Keys & Vaults

Branch Operations & Account Services

This document provides guidance with maximum coverage of the revised processes issued through circulars over the period
(till May 31, 2021) and is exclusively for use by the staff members of HBL.
 Operations Manual
Version 3.0 Keys & Vaults

Keys & Vaults – Branch Operations & Account Services

APPROVAL SHEET
Document Owner: Branch Operations & Account Services
Document Version: 3.0
Implementation Responsibility: Branch Operations & Account Services
Custodian: Branch Operations & Account Services
Operating Jurisdiction: HBL Pakistan
Review Frequency: 3 years or earlier, if required
Review Responsibility: Branch Operations & Account Services
Last Approved: September 2018
Approval Date:
Effective Date:
Next Review Date: 2024

Prepared by (Document Owner) Stakeholder’s Review

Reviewed by

__________________ _________________
Ali Haider Gardezi Ikramullah Khan
Head – Branch Operations Support & Governance Head – Advisory & Policy Management,
Global Compliance
Concurred by

__________________
Fouzia Jabeen Janjua
Head – Branch Operations & Account Services

Approved by

______________________
Sagheer Mufti
Chief Operating Officer
 Operations Manual
Version 3.0 Keys & Vaults

TABLE OF CONTENTS
1. Introduction ............................................................................................................................................... 1-1
2. Objective & Scope ...................................................................................................................................... 2-1
3. Categorization of Keys ................................................................................................................................ 3-1
4. Custody of Keys .......................................................................................................................................... 4-1
5. Keys Handling ............................................................................................................................................ 5-1
6. Keys & Vault Operations ............................................................................................................................. 6-1
6.1 Placement of HBL Branch Duplicate Keys............................................................................................ 6-1
6.2 Withdrawal of HBL Branch Duplicate Keys (kept in HBL Branch) ........................................................... 6-2
6.3 Reconciliation of Record of HBL Branch Duplicate Keys (kept in HBL Branch) ....................................... 6-4
6.4 Original and Duplicate Keys Handling Process for a new HBL Branch ................................................... 6-4
6.5 Placement of Other Bank’s Branch Duplicate Keys in HBL Branch ........................................................ 6-5
6.6 Withdrawal of Other Bank’s Branch Duplicate Keys Kept in safe custody with HBL Branch .................... 6-5
6.7 Placement of HBL Branch Duplicate keys in other bank’s branch ......................................................... 6-6
6.8 Withdrawal of HBL Branch Duplicate Keys (kept in other Bank’s Branch) .............................................. 6-8
6.9 Reconciliation of Record of HBL Branch Duplicate Keys from other Bank’s Branch ............................... 6-9
6.10 Locker Breaking in case of Loss of Keys (other Bank’s Branch) ........................................................... 6-10
7. Loss of Keys ............................................................................................................................................... 7-1
8. Loss of PIN Code of Digital Security System (where available) ...................................................................... 8-1
9. VAULT OPERATIONS .................................................................................................................................... 9-1
10. Precautionary Guidelines ...................................................................................................................... 10-1
11 ANNEXURES ......................................................................................................................................... 10-1
Deposit of Duplicate Set of Keys.................................................................................................................... 10-1
MIS Containing the details of placed Duplicate Keys in other HBL Branch....................................................... 10-1
Withdrawal of Duplicate Set of Keys from Other HBL Branch for Annual Rotation ............................................ 10-1
Emergency Withdrawal of Duplicate Set of Keys by HBL from Other HBL Branch .............................................. 10-1
MIS Containing the details of Duplicate Keys of other Bank kept in HBL Branch .............................................. 10-1
Request for Issuance of Safe Deposit Locker / Safe Custody for HBL .............................................................. 10-2
Deposit of Duplicate Set of Keys by HBL ........................................................................................................ 10-3
MIS Containing the Detail of Placed Duplicate Keys in Other Bank’s Branch ................................................... 10-4
Withdrawal of Duplicate Set of Keys from Other Bank’s Branch for Annual Rotation ........................................ 10-5
Emergency Withdrawal of Duplicate Set of Keys by HBL from Other Bank’s Branch .......................................... 10-6
Loss of Locker Key Held in Other Bank’s Branch ............................................................................................. 10-7
 Operations Manual
Version 3.0 Keys & Vaults

1. Introduction
This document provides guidance and is exclusively for use by the staff members of HBL. Strong Rooms/
Vaults have been built in the Branches/ Centers to provide a secure place for safekeeping of Cash and
other valuables/ records of the branch. Its administration and control of Keys/ Combination Locks acquire
a paramount position in the array of branch security controls. The Bank has laid down various guidelines to
enforce proper recording and safe keeping of keys so that the branch security is not compromised.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 1-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

2. Objective & Scope

The goal of this chapter is to establish standards and norms that must be followed by all business and
support functions within the Bank. This manual outlines the necessary controls over keys and vaults in
terms of handling, loss or theft as well as to deliver a proper training to staff involved in handling,
transferring and rotation of the keys. The primary purpose of this chapter is to communicate to branch staff
the practice of the bank with respect to keys and vaults and outlining the procedure that must be followed
by bank staff.
This chapter lays down the detailed procedural guidelines for the Bank staff to follow with respect to Keys
and Vaults and the overall responsibility of the Bank to enforce proper recording and safe keeping of Keys.
This chapter applies to all HBL functions (local keys and vaults) including the Banks representative offices.
It will be required to sign into a service Level Agreement (SLA) with Global Compliance in order to obtain
review services for vetting policies, procedure Manuals/SOPs, and other documents.
Mechanism of Amendments of Manual
In case of any type of amendment, the same will be communicated through internal circular with proper
reference of manual and which shall become applicable immediately. However, manual will be updated as
per AFPAD

This document provides guidance and is exclusively for use by the staff members of HBL. Page 2-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

3. Categorization of Keys
Keys have been segregated into two categories at the branch level.

3.1. Primary Keys

All the cabinets/ safes/ places that are critical to the branch in terms of items kept in it such as Cash, Prize
Bonds, Banker’s Cheques, Trade Finance documents or the purpose they are meant for i.e., ATM Room/
Deposit Box/ Safe, Lockers are categorized as Primary places/ areas and its keys are called Primary Keys.
These Keys warrant supervision/ monitoring and should be under the dual control at all times.

