Asset Management - 2000.6

Securing Assets

The DGS/PD recommends that departments implement policies and procedures applicable to securing and safeguarding assets, regardless of how an asset was acquired.

Physical Control over Assets

The DGS/PD also advises departments to limit access to received goods to authorized staff and provide sufficient security controls to goods considered vulnerable to loss or unauthorized use.  Inventory should be periodically counted and compared to control records.

Identification and Tagging

In accordance with State Administrative Manual (SAM), Section 8651, all State property must be tagged after acquisition.  This includes property whether or not it meets all of the State’s capitalization requirements.  Refer to SAM, Section 8602 for capitalization definitions.

The purpose of tagging assets is to designate the assets as belonging to the State.

Refer to SAM, Section 8651 and/or individual department policies for tagging requirements.

Property Control

In accordance with SAM, Section 8650, departments shall record the following information when property is acquired:

• Date acquired
• Property description
• Property identification number
• Cost or other basis of valuation
• Owner fund
• Rate of depreciation (or depreciation schedule), if applicable

Further, departments will keep track of state property using an automated system.

Surveyed Property

In accordance with SAM, Section 3520, prior to disposal of any state-owned personal property other than vehicles or mobile equipment, departments must receive approval from the DGS/Office of Fleet and Asset Management, Surplus Property Section.

A Property Survey Report (STD.152) must be submitted for approval prior to disposition.  Disposition includes sale, trade-in, discarding, recycling, donating to local school districts, or turning the property over to Property Reutilization.  If not reusable, all Information Technology must be recycled.  Refer to the Procurement Division web site for the Master Services Agreement for Universal Waste for local e-Waste recyclers.

Refer to the DGS/OFAM/ Surplus Property website to register for online submission of the Property Survey Report (STD. 152)

Lost, Stolen, or Destroyed Property

Departments are required to prepare a STD.152, in accordance with SAM, Section 8643, to adjust property records whenever equipment is lost, missing, stolen or destroyed.  Although Departments prepare the STD. 152 for lost, missing, stolen or destroyed property, it is not submitted to the DGS for approval but maintained by the Department with the documents described in the Report.

The report contains:

• A description of the events
• Precautions to be taken to prevent repeat situations
• A statement that the California Highway Patrol has been notified in accordance with Government Code, Section 14613.7
• Copy of the STD. 152

In accordance with SAM, Sections 8643 and 20080, losses of state property due to fraud or embezzlement must be reported to DOF, Office of State Audits and Evaluations and the Bureau of State Audits.

Replacing Lost, Stolen, or Destroyed Property

Departments should ensure that the appropriate documentation is provided to the buyer to support the purchase of replacement equipment as a result of being lost, stolen, or destroyed.

Software Disposal

Departments should refer to their department’s Software Management Plan (refer to SAM, Section 4846 and SIMM, Section 120), IT Chief Information Officer office and/or Desktop and Mobile Computing Coordinator to ensure that the proper departmental policies are followed when disposing of IT software.