KeyCode Security Rules and Information on GM KeyCode Look-Up Application
| Subject: | KeyCode Security Rules and Information on GM KeyCode Look-Up Application |
| Models: | 2007 and Prior GM Passenger Cars and Light/Medium Duty Trucks (including Saturn) |
| 2007 and Prior HUMMER H2, H3 |
| 2005-2007 Saab 9-7X |
| 2007 and Prior Saab (Canada Only) |
| 2002 and Prior Isuzu (Canada Only) |
| Attention: | This bulletin has been created to address potential issues and questions regarding KeyCode security. This bulletin should be read by all parties involved in KeyCode activity including dealer operator, partner security coordinator, sales, service and parts departments. A copy of this bulletin should be printed and maintained in the parts department for use as a reference. |
This bulletin is being revised to update/clarify the information (in italics). Please discard Corporate Bulletin Number 06-00-89-051 (Section 00 -- General Information).
Where are Key Codes Located?
General Motors provides access to KeyCodes through three sources when a vehicle is delivered to a dealer. Vehicle KeyCodes are located on the original vehicle invoice to the dealership, but not on subsequent reprints. There is a small white bar coded tag sent with most new vehicles that also has the key code printed on it. Many dealers don't remove this and don't realize that as they are showing cars to customers they are also showing them the KeyCode to the vehicle. The third source for Key codes is through the GM KeyCode Look-Up application in GM DealerWorld (for U.S. dealers only) or the KeyCode Look-Up feature within the Parts Locator and Information Services application on GM ACCESS (for Canadian dealers only). KeyCode Look-Up currently goes back 14 previous model years from the current model year (17 years in Canada).
When a vehicle is received by the dealership, care should be taken to safeguard the original vehicle invoice and KeyCode tag provided with the vehicle. Potential customers should not have access to the invoice or this KeyCode tag prior to the sale being completed. After a sale has been completed, the KeyCode information belongs to the customer and General Motors.
Tip
Only the original invoice contains key code information, a re-printed invoice does not.
GM KeyCode Look-Up Application for U.S. Dealers*
*Information for Canadian dealers and the Canadian Look-Up Application follows.
Recent KeyCode reviews have indicated that not all dealers are following the General Motors KeyCode Look-Up Policies and Procedures. GM has made several changes that will enhance the security of the KeyCode Look-Up system.
Please note that the KeyCode Access site is restricted. Only authorized users should be using this application. Please see your Partner Security Coordinator (PSC) for site authorized users. KeyCode Look-Up currently goes back 14 previous model years from the current model year.
Recent changes include:
| • | Users may not access the system from multiple computers simultaneously. |
| • | Users must accept the KeyCode User Agreement for every request. |
| • | Users may only request one KeyCode at a time. |
| • | Users must enter customer name, plate number and State / Province for every request. |
| • | KeyCode information will only be available on the screen for 60 Seconds. |
| • | Detailed warnings have been added for printed KeyCode requests. |
Important notes about security:
| • | Each user must maintain and protect their password to minimize the potential for abuse of the system within the dealership. Thus, authorized users should never share their password with others. |
| • | Processes must be in place for dealership management to review the dealership's Key code activity regularly through the KeyCode Audit function available in GM DealerWorld. |
| • | The Partner Security Coordinator (PSC) must have processes in place to respond to changes within the dealership. Upon termination, an individual's access must be turned off immediately and access should be re-evaluated upon any position changes within the dealership. |
| • | If you think your password or ID security has been breached, contact your dealership Partner Security Coordinator for a new ID. |
| • | Contact GM Security via the Awareline at 1-800-244-3460 if you suspect your ID has been used by any other user. |
Each user will be required to accept the following agreement each time the KeyCode application is used.
