Vending Key Movement Form - Regional key assignment and transportation

• Document No.

• For regional areas it may be necessary to transport keys from the main office. If regional keys are needed to be transported by the line manager to the key holder, the vending key movements form must be approved by another key movements authoriser approver eg the customer service manager

Key Holder Details

• Key Holder details are to be completed by the key authoriser this should generally be a member of the state functions management team

• CCA Function

  Vending

  EQS

  Security & Fraud

• Key Holders Name

• Position

• Company

• Contact Phone No

• Email

• State

  Select NSW VIC/TAS WA SA/NT QLD

  • NSW
  • VIC/TAS
  • WA
  • SA/NT
  • QLD

• Remote Regional Site Location

• Route No

• Driver No

• Existing CCA Key Ring

• Existing CCA Key Ring ID No

• Details of Existing Keys (List the current keys held, key type, description and serial No)

• If you need assistance identifying the type of keys, where is the serial number etc please refer to the attached link to an summary document design to explain the different key types
  https://ccamatil1-my.sharepoint.com/personal/verica_dobos_ccamatil_com/_layouts/15/WopiFrame.aspx?sourcedoc={C9EAEB45-7D7C-4740-A531-C4891E711762}&file=Key%20Types.xlsx&action=default

• All Key holders must adhere to the CCA Vending equipment conditions of access. Keys should only be issued for the purpose of restocking and cash collection, clearing coin jams, securing a vandalised machine, technical / operational audits and major or minor repairs

• Reason for New Key Request

• Description / Type of New Key/s Required

• Key Holder has signed the CCA Key Control Policy Acknowledgement Form

• Date CCA Key Control Policy Acknowledgement Signed

  Date

• Key Holder has signed the CCA Key Security Policy

• Date CCA Key Security Policy Signed

  Date

• The conditions of access to CCA Vending Equipment have been explained

• Date CCA Vending Equipment access conditions were discussed

  Date

Key Transporters Details

• Key Transporter Name

• Key Transporter Position

• Key Transporters Contact Phone No

• Key Transporters Email

• Expected Date Key Transporter will Pick Up Keys

  Date

• Expected Date Key Transporter will handover Keys to the Key Holder

  Date

Key Authoriser and Approval

• Key Authorisers Name

• Key Authorisers Position

• Key Authorisers Contact Phone No

• Key Authorisers Email

• Key Approval (Key Authorisers Signature)

  Sign

• Approval Date

  Date

• Once approved the Key Authoriser is to complete the details of there local state key custodian below and email the new key request form to them for processing

Key Custodian Details

• The key custodian is responsible for ensuring keys will not be issued, lent or given to any person who has not submitted a acknowledgement to having read and understood and accepted the policy and responsibilities associated with holding vending keys or does not have the required paperwork and authorisations

• Key Custodians Name

• Key Custodians Email

• Key Custodians Contact Phone No

Key Custodian Key Audit / Issue Details

• Key Custodian Audit Completed Against Key Holder Records

  Select N/A Initial Key Issue Existing Key Ring ID Verified Existing Key/s Issued Verified Existing Key Serial Nos Verified

  • N/A Initial Key Issue
  • Existing Key Ring ID Verified
  • Existing Key/s Issued Verified
  • Existing Key Serial Nos Verified

• Details of New Key Types / Serial No issued

• New CCA Key Ring ID No

• Additional CCA Key Ring ID No Issued

• Key Custodians Signature

  Sign

Key Transporter Key Acceptance

• As the key transporter I understand that the keys are to be taken to the key holder within 24 hours (where possible) and I will be responsible for completing an audit of any existing key holders key ring, if there is an extra key I understand the need to combine the keys to the new issued serial key ring. Once the key holder has signed the key acceptance I will ensure the necessary forms are sent to the key Custodian

• I confirm that the key transactions listed are true and accurate

• I understand the keys are to be transferred to the key holder on or before

  Date

• Key Transportors Signature

  Sign

• Date Signed by Key Transportor

  Date

Key Holder Key Acceptance

• Insert a phone of the new CCA key ring serial No and keys

  Media

• I the Key Holder have checked

  Select New CCA Key Ring ID is recorded correctly Key Descriptions are recorded correctly Key Serial No's are recorded correctly

  • New CCA Key Ring ID is recorded correctly
  • Key Descriptions are recorded correctly
  • Key Serial No's are recorded correctly

• As the key holder signing acceptance I understand the requirements to comply with the CCA Vending Key Security and conditions of access to CCA Vending Equipment and the CCA Vending Key Management Policy. In addition, I will ensure that keys issued are kept secure and safe at all times. Any loss of the listed issued keys will be reported immediately to either the customer service manager or equipment services manager

• Key Holders Signature

  Sign

• Date Key Holder Signed and Accepted New Keys

  Date

• REMINDER - Key transportation completion notice must be sent to the state key custodian at this point

• Date and time the Key transportation completion notice was sent to the state key custodian

  Date

Key Register Database Updates

• The key custodian is responsible for ensuring that the state key register is updated with details to show keys moved out of the key safe and full details of keys issued

• Date State Key Register Updated

  Date

• The key custodian needs to ensure the completed forms are scanned and added to the key holders contractor records ie Sharepoint key administration database

• Date Sharepoint Database Records Updated

  Date