3.2. Secondary Keys

All Keys at the branch other than the Primary Keys are termed as Secondary Keys. These Keys may be under
the single control as instructed by the Operations Manager (OM)/ Manager Teller Services (MTS).
Following is the table showing different categories of Keys:

Main Vault Door

Vault Grill Door
Cash Safe/ Cash Box
Main Locker Door
Primary Keys
Locker Grill Door
Locker’s Master Key
ATM Room Door
ATM
ATM Deposit Box/ ATM Safe Key
Branch Main Door
Secondary Keys Cabinets
Teller Drawers

The instructions set out below pertain to the Primary Keys only, whereas Secondary Keys are under the
responsibility of the Operations Manager (OM)/ Manager Teller Service (MTS) and assigned/ maintained
under his/ her specific instructions.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 3-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

4. Custody of Keys
4.1. General Process
Bank maintains two sets of all types of Keys. The original set remains at the branch in the custody of branch
personnel, whereas the duplicate set is kept at another branch, designated by the relevant ROC, under his/
her jurisdiction for the said purpose. The Keys are required to be rotated between these branches annually
as a mandatory requirement to ensure their even wear.
The Key Custodians at branches are mentioned below in the Key Custody Matrix (Annexure 1A):

Keys Key # Corporate / Commercial Branch Retail Branches

1 Operations Manager Operations Manager
Vault Main Door 2 Manager Teller Services Manager Teller Services
3 Head Teller Head Teller
1 Manager Teller Services Operations Manager
Vault Grill Door
2 Head Teller Head Teller
1,2 Operations Manager Operations Manager
Cash Safe 3 Manager Teller Services Manager Teller Services
4 Head Teller Head Teller
1 Manager Teller Services Operations Manager
Cash Box Head Teller / Manager Teller
2 Head Teller /
Services
1,2 Manager Teller Services Operations Manager
Locker Main Door
3,4 Locker Custodian Locker Custodian
1 Manager Teller Services Operations Manager
Locker Grill Door
2 Locker Custodian Locker Custodian
Locker Master Key 1 Locker Custodian Locker Custodian
Digital Security Original Code Manager Teller Services Operations Manager
System (DSS), where
available Backup Code Branch Manager Branch Manager
ATM Room Door 1 Manager Teller Services Manager Teller Services
ATM Deposit Box/ Combination
Manager Teller Services Operations Manager
ATM Safe Code

This document provides guidance and is exclusively for use by the staff members of HBL. Page 4-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

5. Keys Handling
5.1. Assignment of Keys
OM/ MTS is the key authority responsible for assigning the Primary Keys to the branch employees and
ensuring the recording of the same in the Key Register.
OM/ MTS is required to ensure that the assets as per the Bank’s record, specifically the manual Cash
Register and System Balances, reconcile with the Physical Assets (Cash, Prize Bonds, Government
Securities etc.) before the Key is assigned to any employee. An acknowledgement should be obtained from
the employee to whom the Key is transferred about the reconciliation.
Upon satisfactory reconciliation, OM/ MTS hands over the Key to the new Key holder and makes the entry
in the Key Register. Key Register is required to be maintained at each branch in which all important Keys
and its holders are mentioned. Such register is to be held in the custody of the OM/ MTS.
Timing of handing over the keys are recorded in register and activity is performed under CCTV camera.
Key Register

Key holder’s Period (Date & Manager’s/Reviewer’s

Key # Key holder’s Name
Signature Time) Signature
From To

The new Key Holder signs the Key Register as an acknowledgement of assuming responsibility for the Key
transferred to his custody after which it is to be initialed by the OM/ MTS.

5.2. Transfer of Keys

Transfer of Keys refers to the exchanging of hands for both Primary and Secondary Keys. The Keys can only
be transferred to those employees who are eligible for the assignment of Keys (as mentioned in the
preceding section). The transfer of Keys is required if the existing Key Custodian is going on leaves.
OM/ BM before initiating the process of taking over of keys ensures that asset under locked key reconciles
with bank’s records and signs on the key register. Following are the significant details of assets ensured
during the transfer of keys and signs on the key register:

a) Prize bond and cash position

b) Collateral and securities position
c) Stamp papers position
d) Content of locker forced open/ broken
e) Banker’s cheques (stationary as per record in hand)
OM/ MTS shall initiate the process of taking over the Keys from the Key Custodian (Key Reliever) in front of
the next Key Custodian. The OM/ MTS should adhere to all the procedures stated in section 5 or follow the
instructions received from the Region regarding the Transfer of Keys.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 5-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

There may be situations where the OM/ MTS himself/ herself has to go on leaves. In such circumstances,
the person replacing him/ her should be handed over the Key but under the supervision of the Branch
Manager/ Authority superior to him/ her.
OM/ MTS is the Custodian of the Key Register and responsible for reviewing the entries in it every time the
Key is transferred between the employees. Date-wise entries are made in the Key Register. The new Key
Holder signs the Key Register as an Acknowledgement of assuming responsibility for the Key transferred to
his/ her custody, after which it is to be initialed by the OM/ MTS.
Timing of the transfer of keys is recorded in the key register and activity is performed under CCTV camera
surveillance.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 5-2
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6. Keys & Vault Operations

