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Procedure Properties

Title: Tool Control
Category: Safety and Security
Version: 02
Implement Date: 03 January 2008
Application: Custodial Operations
Availability: Public


Appendices and Forms

  • Example Tool Disposal Register (in-confidence)
  • Example Transfer of Tools (in-confidence)
  • Lost Tool Report

Local procedures


Performance Measures

  • Nil

Procedure - Tool Control

1.1Work and construction sites
2.Tool storage
3.Security of high risk tools - high security facility
3.1Hazardous tools
4.Lost tools
5.Disposal of unserviceable tools


To provide for the administration, storage, control and issue of all tools within a corrective services facility in a manner that maintains safety and security.

1. Process

The general manager of a facility must provide for the administration and management of tool control including-

  1. tool storage and security;
  2. security of high risk and hazardous tools;
  3. lost tool protocols;
  4. issue and receipt of tools; and
  5. inventory and stock-take of tools, (for high security facilities at least once a month).

1.1 Work and construction sites

On all work and construction sites in established facilities, all tools must be cleared from the site, or contained in secured locked containers at close of business each day. Sites must be security checked and secured prior to workers leaving the facility.

Officers' responsibilities for the administration and management of tool control include-

  1. maintenance of a complete and accurate inventory of all tools;
  2. ensuring that tools or equipment used by offenders in a high security facility are issued and used under the supervision of an officer or supervisor;
  3. in a low security facility and Helana Jones CCC provide supervision, instruction on the use of, issue and return of tools and equipment;
  4. ensuring that tools and equipment are not taken from a tool storage area unless theissue is documented in the tool control register (refer procedure - Gate Books, Log Books and Registers);
  5. checking and ensuring that the issue and return of tools or equipment are recorded in the register on a daily basis; and
  6. checking tools against the tool inventory prior to offenders entering the area and again at the completion of each work period; and
  7. recording the results in the appropriate Log Book

Corrective service tools and equipment must not be removed from a facility without the approval, in writing, of the general manager.

2. Tool storage

All tools, where practical, must be stored and displayed on a shadow board. Tools not able to be stored on a shadow board must be stored in a secure cabinet.

All tool storage cabinets and shadow boards must be located in security-controlled areas. All storage cabinets and shadow boards must be clearly marked to allow easy referencing against the tool register. A sub inventory of contents must be fixed inside the storage cabinet. The keys of the storage cabinets must be in the possession of an officer at all times.

When a tool is permanently removed, the tool register and sub inventory fixed inside the cabinet must be adjusted immediately. Any corresponding shadow or hanging hooks must also be removed.

3. Security of high risk tools - high security facility

Tools considered to be a high risk to the security of a facility include-

  1. hacksaw blades;
  2. carbon coated cutting wire;
  3. files;
  4. knives;
  5. bolt cutters; and
  6. any other tool deemed by the general manager to be high risk.

These implements must be held in a locked cabinet when not in use.

All spare hacksaw blades, carbon coated cutting wire and files must be held in a locked container inside a locked cabinet.

The use of high-risk tools by offenders must only be permitted whilst under the supervision of an officer or supervisor.

All pieces of hacksaw blades, cutting wire, grinding disks and other tools posing a security risk must be accounted for before issuing replacements.

3.1 Hazardous tools

Hazardous tools including-

  1. knives;
  2. scrapers;
  3. cutters;
  4. screw drivers; and
  5. any other tool that readily converts to a weapon,

must be secured to the workbench by a running lead and tether where practicable.

Refer procedure - Control of Hazardous Culinary Equipment.

4. Lost tools

Where a tool is lost or misplaced-

  1. security precautions must be taken to preclude the use of the tool for any unauthorised access to secure areas, offender's accommodation or escape from the facility;
  2. all offender movement in or out of the affected area must cease; and
  3. a thorough and systematic search must be undertaken to locate the missing item.

A verbal report of any lost or misplaced tool must be made to the general manager of the facility stating when the loss was discovered, circumstances surrounding the loss and tool identification.

Refer procedure - Incident Reporting.

Administrative form - Lost Tool Report must be submitted as soon as possible. Missing tools must be recorded in the relevant logbooks and tool register.

5. Disposal of unserviceable tools

Appendix - Example Tool Disposal Register (in-confidence) must be used to record the disposal of all tools. Industry supervisors must record all tools for disposal in the Tool Disposal Register. All tools are to be disposed of through the Stores.

On receipt of the tool the Stores Officer signs for the item in the Tool Disposal Register. Completion of appendix - Example Tool Disposal Register (in-confidence) will be the authority for the alteration of the Tool Register.

Stores officers must arrange for tools to be disposed of in an approved manner at a suitable place outside the facility.

F P Rockett

Version History

03/01/2008 Version 02 - 28/08/2006 Version 01 - 01/07/2001 Version 00