2020
Technical Authority: ESD
Subject Matter Expert: DEPU