6.1 Placement of HBL Branch Duplicate Keys
In Other HBL Branches
For Karachi Region, the duplicate sets of branch keys are kept with Karachi region at designated Dawood
Center branch (Code # 2441).
Duplicate set of keys of Karachi Region branches are kept in safe custody of Dawood Center branch (Code
# 2441) locker, with dual custody of branch BOM and Karachi Region representative (RSM Branch
Services/ Designated Staff).
Other than Karachi Region each region should maintain an updated MIS which should have the following
details:

i. Branch Name

ii. Nearby HBL Branch in close proximity

a) With Locker; &/ or

b) Safe Custody

c) Branch proximity (KM)

BOM through AOM shall request via email to RSM-Branch Services/ ROC/ SROC for the attainment of Safe
Deposit Locker facility or safe custody in other HBL branch to place duplicate set of branch keys/
combinations.
RSM-Branch Services/ ROC should review the request as per MIS and take decision based on the criticality
of the issue that which branch best suit for locker or safe custody requirement of the requested branch.
RSM-Branch Services/ ROC will inform the branch accordingly as well.
Designated branch is selected by the respective RSM-branch services/ ROC after considering its proximity
to Regional Office and availability of reasonable space in the Locker for the storage of Duplicate Keys of all
the branches of the Region.
Once the HBL branch is selected, RSM-Branch Services shall write an email for consent to the respective
ROC, keeping respective SROC in the email for obtaining Safe Deposit Locker facility or Safe Custody of
duplicate keys.
Once consent is provided by the ROC to RSM-Branch Services, shall share the copy of the same with the
respective branch to visit and obtain the locker facility in line with the defined procedure. Approval on email
should be retained in the region as well as in the respective branch for record purposes.
“Operations Manager/ Branch Manager” with “AOM” will fill out Locker Application Form of designated
HBL branch and get Locker issued in the Name of HBL Depositing Branch for the placement of duplicate
set of keys/ combinations of branch.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

If custodian branch is providing Safe Custody for the placement of duplicate keys, “Operations Manager/
Branch Manager” with AOM & any “MTS” (Manager Teller Services) shall visit the respective branch and
Fulfil/ Complete the due formalities with them accordingly.
In light of the approval received from region, branch shall prepare covering letter (Annexure 2A) for the
placement of duplicate set of keys/ combinations of branch along with the MIS (Annexure B). Annexure 2A
& B should be signed by “Operations Manager” with AOM & any “MTS” after ensuring that every item is
correctly and completely stated.
The details of duplicate set of keys/ combinations of the branch must also be entered in the Key Register
on a separate folio marked "Duplicate Keys Movement".
The duplicate keys envelope along with the copy of signed (Annexure 2A) shall be wrapped/ covered in a
cotton envelope/ as per the arrangement and duly sealed with “Operations Manager” with any “MTS”
signatures along with the stamps on the sealed cotton envelope/ packet. This activity must be conducted
under CCTV coverage.
Operations Manager/ Branch Manager” with “AOM” should visit HBL custodian branch in person with the
sealed packet with Annexure 2A. Both official shall place the sealed envelope in the locker along with the
signed Annexure 2A.
An acknowledgement shall be obtained on cover letter (Annexure 2A) from the custodian Branch for Safe
Deposit of set of duplicate keys.
While placing/ withdrawal of duplicate keys for safe custody, custodian branch should make entry in Safe
in/ Safe Out Register where custodian branch is providing Safe Custody for the placement of duplicate
keys.
Custodian branch shall mark waiver in the system against the annual locker charges while allotment of
locker to the other HBL branch.
The key of locker attained in other HBL branch shall be placed in the main safe within vault of the respective
HBL branch under dual custody. Entry for placing/ withdrawal shall be made in Safe in/Safe Out register
along with the date and signed by the authorized person.
Respective branch will maintain the record of Cover Letter (Annexure 2A) with the Acknowledgement as well
as the MIS (Annexure B) to ensure the exact location of duplicate keys held with HBL custodian branch.
Copy of Annexure 2A with the Acknowledgement as well as signed Annexure B shall be sent to the RSM-
Branch Services/ROC through email/courier services for record and tracking purposes.

6.2 Withdrawal of HBL Branch Duplicate Keys (kept in HBL Branch)

The time period for placement of duplicate set of keys at a particular branch is one year (withdrawal may
be before one year or as the case may be). Withdrawal of duplicate keys shall occur in following
circumstances through a covering letter (Annexure C or D);
i. Placement of duplicate set of keys reached to one year and annual rotation is due. (Annexure C)

ii. The key holder could not reach the Branch or is incapable to deliver the keys due to unknown reasons.
(Annexure D)

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-2
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

iii. The key holder has expired, and keys could not be traced immediately. (Annexure D)

iv. The key holder has lost the keys. (Annexure D)

v. The key pouch has been snatched by culprits. (FIR will be launched by the branch) (Annexure D)

vi. The original key has been broken. (Annexure D)

