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Run: Safe Deposit Box Drilling Procedure SOP

This Safe Deposit Box Drilling Procedure SOP template guides staff through authorization, notice checks, witness setup, drilling, inventory, and chain of cus...

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Steps

The compliance officer confirms the request is supported by documented nonpayment, lost-key status, or other approved legal basis. Verify the case file includes the authorization source, case reference, and renter identity, and that the request matches the box number before any physical work begins.
The compliance officer reviews the notice log, certified mail receipts or delivery records, and customer account records. Confirm all required notices, cure periods, and statutory waiting periods have been satisfied for the applicable jurisdiction and lease terms before scheduling the drill.
The operations supervisor schedules the drill only after confirming the required witnesses and authorized representative are available. Record the appointment date, time, participant names, and confirmation status in the scheduling record before the box is opened.
The vault custodian sets up the controlled drill area and stages tamper-evident bags or seals, inventory forms, access logs, and the camera or mobile device before drilling begins. Confirm the area is restricted to authorized personnel and that all documentation materials are within reach.
The branch manager cross-checks the physical box number, renter identity, and account status against the customer account record and box assignment record. Stop the procedure if any mismatch, missing record, or identity discrepancy is found.
The authorized locksmith or trained operator drills the box while the required witness observes the process. Control sparks, metal fragments, and tool movement during drilling, and confirm the lock is opened without damage beyond the intended lock mechanism.
The vault custodian removes and records each item one at a time on the inventory form before it leaves view. Photograph each item if permitted, assign it to the inventory record, and confirm the item list matches what was removed from the box.
The vault custodian places inventoried contents into tamper-evident bags or seals, labels each container, and transfers them to the approved storage container. Record the transfer in the chain-of-custody log and confirm custody remains continuous throughout the move.
The witness and operator review the access log, inventory form, and chain-of-custody log for completeness, then sign each record. Note any exceptions directly on the forms before the file is closed.
The compliance officer reviews the inventory result and decides whether the case can close or requires escalation. If the inventory is complete and no discrepancy exists, continue to closeout; if any item is missing, damaged, or unaccounted for, route the case to non-conformance handling.
The operations supervisor files the completed drill record in the document retention system and updates the box status in the access log. Confirm the record package includes the authorization, inventory, signatures, and custody documentation before closing the case.
The compliance officer creates a non-conformance report and notifies compliance or management when any discrepancy, evidence of tampering, or deviation from the approved procedure is identified. Record the issue, the affected box, and the escalation contact in the incident file.

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