Standard 6.8

Standard statement

The agency shall conduct the following documented inspections, inventories, and audits of in-custody property and evidence:

Each bullet must stand alone when establishing compliance, with proofs identified for every lettered requirement.

a.an inspection to determine adherence to procedures used for the control of property is conducted semi-annually by the person responsible for the property and evidence control function or his/her designee;
b.an inventory of property occurs whenever the person responsible for the primary control of the property and evidence function is assigned to and/or transferred from the position and is conducted jointly by the newly designated property custodian and a designee of the CEO to ensure that records are correct and properly annotated; and
c.an annual audit of property held by the agency is conducted by a supervisor not
d.routinely or directly connected with control of property.
e.If any items are found to be missing, the agency shall initiate a written action
f.plan to correct the deficiency.

Discussion

The inspection is conducted to determine that the property room is being maintained in a clean and orderly fashion, that the integrity of the property is being maintained, that provisions of agency orders or other directives concerning the property management system are being followed, that property is being protected from damage or deterioration, that proper accountability procedures are being maintained, and that property having no further evidentiary value is being disposed of promptly. The purpose of the inventory is to ensure the continuity of custody and not to require the accounting of every single item of property. The inventory should be sufficient to ensure the integrity of the system and the accountability of the property. During the joint inventory, a sufficient number of property records should be reviewed carefully with respect to proper documentation and accountability. The person assuming custody of the property should ensure that all records are current and properly annotated. All discrepancies should be recorded prior to the assumption of property accountability by the newly appointed custodian. The purpose of the standard is to ensure the integrity of the system, not to require an accounting for every item of property. The annual audit should be a random sampling of property held to satisfy the auditor that policies and procedures are being followed. The person named to conduct the inventory should be appointed by the agency’s chief executive officer. Under no circumstances should that inspector be appointed by supervisory or command officers having the property function under their control.

The discussion clarifies intent and is not a binding part of the standard. For assessment purposes you are required to comply only with the standard statement.