As soon as any of the above situation occurs, Operations Manager through AOM shall request via email to
RSM-Branch Services/ ROC for the withdrawal of Duplicate set of Keys from the custodian branch.
Upon receiving the request, RSM-Branch Services shall request for the approval to the ROC through email
for the withdrawal of Duplicate keys from custodian branch keeping SROC (Senior Regional Operations
Chief) in the same email.
Upon receiving the request, ROC shall provide approval keeping in view the genuine reason. RSM Branch
Services/ ROC will authorize two senior branch staff one of them shall be AOM to visit HBL custodian branch
for retrieving the keys.
Branch shall fill Annexure C or Annexure D in light of the approval received from RSM-Branch Services/
ROC and shall send the form through email to RSM-Branch Services/ ROC for sign off.
In case, the Duplicate Keys Packet is placed in the Safe Custody of HBL custodian branch then it is the
responsibility of branch staff [AOM and other designated staff] to check that packet is sealed and not
damaged.
The Duplicate set of Keys packet should be opened in the branch premises by both Operations Manager
and Senior Branch Officer in presence of AOM under CCTV coverage so that every activity should clearly be
recorded. Only those keys will be taken out originals of which are not available/ missing. Duplicates of lost
keys will be given to concerned Key Holders and this action will be duly recorded in the Key Register. Rest
of the keys will be kept in safe custody temporarily of the branch after recording the same in Safe in/ Safe
out Register.
In case the original keys were stolen/ lost/ broken, arrangement will be made by Operations Manager with
RSM-Branch Services to immediately change the lock on the Same Business Day through HBL approved
Technician/ Vendor.
Technician’s Identity should be verified by the Operations Manager through his Identity/ Company Card
after which the Technician shall be allowed to change the Lock. The Keys of the changed Lock along with
its duplicates shall be taken over by the Operations Manager in presence of Senior Branch Staff.
In case if the lock cannot be replaced by the vendor on the same business day, the duplicate keys must be
retained in the branch, under the dual custody of Operations Manager and Senior Branch Staff after
obtaining formal approval from AOM/ RSM-Branch Services/ ROC through email.
Duplicate keys shall continue to be used till the lock is changed and AOM/ RSM-Branch Services/ ROC will
be informed by Operations Manager.
Upon receipt of new sets of keys for the new lock, same procedure of lodgment of duplicate set with HBL
custodian branch shall be followed.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-3
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Same instruction for placement of duplicate keys will be followed in case the keys are withdrawn through
annexure C as specified in section 5.1 above

6.3 Reconciliation of Record of HBL Branch Duplicate Keys (kept in HBL Branch)
Records for the following shall be filed at requesting branch as well as with RSM-Branch Services/ ROC for
the issuance of safe deposit locker;
Requesting RSM-Branch
S. No Record Details Branch - HBL Services/ ROC
1 Approval for HBL Custodian Branch Copy Original
Covering letter (Annexure 2A) by requesting branch HBL for the
2 placement of duplicate set of keys/combinations. Original Copy
Signed MIS (Annexure B) containing the details of placed Duplicate
3 Keys in HBL Custodian Branch Original Copy
Request letter (Annexure C & D) for withdrawal of duplicate keys
4 envelope, as a receipt of acknowledgement. Original Copy

AOM upon visits/ surprise visits/ spot checks at branches shall ensure that proper record should be
maintained (as per Annexure 2A) along with all supporting documents.
RSM- Branch Services should ensure on a bi-annual basis that complete record for all branches in the said
region is maintained. After discontinuation of role of RSM Branch Services in spoke region, RSM Admin will
perform this activity (ref circular (STF/2020/20 dated 25.03.2021)
Regional Support Manager – Branch Services (RSM-BS) in Hub Regions and Quetta Region and Area
Operations Managers (AOMs) in Spoke Regions should ensure that branches once in a year perform the
keys’ rotation exercise.

6.4 Original and Duplicate Keys Handling Process for a new HBL Branch
General Process
New Branches being opened will receive a Memo from GAD Department/ RSM-Branch Services / ROC
specifying custodians of each key and their backups (Original & Duplicate).
The details will be recorded in the Key Register immediately upon receipt and respective staff’s signatures
obtained upon handing over the same to them. OM/ MTS will be responsible to keep custody of the Key
Register and to keep it updated to reflect current position at all times.
The Original set of Keys and Duplicate Set of Keys along with the acknowledged Memo is handed over to
the OM/ MTS at the branch who immediately operates it to ensure the completeness/ correctness of Keys
and acknowledgement memo is filled for record purpose.
Bank maintains two sets of all types of Keys (Primary & Secondary). The original set remains at the branch
in the custody of branch personnel, whereas the duplicate set is kept at another HBL branch or other Bank’s
Branch, designated by the relevant RSM-Branch Services/ ROC, under his/ her jurisdiction.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-4
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6.5 Placement of Other Bank’s Branch Duplicate Keys in HBL Branch

General Process
6.5.1 Other bank’s branch shall request HBL respective branch through a formal request letter for obtaining the
safe deposit locker facility or safe custody of duplicate keys in vault of HBL branch.
Following will be required with request from other bank’s branch;

i. Request endorsed by the higher authority of other bank one level above the branch officials
requesting to attain safe deposit locker facility or safe custody in respective HBL branch.

ii. Details of keys to be kept in safe custody mentioned in the request.

iii. Name, CNIC Number, Designation, Employee Number, Specimen signature of two authorized
officials of other bank’s branch mentioned in the request.

iv. Copy of Valid CNIC of authorized staff.

v. Copy of Valid Job Card of authorized staff.

6.5.2 BOM through AOM shall request via email along with request letter received from other bank attached to RSM-
Branch Services/ ROC for the allotment of Safe Deposit Locker facility or safe custody in HBL branch to place
duplicate set of other bank’s branch keys/ combinations.
6.5.3 RSM-Branch Services/ ROC shall review the request and take decision whether to approve or decline the
request. RSM-Branch Services will inform the HBL branch accordingly as well.
6.5.4 Once approval is received for allocating the space in safe custody in vault or allotment of locker by other bank’s
branch, same shall be informed to the other bank’s branch concerned staff.
6.5.5 BOM shall ensure to maintain approval as well as the MIS (Annexure E) for the safe keeping of duplicate set
of keys of other bank’s branch in locker or vault for record purpose.
6.5.6 Duplicate keys to be placed in safe custody should be received from other bank’s official under CCTV coverage
and entry in safe in/ safe out register shall also be made under CCTV coverage so that every activity should
clearly be recorded.
6.5.7 The annual charges for the locker/ safe custody attained by the other bank shall be levied & recorded as per
prevailing HBL Schedule of Bank Charges. While charges shall be received through pay order in the name of
HBL respective branch or as per the arrangement decided at the time of allotment of locker/ safe custody.

