Key Control Register
Know at a glance which keys are out and with whom, and be able to say honestly how many copies of any of them exist.
AS-02 1 page
Access and visitor control · AS-09
Access Card Issue and Return Register
A free printable access card register — every card, fob and pass issued, who holds it, what it opens, and the dates it came back and was switched off.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Know which cards are live and who is holding them, so a card that never comes back is a line you can see rather than a door nobody has thought about.
Who it is for
Whoever looks after door entry at an office, factory, school, site or managed building, and anyone who hands out fobs for a block of flats.
How to use it
- Write in who is allowed to authorise an issue before you hand out the first card.
- Open a line for every card, fob and pass that leaves the drawer.
- Record what it opens in the reader's own terms — doors, zones or the access level your system uses.
- Get a signature when it goes out, and date the return when it comes back.
- Fill in the deactivated column only once the card has actually been switched off.
What is on the sheet
One page, top to bottom:
Printed under the title: Every access card, fob and pass the organisation has handed out — who holds it, what it opens, and the date it was either given back or switched off.
Returned is not the same as deactivated. A card is not a key: handing it back and having it stop working are two separate acts, and only the second one closes the door. That is why the last two columns are apart. Until the deactivated column is filled in, treat the card as live, whoever is holding it.
Write-on lines: Organisation or premises · Register held by · Who may authorise an issue
Cards, fobs and passes — one line per card, kept open until it is switched off
Table, 11 rows: Card / fob no. · Issued to · Role or employer · Opens · Out · Signature out · Back · Deactivated · Notes
Questions
Why are 'back' and 'deactivated' two different columns?
Because they are two different things. A card handed to you on someone's last day still opens every door it opened yesterday until somebody removes it from the system, and plenty of cards are deactivated that never come back at all. Keeping the dates apart shows which of the two actually happened.
Is this the same as the key control register?
No. That one is for cut metal keys, which can be copied and cannot be cancelled. This is for cards and fobs, which cannot usefully be copied but can be switched off remotely — a different problem with a different last column.
Related sheets
Key Control Log
Know how many keys exist and where they are, so you can tell whether a lock genuinely needs changing.
AS-06 1 page
Staff Sign In and Out Sheet
Record who was actually on site and for how long, which is not always the same thing as what a timesheet says.
AS-04 1 page
Escorted Visitor and Escort Record
Make an escorted visit something you can check afterwards, by naming the person responsible for the visitor at every point of the visit rather than only at the door.
AS-12 1 page
