Memo to: Mike Rancer

From: Fred Yasaki

Re: Doe Moffitt Library Key & Card Key Responsibility Meeting 1/9/01

Attending: Fernando Brito, Miguel Labon, Mark Livingston, Kay Starkweather, Troy Wilcox, Fred Yasaki Absent: Jeff Johnson

This group met to discuss key & card key issues within the Doe Moffitt Complex and to develop recommendations for responsibility, key issuance/return, maintenance, security and campus coordination of this critical matter. The group agreed the present situation of slow response is unacceptable and has caused supervisors to hoard keys and not return them as staff leave. This exacerbates the key tracking problem even more. Although internal organizational changes in the Library may improve matters, we all agreed the slow response of UCPD and the Campus Lockshop is outside the Library's control.

Recommendation 1:

The group agreed Library Human Resource Department (LHRD) is the primary point of contact for incoming and outgoing staff. LHRD should take day to day control of key and card key issuance and returns. Additionally, LHRD would maintain key records for new hires, transfers and terminations. Procedures for key issuance, transfers, replacements and returns must be formalized, outlined and publicized to all involved. From the Campus viewpoint, LHRD would become the Library "Key Controller".

Since LHRD is currently staggering under an extremely heavy workload, (1) new career FTE staff must be hired at an appropriate level with available staff in LHRD to supervise this person. A job description must be created and approved by all necessary internal and external campus authorities. Additionally, a new dedicated phone, data line and additional workspace will be required within the Department.

The Library Facilities Department would be responsible for lock and card key reader repairs, maintenance and service within the Doe Moffitt Complex. The Facilities Depart will be the primary contact point with the Campus Lockshop.

The Library Space Planning Office would be responsible for key or card key design and planning for all renovations and new construction projects within the Doe Moffitt Complex. All locks, cardkey readers and keys would be planned in accordance to the established key Masterplan for the Doe Moffitt Complex.

LHRD, Facilities and Space Planning groups will have shared access to a common key and card key database that will be maintained on a current basis.

Timeframe for implementation: The key & card key responsibilities can be moved following an orderly process which can be started now following a carefully crafted implementation plan.

Recommendation 2:

On an incremental basis, all locks and keys within the Doe Moffitt Complex should be converted to the Best key system. Currently, 3 separate key systems are in place for Doe/Doe Annex, Moffitt and the Gardner Stacks. The Doe Library south entry doors must be the highest priority for rekeying. By rekeying these doors, several current key problems can be resolved. Note: Currently, as renovations are made within the Library complex, locks and keys are gradually being changed to the Best key system.

Recommendation 3:

All staff workspaces must be keyed to the master key system. Since numerous keys were lost or stolen in the past compromising security, many Library departments were keyed off the master key system. Currently, LHRD, Copy Services, parts of LBS, parts of Bancroft, and parts of Preservation are "off" the master key. This situation violates Campus and UCPD policies and prevents emergency access by UCPD and the Berkeley Fire Department.

Recommendation 4:

Campus, UCPD and Library key policies must be coordinated and made consistent.

• Campus policy prevents students from being given high level master keys. The Library allows this in several units. Card keys should be given to students or visiting faculty, researchers since new or misplaced cardkeys are more easily obtained or deleted from UCPD's system.
• A determination must be made whether to route every key/card issuance, return, exchange transaction through the Library Key Controller (LHRD) or to permit remote handoffs with mandatory, prompt/prior notice of who and which to LHRD.
• Although Campus policy requires the Library to be responsible for keying within the Doe Moffitt Complex and all of the Subject Specialty Libraries, the group unanimously agreed key responsibilities for the Subject Specialty Libraries must be controlled by their own building managers.

Recommendation 5:

A card key reader should be installed at the Moffitt entry to provide access to authorized students and patrons when doors are locked. When this card reader is installed, access to all authorized users will be provided while maintaining Library security.