6.6 Withdrawal of Other Bank’s Branch Duplicate Keys Kept in safe custody with HBL Branch
General Process
6.6.1 Withdrawal request will only be entertained upon receiving of the following documents by two officials of other
bank;

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-5
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

i. Withdrawal request letter mentioning the details of keys along with the other bank’s staff along with
their specimen signatures.

ii. Copy of Valid CNIC

iii. Copy of Valid Job Card

iv. Extract of specimen signature of authorized officials from latest/ valid “Authorized Signature Book” of
respective other bank

6.6.2 Upon receiving the withdrawal request from safe custody, BOM shall affix time stamp and verify the signatures
on the request letter from the latest/ valid “Authorized Signature Book” of respective other bank and affix
“Signature Verified” stamp.
6.6.3 BOM shall ensure that the pre-requisites as mentioned above should be fulfilled.
6.6.4 Duplicate Keys Packet shall be taken out from the vault and entry shall be made in safe in/ safe out register
under CCTV coverage so that every activity should clearly be recorded.
6.6.5 Duplicates keys packet shall be handed over to the respective bank’s officials under CCTV coverage after
taking acknowledgement on the copy of the request letter received initially and will be kept for record purpose.
6.6.6 After handing over the duplicate keys packet to other bank’s officials, BOM shall intimate the BM/ AOM/
RSM-Branch Services/ ROC/ SROC along with the acknowledgement & other documents mentioned above
for the other bank officials through email.

6.7 Placement of HBL Branch Duplicate keys in other bank’s branch

6.7.1 Sometimes, there are no HBL branches in close proximity (i.e. 5 to 10 kms of radius) where duplicate set of
branch keys/ combinations can be placed.
6.7.2 BOM, through AOM, must request the RSM-Branch Services/ ROC/ SROC via email for the attainment of Safe
Deposit Locker facility or Safe Custody in other bank’s branch to place duplicate set of HBL branch
keys/combinations.
6.7.3 Each region (RSM Branch Services) must maintain an updated MIS, which must have the following details;
i. Branch Name
ii. Nearby HBL Branch in close proximity
a) With Locker; & / or
b) Safe Custody
c) Branch Proximity (km)
iii. Other Bank’s Branch in close proximity
a) With Locker; & / or
b) Safe Custody
c) Branch Proximity (km)

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-6
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6.7.4 RSM-Branch Services/ ROC must review the request as per MIS and take decision on which other bank’s
branch is best suited for locker or Safe Custody requirement of the requesting HBL branch. RSM-Branch
Services/ ROC will inform the HBL branch accordingly as well as keeping SROC in the email.
6.7.5 Once the other bank’s branch is selected, RSM-Branch Services/ ROC must write a letter (Annexure F) to that
selected bank’s branch for obtaining Safe Deposit Locker facility or Safe Custody of duplicate keys authorizing
two staff from requesting HBL branch, one of them must be AOM.
6.7.6 A copy of letter sent to other bank’s branch (Annexure F) for Safe Deposit Locker or Safe Custody must also be
sent to the requesting HBL branch for record purposes keeping SROC in the email as well.
6.7.7 Once consent is provided by other bank’s branch to RSM-Branch Services/ ROC, the copy of the same consent
must be shared with the respective branch designated staff to visit and obtain the Locker facility or Safe
Custody in line with their defined procedure. Original approval will be retained in the region for record
purposes
6.7.8 Operations Manager/ Branch Manager” with “AOM” will fill out other bank’s locker application form for the
issuance of locker in the name of respective HBL branch for depositing the branch duplicate set of keys/
combinations.
6.7.9 In light of the approval received from the region, branch must prepare covering letter (Annexure G) for the
placement of duplicate set of HBL branch keys/combinations along with the MIS (Annexure H). Annexure G &
H must be signed by “Operations Manager” in addition to AOM, after ensuring that every item is correctly and
completely stated.
6.7.10 The details of duplicate set of keys/ combinations of the branch must also be entered in the Key Register on
a separate folio marked "Duplicate Keys Movement".
6.7.11 The envelope of duplicate keys along with the copy of signed (Annexure G) must be wrapped/ covered in a
cotton envelope, as per the arrangement and duly sealed with signatures of “Operations Manager” and AOM,
along with relevant branch stamps. This activity must be conducted under CCTV coverage.
6.7.12 “Operations Manager/ Branch Manager” with AOM must visit other bank’s branch in person with the sealed
packet with Annexure G. Both officials must place the sealed envelope in the locker along with the signed
Annexure G & H
6.7.13 An acknowledgement must be obtained on cover letter (Annexure G) from the other bank’s branch for safe
deposit of set of duplicate keys in other bank.
6.7.14 Branch will maintain the record of cover letter (Annexure G) with the acknowledgement as well as the MIS
(Annexure H) to ensure the exact location of duplicate keys that are held with other bank’s branch. Copy of
Annexure G with the acknowledgement as well as signed Annexure H must be sent to the RSM-Branch
Services/ ROC through email/ courier services for record and tracking purposes.
6.7.15 The key of the locker, attained in other bank’s branch for the placement of duplicate set of keys/combination,
must be entered in the respective HBL branch safe in/ safe out register along with the date and signature of
the authorized person.
6.7.16 The key must be placed in the main safe within vault of the branch under dual custody of Operations Manager
and MTS.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-7
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6.7.17 The annual charges for the locker attained in other bank’s branch, must be paid through pay order in the name
of the other bank’s branch (custodian branch) or as per the arrangement decided at the time of allotment of
locker.
6.7.18 This pay order will be made from the HBL respective branch Expense GL or as per the current mechanism for
such expenses with approval from RSM-Branch Services/ROC obtained through email prior to processing the
payment.
6.7.19 In case of pay order being issued, following entry will be passed by the respective branch;