Key Code User Agreement
| • | Key codes are proprietary information belonging to General Motors Corporation and to the vehicle owner. |
| • | Unauthorized access to, or use of, key code information is unlawful and may subject the user to criminal and civil penalties. |
| • | This information should be treated as strictly confidential and should not be disclosed to anyone unless authorized. |
I will ensure that the following information is obtained prior to releasing any Key Code information:
- Valid Picture ID
- Vehicle Registration to verify owner name and VIN
Important: The user must select I AGREE or I DO NOT AGREE on screen.
| • | GM takes this agreement seriously. Each user must be certain of vehicle ownership before clicking on the "I agree" button. |
| • | When the ownership of the vehicle is in doubt, dealership personnel should not provide the information. |
| • | Key codes should never be sent via a fax or the internet. |
| • | Every KeyCode Look-Up request or inquiry is retained indefinitely for GM review purposes. |
| • | GM will review KeyCode Look up on a monthly basis for compliance. |
| • | Do not put yourself, or your Dealership in the position of needing to "explain" a KeyCode Look Up to either GM Security or law enforcement officials. |
| • | Create a file to document all KeyCode Look Up transactions. |
| • | Dealership Partner Security Coordinator and/or assigned management has the ability to review all KeyCode Look-Up transactions. |
| • | Dealership management must review KeyCode Look-Up usage for compliance to the stated Policies and Procedures. |
| • | Dealership KeyCode documentation must be retained for a minimum of 2 years. |
Frequently Asked Questions (FAQs) for U.S. Dealers*
*Information for Canadian dealers and the Canadian Look-Up Application follows.
FAQs are located in the KeyCode Help section of KeyCode look up. The FAQ section should be printed and located near the parts department should there be questions. FAQs included the following information:
How do I document a KeyCode request for a dealer owned vehicle?
The dealership name should be in the "Customer Name" field. "Stock Unit" should be entered in the "Plate Number" field. The dealership location should be used in the "State / Province Registered In" field. Dealership Management specified by the Dealer Operator should authorize any internal KeyCode Requests. Any clarifying explanation should be entered into the comments field.
How do I request a KeyCode for customer owned vehicle that is not registered?
Scrapped, salvaged or stored vehicles that do not have a current registration should still have the ownership verified by requesting the vehicle title, current insurance policy and / or current lien holder information from the customers financing source. If you cannot determine if the customer is the owner of the vehicle, do not provide the key code information. In these cases, a short description of the vehicle (scrapped, salvaged, etc.) should be entered in the "Plate Number" field and the dealership location should be used in the "State / Province Registered In" field. Any clarifying explanation should be entered into the comments field.
How do I document a KeyCode request for a vehicle that is being repossessed?
The repossessor must document ownership of the vehicle by providing a court ordered repossession order and lien-holder documents prior to providing key code information. Copies of the repossessors Drivers License and a business card should be retained by the dealership for documentation. Any clarifying explanation should be entered into the comments field.
What if I cannot obtain the "Plate Number" for the vehicle?
Every effort should be made to obtain complete information for each request. Dealership Management must be involved in any request without complete information. Place the name of the Dealership Manager approving the request in the "Plate Number" field. Any clarifying explanation should be entered into the comments field. Other forms of documentation include vehicle title, insurance policy, and or current lien information from the customers financing source. If you cannot determine if the customer is the owner of the vehicle, do not provide the key code information.
What do I do if the registration information is locked in the vehicle?
Every effort should be made to obtain complete information for each request. Each Dealership will have to decide on a case by case basis if enough information is available to verify the customer's ownership of the vehicle. Other forms of documentation include vehicle title, insurance policy, and or current lien information from the customers financing source. Dealership Management must be involved in any request without complete information. Place the name of the Dealership Manager approving the request in the "Plate Number" field. Any clarifying explanation should be entered into the comments field. If you cannot determine if the customer is the owner of the vehicle, do not provide the key code information.
Can I get a print out of the information on the screen?
It is important to note that the Key Code Look Up Search Results contain sensitive and/or proprietary information. For this reason GM recommends against printing it. If the Search Results must be printed, store and/or dispose of the printed copy properly to minimize the risk of improper or illegal use.
Who in the dealership has access to the KeyCode application?
Dealership Partner Security Coordinator will determine, and control, who is authorized to access the KeyCode Look Up application. However, we anticipate that dealership parts and service management will be the primary users of the application. The KeyCode Look Up application automatically tracks each user activity session. Information tracked by the system includes: User name, User ID, all other entered data and the date/time of access.
Do I have to go through the KeyCode Orientation each time I need to get a KeyCode?
The KeyCode Orientation session is required for all "first time users" on the KeyCode Look Up application. Returning users who have completed the orientation session on the application will only have to accept the KeyCode User Agreement for each request.
What if I input the VIN incorrectly?
If an incorrect VIN is entered into the system (meaning that the system does not recognize the VIN or that the VIN has been entered incorrectly) the system will return an error message highlighting the incorrect information.
