How to Report Lost, Stolen, and Missing Property

 Updated 05/14/07

 

Background.  Personal property accountability is the responsibility of every ITA employee.  Each employee must take reasonable precautions to protect any IT equipment assigned to them, especially Mobile IT Equipment (laptops, Blackberries/PDAs, etc.), and must report it immediately if it is lost, stolen, or missing.  ITA will conduct Property Boards of Review to investigate all instances of missing laptop and Blackberries/PDAs.

 

Lost or Missing Item Procedures

 

  1. Report item to your office’s Property Custodian.  For all missing laptops or Blackberries/PDAs, you should also report it to ITA’s Property Management Officer, Jeff Scherr at Jeffrey.Scherr@mail.doc.gov, and the OCIO Customer Support Hotline at 202-482-1955 or 1-877-206-0645.

 

  1. The office’s Property Custodian should complete a CD-52, Report of Review of Property, explaining the circumstances surrounding the loss of the piece of equipment.

 

  1. The Unit Property Accountability Officer will complete, sign, and date the Recommendation section at the top of the second page.

 

  1. The Property Custodian should send the form to Property Management Officer who will check it for accuracy and sign it.

 

  1. The Property Management Officer will email the Property Custodian that the CD-52 has been received and then the Property Custodian will remove the asset from the office Inventory.

 

  1. A Property Board of Review will be conducted for all lost, stolen, or missing laptops and PDAs to examine the loss and determine if any financial or disciplinary action is warranted.

 

Stolen Item Procedures

 

  1. As soon as it is discovered that a piece of property has been stolen, the Property Custodian should contact the Office of Security and file a report.  For all missing laptops or Blackberries/PDAs, the Property Custodian should also report the item to ITA’s Property Management Officer, Jeff Scherr, at Jeffrey.Scherr@mail.doc.gov, and the OCIO Customer Support Hotline at 202-482-1955 or 1-877-206-0645.  If you are not at Headquarters, contact your local police immediately for them to come and make a report.

 

  1. The Property Custodian should immediately contact the Property Accountability Officer and advise him/her of the theft.

 

  1. The Property Custodian will complete a CD-52, Report of Review of Property, and in the section to explain circumstances at the bottom of the first page, type "See Attached" and attach a copy of the police report if available or type in Police report on file.

 

  1. The Unit Property Accountability Officer will complete, sign, and date the Recommendation section at the top of the second page.

 

  1. The Property Custodian will sign the CD-52 at the bottom of the second page, will remove the item from that office's Inventory, and will report all stolen equipment to the Property Management Officer so he may track this information.

 

  1. A Property Board of Review will be conducted for all lost, stolen, or missing laptops and PDAs to examine the loss and determine if any financial or disciplinary action is warranted.

 

Questions.  Contact ITA’s Property Management Officer, Jeff Scherr, at 202-482-3266 or Jeffrey.Scherr@mail.doc.gov.  The OCIO Customer Support Hotline can be reached at 202-482-1955 or 1-877-206-0645.