6.7.20 Branch must keep email approval and acknowledgement copy of PO in the record for audit purpose.

6.8 Withdrawal of HBL Branch Duplicate Keys (kept in other Bank’s Branch)
6.8.1 The time period for placement of duplicate set of keys at a particular branch is one year (may be withdrawn
before one year or as the case may be). Withdrawal of duplicate keys must occur in following circumstances
through a cover letter (Annexure I or J);
a) Placement of duplicate set of keys completes one-year tenure and annual rotation is due. (Annexure I)

b) The key holder could not reach the Branch or is incapable to deliver the keys due to unknown reasons.
(Annexure J)

c) The key holder has expired, and keys could not be traced immediately. (Annexure J)

d) The key holder has lost the keys. (Annexure J)

e) The key pouch has been snatched by culprits. (FIR must be launched by the branch) (Annexure J)

f) The original key has been broken/damaged. (Annexure J)

6.8.2 Procedure for Withdrawal of Duplicate Keys from Other Bank’s Branch.
6.8.3 As soon as any of the above situation occurs, Operations Manager, through AOM, must request the RSM-
Branch Services/ROC via email for the withdrawal of Duplicate set of Keys from other bank’s branch.
6.8.4 Upon receiving the request, RSM-Branch Services/ROC must accord approval, keeping the genuine reason in
view. RSM-Branch Services/ ROC will authorize two senior branch officials, one of whom must be AOM, to visit
other bank’s branch for retrieving the keys.
6.8.5 Branch must fill Annexure I or Annexure J in light of the approval received from RSM-Branch Services/ROC
and must send the form through email to RSM-Branch Services/ROC for sign off.
6.8.6 Once the annexure is signed by RSM-Branch Services/ROC, it must be emailed to the respective branch as
well as to the other bank branch’s Operations Manager/ Branch Manager for validation and record purpose.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-8
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6.8.7 An authority letter will be given by RSM-Branch Services / ROC in case any of the signatories are changed
during the period. In case the Duplicate Keys Packet is placed in the Safe Custody of other bank’s branch,
then it is the responsibility of branch staff [who visited to collect the packet] to check that Packet is sealed
and not damaged.
6.8.8 The Duplicate set of Keys Packet must be opened in the respective HBL branch premises by both Operations
Manager and Senior Branch Officer in presence of AOM. Only those keys will be taken out, originals of which
are not available/missing. Duplicates of lost keys will be given to the concerned Key Holders, and this action
will be duly recorded in the Key Register. Rest of the keys will be kept temporarily in Safe Custody of the branch
after recording the same in Safe-in/ Safe out Register. This activity must be conducted under CCTV coverage.
6.8.9 In case the original keys were stolen / lost/ broken, arrangement will be made by Operations Manager and
RSM-Branch Services to immediately change the lock on the same business day through HBL approved
Technician/vendor.
6.8.10 Technician’s Identity must be verified by the Operations Manager through his Identity/Company Card after
which the Technician must be allowed to change the Lock. The Keys of the changed Lock along with its
Duplicates must be taken over by the Operations Manager in presence of AOM.
6.8.11 In case if the lock cannot be replaced by the vendor on the same business day, the duplicate keys must be
retained in the branch, under the dual custody of Operations Manager and Senior Branch Staff after obtaining
formal approval from AOM/RSM-Branch Services/ROC on email.
6.8.12 Duplicate keys must continue to be used till the lock is changed and AOM/RSM-Branch Services/ROC will be
informed by Operations Manager.
6.8.13 Upon receipt of new sets of keys for the new lock, same procedure of lodgment of duplicate set with other
bank’s branch must be followed.

6.9 Reconciliation of Record of HBL Branch Duplicate Keys from other Bank’s Branch
6.9.1 Records for the following must be filed at branch as well as with RSM-Branch Services/ROC for the
issuance of Safe Deposit Locker.

6.9.10 AOM upon visits/surprise visits/spot checks at branches must ensure that proper record must be maintained
along with all supporting documents.
6.9.11 On a bi-annual basis, RSM-Branch Services must ensure that complete record for all branches in the said
region is maintained.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-9
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

6.9.12 RSM-Branch Services must ensure that branches in the region once in a year perform the keys’ rotation
exercise.

6.10 Locker Breaking in case of Loss of Keys (other Bank’s Branch)

General Process
6.10.1 In case of loss of Locker Key, Operations Manager, through AOM, must inform the same to the locker custodian
of the other bank’s branch to immediately mark “Stop Operation” label on the Locker and update their record
as well.
6.10.2 Simultaneously, Operations Manager, through AOM, must also inform via email to RSM-Branch Services/
ROC for the loss of the locker key and must give confirmation that the intimation to other bank’s branch is
already given.
6.10.3 Operations Manager, through AOM, must request via email to RSM-Branch Services/ ROC to initiate locker
breaking procedure with the custodian bank branch (other bank branch).
6.10.4 RSM-Branch Services/ ROC must send the letter (Annexure K) to that custodian bank’s branch to arrange to
have the locker broken. Copy of this letter must also be sent to the HBL respective branch for their information
& record.
6.10.5 After sending the letter (Annexure K) respective branch must follow the procedure of other bank for breaking
the locker and fulfill all the pre-requisites for breaking the locker.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 6-10
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

7. Loss of Keys
General Process
7.1 Where any of the working keys is lost or stolen, the respective Key Holder of the lost/ stolen key has to inform
the OM/ MTS in writing, clearly mentioning the circumstances leading to the loss. Where the Keys get stolen,
copy of FIR/ Roznamcha is also required to be submitted by the key holder.
7.2 Upon receiving the intimation of lost/ stolen Keys, MTS / designated staff prepares a memo addressing the
ROC, duly approved by the OM/ BM/ Supervisor, authorizing an officer of the branch for withdrawal of duplicate
keys. The authorized officer delivers the memo along with the FIR to ROC who instructs his 2 Officers to retrieve
the duplicate keys from the designated branch as per the same procedure as detailed above for rotation of keys.
7.3 The duplicate keys are used to open and vacate the respective locker/ safe/ cabinet so that the respective lock
can be changed.

