Audit of Landfill Operations - August 2019

Recommendation To ensure physical key inventory is appropriately controlled, the process of issuing and returning keys should be enhanced. Additionally, the department should ensure that physical key inventory is being tracked and routinely monitored. Enhanced procedures should require that the department: • Perform and document an inventory of all physical keys and the respective custodian of the keys, • Mark each physical key so that they are unique, • Enhance the authorization form to include fields for additional contact information such as a phone number and/or email address, • Enhance the authorization form to include fields for documenting the date the key was returned, who received the key, and if the key log was updated, • Obtain completed authorization forms for all keys currently issued, and • Update the key log based on the performance of the inventory of all physical keys. Management Response Based on audit’s recommendation, management will re-key the Bee Ridge Chemical Collection Facility as well as the five County buildings located at the Central County Landfill by March 31, 2020 and immediately thereafter institute a revised key log policy to be implemented by a key custodian. This key log policy includes revised authorization forms with numbered keys corresponding with contact information for the custodian of each numbered key. At the conclusion of an employee’s tenure or as a result of a role change, that individual will return the key and complete a key log return acknowledgement. The key custodian will monitor the issuance and return of the keys and will be responsible for maintaining compliance with procedures. The Division Manager will meet with the key custodian to review the program annually. 14 | A u d i t o f L a n d f i l l O p e r a t i o n s A u g u s t 2 0 1 9