RANDOLPH COUNTY SHERIFF'S OFFICE

3.2.1 Purpose

The purpose of this policy is to establish strict control, accountability, and security procedures governing the issuance, use, storage, and return of keys and access devices within the Randolph County Detention Center. This policy also defines restricted access areas and controls entry to sensitive or secure locations to ensure the safety and security of staff, detainees, and visitors.

3.2.2 Policy Statement

It is the policy of the Randolph County Detention Center that appropriate security shall be maintained at all times for detainees, staff, visitors, and facility operations. All keys, access cards, and security devices remain the property of the facility and shall be strictly controlled. Unauthorized possession, duplication, misuse, or transfer of keys or access devices is strictly prohibited.

3.2.3 Key Control System

The facility shall maintain a formal key control system that includes:

• Documented issuance logs for all keys and access devices;

• Individual assignment of keys when operationally necessary;

• Secure storage of master keys in Central Control or another designated secure location;

• Maintenance of a complete set of facility keys in Central Control at all times;

• Daily accountability checks conducted by on-duty staff;

• Periodic supervisory inspections and annual audits to ensure compliance.

The Chief Jail Administrator shall designate the distribution, control, and documentation procedures for all keys.

3.2.4 Issuance and Return of Keys

• Keys shall only be issued to authorized personnel.

• All keys shall be signed out and signed back in upon return.

• Keys shall not be transferred between employees without supervisory authorization.

• Keys shall remain under the direct control of assigned staff at all times.

• Lost, missing, or unreturned keys shall be reported immediately to the Shift Supervisor and Chief Jail Administrator.

3.2.5 Master and Restricted Keys

• Master keys and high-security keys shall be limited to authorized supervisory personnel only.

• All access to master keys shall be documented and logged.

• Unauthorized use or possession of master keys shall be considered a critical security violation.

3.2.6 Restricted Access Areas

Restricted access areas include, but are not limited to:

• Central Control Room;

• Armory (if applicable);

• Evidence storage areas;

• Server or IT control rooms;

• Mechanical and utility rooms;

• Kitchen and laundry areas (limited to assigned staff and detainee workers);

• Staff-only secure corridors and sally ports;

• Pod control rooms.

Access to these areas shall be limited to authorized personnel based on job assignment and operational necessity.

3.2.7 Access Control Procedures

• All security doors shall remain locked at all times except during controlled entry or exit.

• Entry into restricted areas shall require proper authorization or electronic access clearance.

• The Central Control Room door shall remain closed and secured at all times.

• Staff shall not permit unauthorized individuals access to restricted areas under any circumstances.

• Entry and exit logs shall be maintained where system capability exists.

3.2.8 Facility Security Measures

• No firearms shall be permitted beyond the main lobby. All armed personnel shall secure weapons in designated lockable storage prior to entering secure areas.

• Cameras, recording devices, and unauthorized electronic devices are prohibited inside the facility unless approved by the Chief Jail Administrator.

• Personal cellular phones are prohibited inside the facility unless authorized; only officially issued devices are permitted.

• Detainees shall never have possession or control of keys, access devices, or vehicles.

• No staff member shall enter high-risk areas without appropriate backup.

3.2.9 Accountability and Inspections

• Supervisors shall conduct regular inspections of all keys and locking devices.

• The Chief Jail Administrator and/or Maintenance Supervisor shall inspect the facility, including all locking mechanisms, at least weekly.

• Staff shall conduct daily checks of locking devices and report any malfunction immediately.

• Any discrepancies shall be promptly investigated and documented.

3.2.10 Lost or Compromised Keys

• Loss of any key shall be reported immediately to the Shift Supervisor and Chief Jail Administrator.

• A security assessment shall be conducted to determine risk exposure.

• Lock replacement or rekeying shall be initiated as necessary.

• Damaged keys shall be reported and replaced as directed by the Chief Jail Administrator.

3.2.11 Prohibited Conduct

Personnel shall not:

• Duplicate keys without authorization;

• Possess unauthorized keys or access devices;

• Leave keys unattended or unsecured;

• Allow detainees access to keys or locking mechanisms;

• Bypass or defeat access control systems;

• Introduce contraband or unauthorized devices into the facility;

• Communicate with detainees outside the scope of official duties in any manner that compromises security.

3.2.12 Safety and Security Operations

• All flammable, toxic, or hazardous materials shall be stored in accordance with applicable laws and manufacturer guidelines.

• Authorized weapons and chemical agents may only be used in accordance with facility policy and under approved circumstances.

• Any use of force involving weapons or chemical agents shall require immediate reporting, including Incident and Use of Force Reports within twelve (12) hours.

• Injured persons shall receive immediate medical attention, and required injury reports shall be completed within prescribed timelines.

3.2.13 Compliance and Enforcement

Violations of this policy may result in disciplinary action up to and including termination. Serious violations may result in criminal investigation and prosecution. All personnel are responsible for strict adherence to this policy to ensure the safety, security, and integrity of the Randolph County Detention Center.