Managing physical keys begins with defining buildings and rooms. Once buildings and rooms are defined, keys can be associated with them.

Keys generally have two numbers; a key number and a serial number. A Key Number is used to track which keys give access to which rooms and buildings. A Serial Number is used to track an individual key of a certain key number. There may be keys sharing a Key Number but Serial Numbers will always be unique under each Key Number.

For example, the Key Number 54321 might grant access to Building A room 123. If there are five physical keys with the Key Number 54321, each key will have a unique Serial Number on it, as well as the key number 54321.

There are several tasks related to Key Management:

• Define a Building
• Define a Room
• Define a Key Number
• Associate a Key Number
• Define a Serial Number

Buildings are defined by two traits: Building number, and Description. The building number is the same number used on the UCI Campus Map. The building description is a short phrase to describe the building. For example, the Social & Behavioral Sciences Gateway building is number 214 on the campus map, and has the description 'SBSG' in the ICS Key Management system.

To define a building in the ICS Key Management system follow the steps below:

• Select the 'Building' option from the 'Admin' menu
• click the 'Create Building' link on the right hand side of the page
• Enter the Building number from the UCI Campus Map
• Enter a Building Description
• Click the 'Create' button

There is no way to delete a building once one has been created, but current building descriptions may be edited. To edit a building description follow the steps below:

• Select the 'Building' option from the 'Admin' menu
• Type the building number in the 'Building_No' filter box to display the desired building in the list
• Click the pencil icon to select the building for editing
• Edit the description
• Click the 'Save' button

Rooms are associated with buildings, and each room has two traits; Room Number, and Description. A building must be defined before a room can be created. When viewing a room, there are two room numbers. The first room number is the tracking number for that room in the ICS keys Management system. The second room number is the physical room number. The room tracking number is often hidden by the system and is maintained automatically. The physical room number is editable and maintained by the admin user.

Note: If a key can open multiple rooms then the key number can be a description of what it opens. For example 'BATHROOMS' or 'ELECTRIC'. The Key number is not limited to numeric characters. The description can be used to explain in more detail about what rooms are accessible as a group.

To define a room in the ICS Key Management system follow the steps below:

• Select the 'Room' option from the 'Admin' menu
• Click the 'Create Room' link on the right hand side of the page
• Select a defined Building from the drop down list
• Enter a Room Number
• Enter a Description
• Click the 'Create' button

To edit a room description follow the steps below:

• Select the 'Room' option from the 'Admin' menu
• Type the room number in the 'Room' filter box, below the room list, to display the desired room in the list
• Click the pencil icon to select the room for editing
• Edit the description
• Click the 'Save' button

Unlike buildings, rooms can be deleted. To delete a room follow the steps below:

• Select the 'Room' option from the 'Admin' menu
• Type the room number in the 'Room' filter box, below the room list, to display the desired room in the list
• Click the pencil icon to select the room for editing
• Click the 'View Room' link on the right side of the page
• Click the 'Delete Room' link on the right side of the page
• Click the 'OK' button on the confirmation dialogue box

As mentioned above there are two numbers on a physical key; the Key Number and the Serial Number. The Key Number is used to determine which room and building the key can access. The Serial Number is used to track how many keys of a particular Key Number exist. Once a building and room have been defined, a key number may be defined to track access.

To define a new Key Number follow the steps below:

• Select the 'KeyBox' option from the 'DB Maintenance' menu
• Click the 'Create KeyBox Entry' link on the right hand side of the page
• Enter a unique key number
• Enter a Description (Optional)
• Enter a Tag (Optional)
• Click the 'Create' button

There are two check-boxes on the Key Box definition page: Retired, and Only Admin/Analyst can choose. These options are usually used in other maintenance tasks, but left blank during initial key definition.

The Key Description and Tag are not often used, but if they are, they can be edited. To edit the Description or Tag follow the steps below:

• Select the 'KeyBox' option from the 'DB Maintenance' menu
• Type the Key number in the 'Key_No' filter box, below the KeyBox list, to display the desired Key Number in the list
• Click the Pencil Icon
• Edit the Description (Optional)
• Edit the Tag (Optional)
• Click the 'Save' button

Once a Key Number is defined it can be associated with a room and building. A single key number may be associated with multiple rooms and buildings. Follow the steps below to associate a key number with a room and building: To define a new Key Number follow the steps below:

• Select the 'Key/Room' option from the 'DB Maintenance' menu
• Click the 'Create Key/Room' link on the right hand side of the page
• Select a defined key number form the 'Key Ref' drop down list
• Select a defined room from the 'Room' drop down list
• Click the 'Create' button

If a key gives access to multiple rooms, repeat the steps above choosing the same 'Key Ref' and each of the different rooms until a key/Room association is created for all the desired rooms.

To modify a Key/Room entry, follow the steps below:

• Select the 'Key/Room' option from the 'DB Maintenance' menu
• Use the filter boxes below the list to display the desired Key/Room entry
• Click the pencil icon in the right had column for the desired Key/Room entry
• Select a defined key number form the 'Key Ref' drop down list
• Select a defined room from the 'Room' drop down list
• Click the 'Save' button

If a key no longer gives access to a room the Key/Room entry can be deleted. To delete a Key/Room entry follow the steps below:

• Select the 'Key/Room' option from the 'DB Maintenance' menu
• Use the filter boxes below the list to display the desired Key/Room entry
• Click the pencil icon in the right had column for the desired Key/Room entry
• Click the 'Delete entry' Link on the right had side of the page
• Click the 'OK' button in the confirmation dialogue

After buildings, rooms, and key numbers have been defined, and Key/Room associations have been created, Serial numbers can be used to create the final step in tracking a physical key. A Serial Number ties together all the defined information and associations to create a key in the ICS Key Management System. A Serial Number should be created for each physical key. When a serial number is created for a key, it is listed as in the 'KeyBox' by default, and can be assigned from there.

To create a key in the ICS Key Management system follow the steps below:

• Select the 'Create Key/Serial' option from the 'DB Maintenance' menu
• Select a defined key number form the 'Key No' drop down list
• Enter a unique serial number for the chosen Key Number (multiple serial numbers may be added if separated by commas)
• Click the 'Create' button

Note: There is a yes/no option to 'retire' the key. This is usually left on 'no' during key creation. It may be changed to 'yes' later once the key is retired.

To edit a key/serial entry follow the steps below:

• Select the 'Key/Serial' option from the 'DB Maintenance' menu