A practical rule of thumb

There is no single correct interval for every business. Still, many experienced locksmiths recommend a proactive schedule of roughly once every 12 to 24 months for typical low- to medium-risk businesses. More frequent rekeying makes sense when staff turnover is high, when keys are easy to copy, or when high-value or sensitive assets are involved.

Situations that require immediate rekeying

• Employee termination or role change that affects access
• Lost or stolen keys, especially master or grand master keys
• Contractor or vendor access that is no longer needed
• After a break-in or evidence of internal misuse
• When keys are discovered circulating outside authorized holders

1. Written policy and ownership

Put your rules in writing. State who the key holders are, who can request them, and who can approve them. Don’t forget about the consequences for unauthorized duplication or failure to return keys. A written policy removes ambiguity and ensures enforcement.

2. Issuance and returns

• Record every issued key with holder name, date, reason, and expected return date
• Require signatures for keys issued to employees, contractors, and vendors
• Have a formal check-in process on termination or contract completion

3. Limited master key distribution

Treat master and grand master keys like high-value credentials. Keep their distribution small, logged, and periodically audited. Limit copies and require supervisor approval for any master key issuance.

4. Key duplication controls

Whenever possible, move to restricted keyways or patented key systems that prevent easy duplication. This reduces the need for frequent rekeying due to unauthorized copies floating around.

5. Incident response and auditing

• Define who must be notified for a lost key or suspected compromise
• Set trigger points for mandatory rekeying or hardware replacement
• Run annual or biannual audits of key holders and key logs

Restricted keyways and patented keys

Restricted keyways reduce unauthorized duplication because blanks and authorized duplications are controlled by the manufacturer. They offer stronger administrative control when you need long-term key integrity.

User-changeable cylinders

Some lock systems let you rekey locks quickly without removing the hardware. An IC core allows for quick swapping of cylinders to change access. These can reduce downtime and cost after a key being compromised. They are especially useful in situations where frequent access changes are needed.

Electronic access control

Card readers, fobs, and mobile credentials let you revoke access instantly and provide audit logs. For many businesses, a hybrid approach that uses mechanical locks for low-risk areas and electronic control for sensitive zones is the best balance of cost and control.

Typical costs

Costs vary with region and lock type. Expect single-cylinder rekey jobs to be a low-cost item, while master system design and large-scale rekeys are higher. For businesses, budget for periodic proactive rekeying plus an incident fund to react quickly when needed.

How to start

1. Inventory locks and keys. Note who has which keys and which locks protect sensitive assets.
2. Create a written key control policy and communicate it to staff.
3. Decide on a rekey cadence based on turnover and risk. Start with annual reviews.
4. Implement restricted keyways or user-rekeyable cylinders where they make sense.
5. Schedule periodic audits and test your incident response plan for lost keys.