USDOJ: Appendix C: Property and Equipment

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U. S. DEPARTMENT OF JUSTICE Corrective Action Report Issue and Milestone Schedule				Date of Submission
				First Quarter Update:
				Second Quarter Update:
				Third Quarter Update:
				End of Year Report: 12/23/02
Issue Title Property and Equipment				Issue ID	Organization Federal Bureau of Investigation
Date First Initiated 08/02	Original Target for Completion 03/03	Current Target for Completion 03/03	Actual Date of Completion	Issue Type (Organization Rating) Material Weakness
Source Title Laptop and Firearm Inventory Quarterly Report			Date of Source Report 08/02	Issue Type (DOJ Rating) Material Weakness
Issue Description Office of the Inspector General (OIG) Report # 02-27, "The Federal Bureau of Investigation's (FBI) Control Over Weapons and Laptop Computers," released in August 2002, revealed significant problems with the FBI's management of weapons and laptop computers. Although the number of functional weapons reported missing during the review period amounted to less than one-half of one percent of the FBI's inventory, the significance of these losses is measured in the sensitive nature of the missing property, not in numbers. Similarly, the number of laptops reported missing during this same period equated to only approximately two percent of the FBI's inventory. However, because the security level of 70 percent of the lost or stolen laptops was "unknown," the loss is potentially significant as the information contained on these laptops could compromise national security or jeopardize ongoing investigations.
What We Will Do About It The FBI has been aware of this problem for some time and has, prior to the issuance of this report, taken the following actions to address the concern: The FBI created and implemented a new policy mandating the timely reporting of loss or theft of property to all appropriate entities; the policy was officially issued in August 2002. Form FD-500, Report of Lost or Stolen Property, has been revised to include the date of loss or theft, the date of entry to NCIC, and the name of the Property Custodian responsible for property oversight. The FBI implemented a new policy that all weapons and laptops will be inventoried annually using barcode technology. A new regulation has been implemented requiring all divisions to generate a monthly On-Order report to review new property that should be placed on the Property Management Application (PMA); all divisions have been reminded of the requirement to place all property on the PMA in a timely manner. A new Schedule of Delegated Disciplinary Offenses and a policy statement addressing property losses have been promulgated. A policy has been established regarding safeguarding property outside of FBI office space and has been included in the appropriate manuals. In addition and in response to recommendations received from the OIG, the FBI will take further actions to address this problem, as indicated below.

Milestones	Original Target Date	Current Target Date	Actual Date of Completion
1. Implementation of Boards of Survey to review cases of employee negligence leading to loss or theft of property.	11/02	11/03
2. Issuance of policy regarding employees' personal financial responsibility for lost or stolen property.	11/02	11/02	11/01/02
3. Completion of biennial inventory of accountable property.	03/03	03/03
4. Revision of the Manual of Administrative Operations and Procedures (MAOP) to clarify processes for separating employees, including establishment of procedures for reimbursement for lost property.	10/02	12/02	10/25/02
5. Institution of policies and procedures on the acquisition, inventory, audit, turn-in, maintenance, decommission, sanitization, and destruction of information technology resources.	02/03	02/03
How We Will Know It Is Fixed The problem will be corrected when all of the above milestones have been completed and when the FBI is able to fully account for its recorded property, particularly sensitive property such as weapons and laptop computers.