If I am an authorized user for the KeyCode Audit application, can I access the application from home?
If you are authorized user for the application, you will be able to access it as you can other DealerWorld applications.
How will users be trained on the new applications?
The "Help" button on the application provides access to the Frequently Asked Questions (FAQs), Security Guidelines, System Usage Agreement and KeyCode Orientation. Additionally, the application features a "mouse-over" function that provides users with instructions for completing each required/optional data field.
Who in the dealership has access to the KeyCode Audit application?
Access to the KeyCode Audit application will be determined, and controlled, by the Partner Security Coordinator in the dealership. The KeyCode Audit function will only allow the authorized user to view VIN’s, user name, date and time of requests by your dealership.
What if I suspect key code misuse?
Your dealership should communicate the proper procedures for requesting key codes. Any suspicious activity either within the dealership or externally should be reported to GM via the GM Security tip line. The Awareline toll free number in the US and Canada is 1-800-244-3460, the number for Mexico is 011-800-244-7434.
Whose key codes can I access through the system?
At this time the following US vehicle codes are available through the system: Chevrolet, Cadillac, Buick, Pontiac, GMC, HUMMER (H2 and H3 only), Oldsmobile and Saturn for the current model year and the 14 previous model years.
What should I do if I enter a valid VIN and the system does not produce any key code information?
Occasionally, the KeyCode Look Up application may not produce a Key code for a valid VIN. This may be the result of new vehicle information not yet available. In addition, older vehicle information may no longer be available. If you do not receive a Key code returned for valid VIN, current model year or 14 previous model years back, you should contact the DealerWorld Help Desk at 1-888-337-1010. The help desk will escalate your request to the application owner for review. After the application owner has reviewed the key code information, you will be contacted. Please do not contact the DealerWorld Help Desk for future updates on your case.
How do I document a KeyCode request for an Engineering Analysis Associate (EAA) Investigator?
The EAA investigator must provide a letter on GM letterhead stating the customer’s name, VIN, Product Allegation Resolution (PAR) case number and investigators name. The investigation should be verified by contacting the GM Business Resource Groups PAR Staff during normal business hours M-F 8:00 - 5:00 EST at 800-231-1841 Prompts #3, #1, #4. A copy of this letter, business card and Drivers License of the investigator should be retained by the dealership for documentation.
How do I access KeyCodes if the KeyCode Look-up system is down?
If the KeyCode Look-up system is temporarily unavailable you can contact the original selling dealer who may have it on file. If the customer is dealing with an emergency lock-out situation you need to have the customer contact Roadside assistance or OnStar, if subscribed. Roadside assistance no longer provides KeyCodes to dealers. At this time, there are no other options for obtaining KeyCodes.
What should I do if the KeyCode from the look-up system does not work on the vehicle?
On occasion a dealer may encounter a Key code that will not work on the vehicle in question. In cases where the Key code won’t work, you will need to verify with the manufacturer of the cutting equipment that the key has been cut correctly. If the key has been cut correctly, you may be able to verify the proper Key code was given through the original selling dealer. When unable to verify the Key code through the original selling dealer, GM DealerWorld Help Desk may be contacted and your case will be escalated to the application owner for review.
After the application owner has reviewed the key code information, you will be contacted. Please do not contact the DealerWorld Help Desk for future updates on your case. The application owner will verify the Key code provided matches the Key code listed on the vehicle invoice. If the key has been cut correctly and the code given does not work, the lock cylinder may have been changed. In these situations, following the proper SI document for recoding a key or replacing the lock cylinder may be necessary.
How do I document a KeyCode request for an ESIS Investigator?
The ESIS investigator must provide a letter on ESIS GM Central Claims Unit letterhead stating the customer’s name, VIN, claim number and investigators name. The investigation should be verified by contacting the ESIS/GM Claims Unit during normal business hours M-F 8:00 - 5:00 EST at 1-800-888-0164. A copy of this letter, business card and Drivers License of the investigator should be retained by the dealership for documentation.
How long do I have to keep KeyCode Records?
Dealership KeyCode documentation should be retained for a minimum of 2 years.
Can I get a KeyCode changed in the Look-Up system?
No. Currently, KeyCodes can not be changed in the Look-Up system if a lock cylinder has been changed.
Whose Name do I put in the "Customer’s Name" field of KeyCode Look-Up?
