Par Stock, Lost & Found and Keys

Par Stock

A par is a minimum stock of linen or uniform required to meet the daily demands of a hotel so as to ensure a smooth circulation.

Importance of Par Stock

1. To prevent overstocking and thereby avoid chances of spoilage during storage space problems, etc.
2. To ensure proper supply at all times.
3. To help in effective budgeting.
4. To simplify inventory taking.
5. To bring about manageable control.

Lost & Found

Lost and found section is a small area separately or may be included within the desk control section equipped with cupboard or lockers to store guest articles that are lost and found, which may claim later.Lost and found refers to those articles involuntarily left or lost by a guest in a hotel. Such articles can range from jewelers, costly electronics goods to simple garments, etc. however the hotel considers a duty to protect such articles till the time they are claimed by the guest.

Lost and found procedure:

1. When the item is found it should be immediately informed in the housekeeping department.
2. Lost and found slip is immediately filled and the three copies of the slip will be transmitted as follows.

• First, the original copy which is attached along with the item and kept in the cupboard.
• Second, given to the person who has found the item.
• Third, sent to the security department.
• Fourth, kept in the desk for future reference.

4. The information is written in eitherNon – valuable register (For minor belongings) orValuable register (for valuable items like ornaments, watches, money, etc).
5. Now these items are stored in the cupboard month wise for example January, February, March etc.
6. Housekeeping in coordination with the front office initiates the procedure to inform the guest claims. If the guest name is not found, housekeeping waits till the guest claim.
7. If the guest returns to claim it, he would have to finish the details of his article before it is handed to him. His signature in acknowledgement of receipt would be taken on the slip and register.
8. If the guest does not claim till six months, the item either is gifted to the finder or auctioned among housekeeping staff.

Lock Systems and Keys

As the hotel is a public place, and every day it has to encounter with a new guest. A lock system works as a safe gourd for the guest rooms. Before introducing to the keys, it is important for the learners to have a glance of the different lock system adapted in the hotels. A lock system is a system adapted in the hotel for secured rooms to deliver to a guest. Though the systems of locking a room are different, the types of keys are same in all systems. Hence learners should not be in confusion about lock systems and keys.

Here are two basic types of lock systems adapted in almost majority of hotels.

1. Conventional mechanical look system

This system comprises of manual mechanical keys.

2. Programmable electronic lock system

This is also called micro-fitted electronic lock systems.

• This system is furthered explained with the help of following points.
• Each door has its own Microprocessor which contains a predetermined sequence of codes.
• A master console at the front desk contains a record of all the cod's sequences for each door.
• At the time of registration, the front desk encodes a key card with the next codes in the sequence of assigned room.
• When a newly encoded key card is inserted into the lock, the previous code will be cancelled and the lock will now only recognize the new code.
• A key can be programmed to allow the access only to certain areas, facilities and guest room for a specified period of time only.

Some examples of available key card brands:

Unique, vingcard, electronic, Miwa and saflock are some of the brands available in the market.

Types of key

A key is programmed or a manual device to open guest rooms in a hotel which works as a safe guard of rooms when the guest are out. Whatever the lock system is adapted in the hotel, there are certain fixed keys according to the levels of room to be opened. Following are some of the types of keys adapted in the hotel.

1. Guest room key

The guest room key is the individual key assigned to the guest when he or she is checking out. Guest has to deposit his or her key at the time of checking out.

2. Floor key

The floor key is used by room maids and supervisors. It is one single key used to open all rooms of a particular floor. Each room attendant has issued this key of his or her assigned floor before joining duty. Similarly, same goes to supervisors as well.

3. Master key

This is the second type of key which is used by the executive housekeeper only. With a single key, it helps to open all the rooms of certain numbers of floors. For example 1, 2,3 floors.

4. Grand master key

This is used by the general manager. This key opens all the rooms of all floors.

5. Emergency key

If the rooms are double locked, above all keys cannot open the door. In the extreme cases when the hotel must open the room which is double locked, we need an emergency key. Hence emergency key opens all the rooms even when they are double locked.

Key Control

Key controlling is an important job because keys are expensive and may bear high risk in order to provide safety for the guest and hotel property. Therefore proper care and controlling of key result a long term use and security. Following points are considered while maintaining a control over keys.

• Maintaining of key control log.
• Secured places for all rooms keys.
• Use of key control sheet.
• Guest should be encouraged to hand over keys they leave the hotel and collect them again on their return.
• Key should always be placed on the correct hook or place.
• Regularly inventory of keys should be carried out and missing or damaged key should be reported.
• The special keys are when not in use should be stored in the secured places.
• Identification should be sought prior to issuing a key to the guest,
• An unauthorized person should not have access to the key room.
• Key should be retrieved from the guest at the time of check out.

References:

Oli Gopal Singh et.al., Hotel Management Principles and Practices-XI, Buddha Prakashan, Kathmandu.

Bhandari, Saroj Sing et.al., Principles of Hotel Management-XI, Asmita Books Publication, Kathmandu.