Clients are instructed that Safe Deposit Box (SDB) keys should not be mailed to the office. SDB key control is critical. If not in a client's possession, keys must be stored in one of the following locations:

• CCB Dual Control Safe Box
• Safe Deposit Key Drop Box

If you receive SDB keys and the client is not present, do the following:

1.  A dual control authorized SDB associate and Officer must immediately open the box to determine if there any content in the box.
   • If an authorized SDB associate and officer are NOT available -  seal the keys in a dual control key envelope and transport them to the vault under dual control and store in the vault in a dual control area
   • As soon as the Notary, authorized SDB associate and officer are available, they must remove the keys from the vault area and proceed with the procedures outlined below to enter the box and determine if any contents are in the box
2. Prior to accessing the box, the SDB associate and the Officer must sign the Access Card.
3. Print the Safe Deposit Box Inventory Record.
   • Choose ALABAMA-GEORGIA - Safe Deposit Box Inventory Record or FLORIDA - Safe Deposit Box Inventory Record  accordingly.
4. Complete the vault entrance log and access the client box. 

   1. Box NO Contents

      1. The Notary who is an SDB Associate and the Officer must complete the Safe Deposit Inventory Record.
      2. On the original Safe Deposit Lease Contract, in Red letters write "Keys Mailed In - Box Closed" and the date the box is closed.
      3. Place the original Safe Deposit Box Inventory Record, any instructions received with the keys, and the mail envelope (if any)  in the client’s file with the lease contract and access card.
      4. Complete a Closed Safe Deposit Box Cover Sheet and place with copies of the Safe Deposit Lease Contract, access card, and all supporting documents with the daily work for imaging.
      
      

   2. Box WITH Contents

      1. The Notary who is an SDB Associate and the Officer must record all items found in the box on the Safe Deposit Inventory Record. 
         • The inventory record must be acknowledged by the associate and signed by the Officer
      2. Place contents of the box in a tamper-resistant bag.
      3. On the original Safe Deposit Lease Contract, in Red letters write "Keys Mailed In - Box Closed" and the date the box is closed.
      4. Complete the Safe Deposit Box Keys Mailed Contents Found client letter.
      5. Make 2 copies of the Safe Deposit Inventory Record and place a copy in the client file and one inside the tamper-resistant bag with box contents.
      6. Make 3 copies of the completed Safe Deposit Box Inventory Record.
         • Place the original signed and notarized Safe Deposit Inventory Record in the tamper-resistant bag with the box contents.
         • Staple one copy to the outside of the tamper-resistant box.
         • Place one copy in the Safe Deposit Box Client file.
         • Retain one copy to mail to the client with a client letter.
      7. Attach a copy of the original box lease contract to the outside of the tamper-resistant bag.
      8. The Officer and dual control associate must ensure the contents of the tamper-resistant bag are placed in the designated area of the bank vault for safekeeping.
      9. Mail 1 copy of the Safe Deposit Inventory Record and the original Safe Deposit Box Keys Mailed Content Found client letter to the client.
      10. Flag the client file.
5. If 2 keys were returned, refund the key deposit.
   1. Complete a General Ledger (GL) debit to the Safe Deposit Box Rent Income account XXX 460360 6315 000 for the amount of the key deposit
   2. Include the office number, box number, and client name on the GL ticket
   3. Issue a money order in the amount of the key deposit and mail the money order to the client
6. If only 1 key was returned, DO NOT refund the key deposit.
7. Scan the Safe Deposit Box Inventory Record and send it to _SupportU and _Internal Control.
8. Complete a Closed Safe Deposit Box Cover Sheet and place it with the copies of the original Safe Deposit Lease Contract, access card, client letter, and all supporting documents with the daily work for imaging.