Whenever a KeyCode is requested, the actual person (not the company name) you are giving the KeyCode information to must be put in this field. This would be the same person for which you have verified identification. Detailed comments should be included in the comments section and file if necessary.
What information do I need before I can provide a driver of a company fleet vehicle Keys or KeyCode information?
The dealership should have a copy of the individual’s driver's license, proof of employment and registration. If there is any question as to the customer’s employment by the fleet company, the dealer should attempt to contact the fleet company for verification. If there is not enough information to determine ownership and employment, this information should not be provided.
How do I document a request from an Independent Repair facility for a KeyCode or Key?
The independent must provide a copy of their driver’s license, proof of employment and signed copy of the repair order for that repair facility. The repair order must include customer’s name, address, VIN, city, state and license plate number. Copies of this information must be included in your dealer KeyCode file.
GM KeyCode Look-Up Application for GM of Canada Dealers*
* Information for U.S. dealers and U.S. Look-Up Application above.
All dealers should review the General Motors of Canada KeyCode Look-Up Policies and Procedures (Service Policy & Procedures Manual Section 3.1.6 "Replacement of VIN plates & keys").
Please note that the KeyCode Access site is restricted. Only authorized users should be using this application. Please see your Parts Manager for site authorized users. KeyCode Look-Up currently goes back 17 years from current model year.
Important notes about security:
| • | Users may not access the system from multiple computers simultaneously. |
| • | Users may only request one KeyCode at a time. |
| • | KeyCode information will only be available on the screen for 2 minutes. |
| • | Each user is personally responsible for maintaining and protecting their password. |
| • | Never share your password with others. |
| • | User Id's are suspended after 6 consecutive failed attempts. |
| • | User Id's are disabled if not used for 90 days. |
| • | Processes must be in place for regular dealership reviews. |
| • | The Parts Manager (or assigned management) must have processes in place for employee termination or life change events. Upon termination individuals access must be turned off immediately and access should be re-evaluated upon any position changes within the dealership. |
| • | If you think your password or ID security has been breached, contact the GMACCESS Help Desk at 1-800-265-0573 or GM of Canada Dealer Technology at 905-644-1829. |
Each user will be required to accept the following agreement each time the KeyCode application is used.
Key Code User Agreement
| • | Key codes are proprietary information belonging to General Motors Corporation and to the vehicle owner. |
| • | Unauthorized access to, or use of, key code information is unlawful and may subject the user to criminal and civil penalties. |
| • | This information should be treated as strictly confidential and should not be disclosed to anyone unless authorized. |
I will ensure that the following information is obtained prior to releasing any Key Code information:
- Government issued picture ID (Drivers License)
- Registration or other proof of ownership. Registration should have normal markings from the Province that issued the registration and possibly the receipt for payment recorded as well.
Important:
• GM takes this agreement seriously. Each user must be certain of vehicle ownership before giving out key codes. • When the ownership of the vehicle is in doubt, dealership personnel should not provide the information. • Key codes should NEVER be sent via a fax or the internet. • Each Dealership should create a permanent file to document all KeyCode Look Up transactions. Requests should be filed by VIN and in each folder retain copies of the following: - Government issued picture ID (Drivers License) - Registration or other proof of ownership. - Copy of the paid customer receipt which has the name of the employee who cut and sold the key to the customer. • Do not put yourself or your Dealership in the position of needing to "explain" a KeyCode Look Up to either GM Security or law enforcement officials. • Dealership Management has the ability to review all KeyCode Look-Up transactions.
• Dealership KeyCode documentation must be retained indefinitely.
Frequently Asked Questions (FAQs) for GM of Canada Dealers*
* Information for U.S. dealers and U.S. Look-Up Application above.
How do I request a KeyCode for customer owned vehicle that is not registered?
Scrapped, salvaged or stored vehicles that do not have a current registration should still have the ownership verified by requesting the vehicle title, current insurance policy and / or current lien holder information from the customers financing source. If you cannot determine if the customer is the owner of the vehicle, do not provide the key code information. In these cases, a short description of the vehicle (scrapped, salvaged, etc.) and the dealership location should be kept on file. Any clarifying explanation should be entered into the comments field.
How do I document a KeyCode request for a vehicle that is being repossessed?
The repossessor must document ownership of the vehicle by providing a court ordered repossession order and lien-holder documents prior to providing key code information. Copies of the repossessors Drivers License and a business card should be retained by the dealership for documentation.