Change of Lock
7.4 In case if the lock cannot be replaced by the vendor on the same day, the duplicate keys at no time will leave
the branch and it must be retained under dual custody at the branch after obtaining approval from respective
ROC.
7.5 The Lock of which the Working Key has been lost should be replaced the same day when the incident has
occurred. On the same day, Technician (approved Vendor) is called in to change the lock(s) for which the Key
has been lost. ROC should be kept informed about the whole communication.
7.6 Technician’s Identity is verified by the OM/ MTS through his Identity/Company Card after which the Technician
is allowed to change the Lock. In case of suspicion, the respective Vendor or ROC should be contacted for
confirming the identity of the technician. The Keys of the changed Lock along with its Duplicates are taken
over by the OM/MTS.
7.6.1 Further, the Duplicate Keys are then lodged with the Regional Office. A Memo is prepared by MTS / designated
staff and approved by the OM/ BM/ Supervisor, authorizing an Officer from the branch for delivery of
Duplicate Keys to the Regional Office.
7.6.2 Keys are placed in a box which is then wrapped and sealed with sealing wax. The box should bear the Branch
Name and the Branch Code. The box is delivered by the Authorized Officer at the Regional Office after which it
is deposited in the Designated Branch as per the instructions of the ROC.
7.6.3 An Acknowledgment is obtained on the Branch’s copy of the Memo and the other copy is handed over at
Regional Office for their record

This document provides guidance and is exclusively for use by the staff members of HBL. Page 7-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

8. Loss of PIN Code of Digital Security System (where available)

8.1 General Process
8.1.1 In case the BM/ OM/ MTS forgets the PIN Code of the Digital Security System (DSS), the Security Company
is contacted and asked to reset the PIN Code. ROC is also informed about the loss of Code. Once the request
is received by the Security Company, its representative visits the branch and carries out his routine
investigation after which a new code is generated and the BM/ OM is informed verbally of the new PIN Code.
Slip of the Code is provided later.
8.1.2 ROC is informed by the BM about the receipt of new PIN code by the Security Company.
8.1.3 The system mandatorily requires the Authorized Custodian to change the Code after the first input.

Note: In case of loss of ATM Combination Code, the ATM Operations – IT should be contacted by the OM/
MTS for the re-set of the Code.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 8-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

9. VAULT OPERATIONS
9.1 Vault Opening
9.1.1 A Digital Security System (DSS) has been installed outside the Strong Room/ Vault by the Security Company.
A 4-digit Combination Code has to be entered in the system by the OM/ MTS in order to disable the Security
Sensors. The Strong Room/ Vault has a Main Door and a Grill Door which are opened by the respective Key
Custodians.
9.1.2 It is the responsibility of OM/ MTS to ensure that grills are locked from inside prior to operating the cash vault
to restrict any unauthorized entry in the Strong Room/ Vault.
9.1.3 A Vault in/ Out Register is maintained inside the Vault which is required to be updated every time the Vault is
accessed. The Register has the following details:

Vault In/ Out Register

Details of Person
Time Checked by
Date Entering the Vault Purpose of Vault Access
Name Initials In Out Custodian Reviewer

9.1.4 The Vault In/ Out Register is under the custody of OM/ MTS.
9.1.5 Under no circumstances, no individual shall be permitted to hold both key/ combination simultaneously to
ensure better control and segregation of duties.

9.2 Items kept in Main Vault

9.2.1 Following valuables are mainly kept in the Vault:
i. Cash (Local Currency, Foreign Currency & Coins)
ii. Prize Bonds
iii. Government Securities
iv. Stamps & Stamp Papers
v. Un-allotted Locker Keys
vi. Security Stationery (Cheque Books, Banker’s Cheques)
vii. Trade Files
viii. ATM PIN Envelopes
ix. Returned/ Undelivered Debit Cards
x. DSS Code (slip)

9.3 Maintenance of Vault

This document provides guidance and is exclusively for use by the staff members of HBL. Page 9-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

9.3.1 OM/ MTS should ensure that access to cash operations area, cash counters, lockers and vault area is
restricted to authorized persons only. A list of all authorized staff to enter restricted area duly signed by the
BM/ OM should be displayed on the door. All security doors/ vaults and grill gates to the safe must be jointly
operated.
9.3.2 Each individual key/ combination/ password holder is responsible for its safekeeping, confidentiality and
proper use. Keys must be in the personal possession of individual to whom it is assigned, and it should not be
unattended in any circumstances. However, as far as combination lock and other passwords of any systems
are concerned, they must not be shared with any other staff/ person in any situation whatsoever.
9.3.3 The grill to cash vaults must be locked at all times.
9.3.4 It must be ensured by the OM/ BM that at no point in time should one individual hold both sets of keys and/
or combinations simultaneously of the same vault.

