For a business, rekeying protects more than a door. Keys that are out of your control are access you no longer manage. Below are the situations where an office should rekey, followed by a practical checklist for planning the work so it's done once, with minimal disruption and a clear record of who holds what.

Lost a master key or need to rekey quickly? Call (613) 707-4884.

When Your Business Should Rekey

  • An employee or contractor leaves without returning keys. Rekey as well if you simply can't confirm they never made copies.
  • A master or grand-master key is lost or stolen. This affects every door it opens, not just one.
  • You move into a new space. Previous tenants, cleaners, contractors and the landlord may all still hold keys.
  • After a break-in or attempted break-in. This is especially urgent if keys, bags or vehicles were taken. Our after a break-in guide covers the order of steps.
  • A change in ownership, management or cleaning and security contractor.
  • Nobody can say how many keys exist. If your key list is out of date, the safest fix is to start fresh.

The Office Rekeying Checklist

Before the visit

  1. List every keyed door and cylinder. Include exterior doors, suites, server and electrical rooms, storage, offices, cabinets with keyed cores, gates and mailboxes. Note the lock type where you can: lever, deadbolt, mortise, rim or interchangeable core.
  2. Decide who needs access to what. Group people by role, for example staff, managers, cleaners and maintenance. This becomes your access plan.
  3. Choose a key structure. A small office may only need everything keyed alike. Larger or multi-tenant spaces usually benefit from a master key system, where individual keys open specific doors and a master opens a group. See our master key system guide.
  4. Decide on key control. Standard keys can be copied at any key-cutting counter. Restricted-keyway systems limit duplication to an authorized dealer with your written approval.
  5. Check the building rules. In leased space, confirm what your lease says about changing locks and whether the landlord or property manager needs a key.
  6. Schedule around operations. Plan the work for before opening, after closing or a weekend, so the doors in use are never left unsecured.

During the visit

  1. Rekey or replace cylinders following the access plan. Replace any lock that is worn or damaged instead of rekeying it.
  2. Test every key in every door it should open, and confirm it doesn't open doors it shouldn't.
  3. Get the key system documented: which key opens which door. Store that record securely, not with the keys.

After the visit

  1. Issue keys with a sign-out record. Note who received which key, the date and their signature.
  2. Collect and destroy old keys where you can, so they can't be confused with the new ones.
  3. Update electronic credentials too. Deactivate fobs, cards and keypad codes for anyone whose access has ended.
  4. Add key return to your offboarding process so you don't have to rekey again next time someone leaves.

Making It Last

Rekeying solves today's problem. Good key control prevents the next one. Our article on key control for Ottawa offices explains how to keep track of keys between rekeys.

To plan rekeying for your business, see our commercial rekeying service or call (613) 707-4884.