What do I do if the registration information is locked in the vehicle?
Every effort should be made to obtain complete information for each request. Each Dealership will have to decide on a case by case basis if enough information is available to verify the customer’s ownership of the vehicle. Other forms of documentation include vehicle title, insurance policy, and or current lien information from the customers financing source. Dealership Management must be involved in any request without complete information. If you cannot determine if the customer is the owner of the vehicle, do not provide the key code information.
Can I get a print out of the information on the screen?
It is important to note that the Key Code Look Up Search Results contain sensitive and/or proprietary information. For this reason GM recommends against printing it. If the Search Results must be printed, store and/or dispose of the printed copy properly to minimize the risk of improper or illegal use.
Who in the dealership has access to the KeyCode application?
Dealership Parts Manager (or assigned management) will determine, and control, who is authorized to access the KeyCode Look Up application. However, we anticipate that dealership parts and service management will be the primary users of the application. The KeyCode Look Up application automatically tracks each user activity session. Information tracked by the system includes: User name, User ID, all other entered data and the date/time of access.
What if I input the VIN incorrectly?
If an incorrect VIN is entered into the system (meaning that the system does not recognize the VIN or that the VIN has been entered incorrectly) the system will return an error message.
If I am an authorized user for the KeyCode application, can I access the application from home?
The GM Parts Locator and Information Services application resides on the GMACCESS Server. Even if you are an authorized user for the application, you will NOT be able to access it outside of the dealership.
What if I suspect key code misuse?
Your dealership should communicate the proper procedures for requesting key codes. Any suspicious activity either within the dealership or externally should be reported to the GMACCESS Help Desk or GM of Canada Dealer Technology at 905-644-1829.
Whose key codes can I access through the system?
At this time the following Canadian vehicle codes are available through the system: Chevrolet, Cadillac, Buick, Pontiac, GMC, HUMMER (H2 and H3 only), Oldsmobile, Saturn, Saab and Isuzu (up to 2002 model year) for a maximum of 17 model years.
What should I do if I enter a valid VIN and the system does not produce any key code information?
Occasionally, the KeyCode Look Up application may not produce a key code for a valid VIN. This may be the result of new vehicle information not yet available. In addition, older vehicle information may have been sent to an archive status. If you do not receive a key code returned for valid VIN, you should contact GM of Canada Dealer Technology at 905-644-1829.
How do I access KeyCodes if the KeyCode Look-up system is down?
If the KeyCode Look-up system is temporarily unavailable, you can contact the original selling dealer who may have it on file or contact GM of Canada Dealer Technology at 905-644-1829. If the customer is dealing with an emergency lock-out situation, you need to have the customer contact Roadside assistance, OnStar if subscribed, or 911.
What should I do if the KeyCode from the look-up system does not work on the vehicle?
On occasion a dealer may encounter a KeyCode that will not work on the vehicle in question. In cases where the KeyCode won’t work you will need to verify with the manufacturer of the cutting equipment that the key has been cut correctly. If the key has been cut correctly you may be able to verify the proper KeyCode was given through the original selling dealer. When unable to verify the KeyCode through the original selling dealer contact GM of Canada Dealer Technology at 905-644-1829. If the key has been cut correctly and the code given does not work, the lock cylinder may have been changed. In these situations following the proper SI document for recoding a key or replacing the lock cylinder may be necessary.
How long do I have to keep KeyCode Records?
Dealership KeyCode documentation should be retained indefinitely.
Can I get a KeyCode changed in the Look-Up system?
Yes, KeyCodes can be changed in the Look-Up system if a lock cylinder has been changed. Contact GM of Canada Dealer Technology at 905-644-1829.
What information do I need before I can provide a driver of a company fleet vehicle Keys or KeyCode information?
The dealership should have a copy of the individual’s driver’s license, proof of employment and registration. If there is any question as to the customer’s employment by the fleet company, the dealer should attempt to contact the fleet company for verification. If there is not enough information to determine ownership and employment, this information should not be provided.
How do I document a request from an Independent Repair facility for a KeyCode or Key?
The independent must provide a copy of their driver’s license, proof of employment and signed copy of the repair order for that repair facility. The repair order must include customer’s name, address, VIN, city, province and license plate number. Copies of this information must be included in your dealer KeyCode file.