9.4 Custodian of Keys During Leaves of Teller

9.4.1 It is the prime responsibility of the key holder to deliver the key to backup staff as assigned by OM/ BM when
the key holder is going on leave/ absence/ transfer of custodianship.
9.4.2 In case if the keys cannot be handed over to the backup staff due to any reason, then the key shall be handed
over to the other staff by the OM/ BM but approval from the respective ROC must be obtained and kept in
record for future reference. While assigning the key to the other staff, OM/ BM must ensure that this will not
create any compromise and that staff should not be the key custodian of any other key/ combination lock.
Proper change in ownership is recorded in the Key Register.
9.4.3 In case of any unforeseen circumstances (domestic reasons or law and order situation or any other abnormal
situation etc.), the key holders are unable to reach the bank on time then they shall inform the OM/ BM or any
other branch staff in a timely manner to enable them to arrange the backup keys.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 9-2
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

10. Precautionary Guidelines

10.1 Key Authority’s Responsibilities
Following are the responsibilities of OM/ MTS/ BM regarding Key handling and Strong Room/ Vault
maintenance:
i. Key Register should be properly updated and kept under the safe custody in the drawer.
ii. Key Register should be reviewed by OM/ MTS on a weekly basis to ensure that it gives an accurate view.
iii. It should be ensured that dual control requirements for Primary Keys at branch are being consistently
followed by all the Key Holders.
iv. Mandatory rotation of Key Custodians on a quarterly basis should be ensured.
v. Any Transfer of Keys from one Custodian to another should be approved and overseen by the OM/ MTS.
Further, it should be ensured that the Keys are only transferred to permanent/ confirmed employees with
a satisfactory period of service. However, under no circumstance, Keys should be handed over to a 3rd
party employees or employees on probation (contractual staff).
vi. In case where the OM/ MTS himself/ herself has to go on leaves. In such circumstances, the person
replacing him/ her should be handed over the Key but under the supervision of the Branch Manager/
Authority superior to him/ her.
vii. The responsibility of annual rotation of Keys with the Regional Office to ensure even wear of Keys.
viii. The Combination Codes of DSS and ATM should not be compromised and shared with anyone. Further,
DSS Code (Slip) should be sealed in an envelope and placed in the Cash Safe.
10.2 General Guidelines
The Key Holders in general should ensure that:
i. The Key(s) assigned to him/ her are kept in the safe custody and are not left unattended by them under
any circumstances.
ii. Master key of Lockers and ATM keys should be kept with Branch keys.
iii. The Keys should not be handed over to any other employee without the prior approval/ permission of OM/
MTS.
iv. Master key of the Locker should not be taken home in any case but instead should be kept in Cash Safe
and should not be handed over to any other employee without the prior approval/ permission of BOM
through AOM which shall request via email to RSM-Branch Services/ ROC/ SROC.
v. OM/BM while assigning the key/combination to the custodian should ensure that “Custodian A” or
“Backup of Custodian A” must not be “Custodian B” or “Backup of Custodian B”. Segregation of Key
and/or Combination Custodianship must be ensured in any circumstances whatsoever.

10.3 The combination settings should be changed in the following situations:

i. At least after six months.
ii. Whenever control of the lock passes to a different custodian.
10.4 The change of combination can be done by the OM/ MTS of branch either with the help of the following:
i. Using L-Key and record the date and time on the Key register for record purposes.
ii. The vendor may be called upon and confirmatory receipt shall be field with branch record.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

10.5 Preferably, the teller should manage to deliver the key to OM/ BM prior to start of banking hours. However,
in case of any emergency where teller is unable to deliver the key to OM/ BM then the duplicate key should
be withdrawn from the branch/ region after obtaining approval from the respective ROC.
10.6 Annual servicing of all locks fitted to vault doors, grills and safes should be performed by a competent and
bank’s approved vendor/ contractor.
10.7 Each vault must be equipped with a telephone and emergency light in case of electrical power to the vault is
affected.
10.7 A list of instructions must be displayed near the vault entrance which is most prominent in order to guide
those staff who may have been accidently or deliberately locked. Instructions should:
i. Advise the staff not to panic but remain calm.
ii. List emergency contact numbers of Security Premises.

10.8 Important Note:

i. Emergency communications must be tested once every six months by OM/ BM/ MTS and test should
be maintained on the register/ system.
ii. Vault area must be prohibited from smoking, eating and drinking.
iii. Vault must not be used as permanent workspace.
iv. There should not be waste papers stored inside vault and it should be clear of the items which are not
intended for the vault.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-2
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

11 ANNEXURES
Annexure 1A

Key Custodial Matrix for Key Set A

Branch Name: ____________
Date: _____________
Key Set “A”

Key Custodial Matrix for Key Set B

Branch Name: ____________
Date: _____________
Key Set “B”

Note: OM/BM while assigning the key/combination to the custodian should ensure that “Custodian A” or “Backup
of Custodian A” must not be “Custodian B” or “Backup of Custodian B”. Segregation of Key and/or Combination
Custodianship must be ensured in any circumstances whatsoever.

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure 2A

Deposit of Duplicate Set of Keys

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure B

MIS Containing the details of placed Duplicate Keys in other HBL Branch

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure C

Withdrawal of Duplicate Set of Keys from Other HBL Branch for Annual Rotation

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure D

Emergency Withdrawal of Duplicate Set of Keys by HBL from Other HBL Branch

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure E

MIS Containing the details of Duplicate Keys of other Bank kept in HBL Branch

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-1
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure F

Request for Issuance of Safe Deposit Locker / Safe Custody for HBL

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-2
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure G

Deposit of Duplicate Set of Keys by HBL

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-3
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure H

MIS Containing the Detail of Placed Duplicate Keys in Other Bank’s Branch

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-4
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure I

Withdrawal of Duplicate Set of Keys from Other Bank’s Branch for Annual Rotation

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-5
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Annexure J

Emergency Withdrawal of Duplicate Set of Keys by HBL from Other Bank’s Branch

Annexure K

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-6
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.
 Operations Manual
Version 3.0 Keys & Vaults

Loss of Locker Key Held in Other Bank’s Branch

This document provides guidance and is exclusively for use by the staff members of HBL. Page 10-7
Any act of divulgence shall be viewed very seriously and shall warrant disciplinary/ penal action.