Keydex 3.0
Copyright 1995-2000 Mark Pieczonka
All Rights Reserved
Email markp@techie.com

This information is intended to supplement the online F1 - HELP, which provides screen and field specific information. Under the reports menu, there is an option to generate a report of all hte information in the help system. It is recommended that this report be reviewed since it contains much useful information regarding definitions and tips.

Keydex is equally suited to the implementation of a new key system, as it is to accommodating the requirements of an existing key system. Regardless of the existing key system methodology, Keydex is able to provide effective key control and key access data management for every type of facility, from small to large, and for every type of key system, from simple to complex.

It is best to setup certain types of information at the beginning so that this information is available during routine processing. If it's not done beforehand, then any process requiring this information will issue an error stating that a specific type of code must first be established. In some cases, the required information may be a code, such as a key type or key status. In other cases, it will be information that is part of a hierarchical relationship, such as departments with employees, or buildings with areas/levels.

Sometimes when a problem occurs or a machine is accidentally turned off while the program is running, the indexes may be corrupted. Any time a problem is encountered, the Reindex Databases process should be run. It will be able tp resolve any problems most of the time. Reindexing the databases does NOT change or affect the data, only the way in which it is indexed. 

There is a list of fields at the bottom of the menus that displays all the values last used. The F2 - Quick Pick feature allows these values to be changed quickly and easily for use in the next process, or simply to bring up a list of a particular database for quick reference.
 
During any change process, the F4 - Notes feature allows free form text entry to keep notes attached to the specific record. 

All mandatory required fields are labeled as such. Mandaotry fields are deemed essential to dataobject identification and relational data integrity.

All fields which are marked with a + sign have a pick list pop-up window available while the cursor is on that field. If the exact code is unknown, simply leaving this field blank or enter a partial value to force the picklist to appear. If a partial value is entered, the picklist will automatically scroll down and display the list starting with the nearest match. A picklist for an  optional field will only appear if an incorrect or partial value is entered.

Keydex can be used define levels/areas as floors, departments, functional areas, etc, to facilitate various key system models (e.g. geographical structure, departmental structure, and combinations of both). For example, a geographical setup may have a grand master key that fits all doors on all levels in all buildings, and various master keys of the same system fit all doors on each of the levels for a specific building. A departmental setup may have master keys which fit some doors on various floors in various buildings (e.g. Housekeeping janitor closets are keyed under a Housekeeping master key).

Codes can be devised solely for the purpose of enteringthe data in Keydex, but it is best to use existing codes (e.g. buildings, departments, doors).

Buildings can also be interpreted as wings for single structures and complex facilities (e.g. Patterson Wing, Johnson Wing).

Keydex will not allow you the assignment of a hook in a key cabinet if that hook is already in use. Likewise, Keydex will not allow the deletion of a key cabinet unless all the keys have been removed from the cabinet. If the number of hook in a cabinet are decreased, Keydex will delete the hooks starting from the highest number and working down. If Keydex encounters a hook which has a key assigned to it, then keydex will not delete the hooks and will display a message indicating which hook is preventing the deletion. The key may be reassigned to permit another attempt to delete the hooks. If the number of hooks are increased, Keydex will simply add empty hooks starting with the highest number already defined.

The term key set refers to a particular bitting, whereas key refers to a single piece of metal. For example, a key set may fit a specific door, and there may be several number of keys cut for that key set. Individual keys are issued to key holders, so it is keys (not key sets) that are tracked. A key set can be created in the system without any keys cut or issued.

Key statuses allows the assignment of various states to individual keys. Some usefull statuses may be lost, stolen, destroyed, etc. If a key is reported lost, the the status can be set, rather than deleting the key, so that it can still be cross-referenced in case of a break-in, or in case it is found and the loststatus removed. It may also be useful in establishing criteria for the re-keying of doors for which the control of keys has deteriorated or for investigative reasons. Using a variety of codes will enable the tracking of historical records for the entire life of a key without ever having to delete it from the system.

When establishing a new system, bitting and keying information are usually available from the locksmith and is useful to include, so that when replacement key sets are ordered, an actual key is not required. The bitting fields which have been provided are intended for numerical entries only to accommodate the vast majority of conventional key systems. If using a high security system, such as MEDECO, where it is important to maintain information relating to the angle of the cuts, the F4 - NOTES feature could be used to keep this additional information.

Assigning key sets to each of the doors in a facility can be a tedious job. Keydex makes this task easier by allowing the user to assign all doors in a building or level/area. In some cases, it is then easier to unassign some doors if the majority of doors can be opened by a keyset. 

Once the key set to door assignments which access all doors in a building or level/area are complete, the next step is to assing those key sets which specifically apply to single doors. These must be assigned individually as each door will have a unique key set which fits it.

When a lock is re-keyed it is important to remove the original key set assignment from that door and replace it with another key set assignment. Other than in instances of re-keying or elimination of locks, there are not too many occasions when a key set to door assignment is changed.

In addition to regular standing departments, temporary or non-facility departments (e.g. Contractors, Students) can be estalished to track key assignments and due dates. 

If employees don't have an existing identifier (e.g. employee number, parking number), one method for creating a unique key holder code is to use the first 3 or 4 characters of the last name anm the first character or two of the first name (limit is 10 characters).

The key holder due date field can be used for temporary staff or in the case a know departure date (e.g. retirement, maternity leave, leave of absence). The due date is automatically checked each time Keydex is started. It is recommended that the due date be set ahead of the actual departure date to allow an opportunity to retrieve keys in advance. It may be useful to establish a notification procedure with the Human Resources department to effectively utilize this feature. In an apartment situation, landlords can set the due date to the lease termination date.

The key due date can be used when regularly issuing temporary keys to support staff.

The key stamp field refers to the unique numbering/lettering which is stamped on the key and used as a means of identification. It is recommended that a cross reference code be used when stamping keys to ensure that persons cannot determine which key accesses a particular area by reading the stamp on the key.
