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Property Procedures

Information for Property:

Property is purchased and assigned to individuals for use in their daily tasks and functions. All property assigned to an individual becomes the responsibility of that person. They are responsible for proper care and maintenance. The security of and access to electronic equipment is the individual's responsibility. It is the responsibility of the owner to ensure unauthorized usage of electronic equipment by the use of ID's and Passwords for gaining access. They are accountable for possession of the property and are liable for its misuse or loss.

Accountable Property is defined as: "All non-expendable personal property with a life expectancy of more than 1 year and an acquisition cost of $5,000 or more; and all sensitive property regardless of cost".

Sensitive Property includes: desktop and tower computers, laptop, notebook, and other portable computers; all external printers other than label printers; desktop plotters; graphic tablets; all external disk drives including CD and DVD disk drives; desktop and hand-held scanners; digital and video cameras; televisions; VCRs and players; fax machines; multi-purpose fax, printer, copy machines; global positioning system (GPS) devices; photocopy machines, satellite telephones.

What is done if equipment is moved to a different location?

Agency owned electronic equipment is only allowed to be taken to a different location if there is a requirement for the responsible employee to perform agency functions and duties from that location. A Transfer Property form is completed with all pertinent information and authorization and is referred to the Center Property Manager. Agency owned electronic equipment is not allowed to be taken for personal use.

All accountable property containing a USDC bar code that is relocated falls under this process.

What should be done when new equipment is purchased

Electronic equipment that is purchased is accountable property and falls under the authority of NOAA property requirements and regulations. This equipment must be inventoried and assigned a USDC identification number that will remain with the equipment through its life cycle.

Accountable equipment that is purchased, is referred to the Center Property Manager for registration. An Accountable Property form is completed with all pertinent information and authorization.

What is done if equipment is given to a different owner?

Electronic equipment that is given to a different employee, is referred to the Center Property Manager for transfer. A Transfer Property form is completed with all pertinent information and authorization transferring the ownership of that equipment to the new owner. All responsibility is released from the previous owner.

All accountable property containing a USDC bar code is to be transferred through this process.

What is done if equipment is no longer needed?

Any electronic equipment that is no longer needed by an individual is first made available to any other Center employee. If there is no use for the equipment, all such equipment must be placed in Excess for disposal. No electronic equipment owned by the agency may be discarded in a waste disposal container, even if it is not considered functional or repairable.

Electronic equipment that is to be discarded, is referred to the Center Property Manager for disposal. An Excess Property form must be completed with all pertinent information about the equipment. This form is used as a release of ownership by the individual and places the equipment in the excess pool where it may be picked up by other agencies. All responsibility is released from the owner.

Who takes excess equipment and property?

The General Service Administration (GSA) disposes of real property (land and buildings) and personal property (furniture, computers, equipment, vehicles, etc,) using the following process: Once a Federal agency determines it has unneeded property, that property is declared to be excess property. It is available for transfer to any other Federal agency. If no agencies want the excess property, it is declared surplus to Federal needs. It may then be donated to state or local governments or selected non-profit organizations, or it may be sold through public auctions.

What is done if equipment is un-repairable?

No electronic equipment owned by the agency may be discarded in a waste disposal container, even if it is not considered functional or repairable.

What is done to allow equipment to be taken home?

Agency owned electronic equipment is only allowed to be taken to an employee's residence if there is a requirement for the employee to perform agency functions and duties from home. Agency owned electronic equipment is not allowed to be taken to an employee's residence for personal use.

Electronic equipment that is to be used at home, is referred to the Center Property Manager for transfer. A Property Loan Agreement and Receipt form (NOAA Form 37-19) is completed with all pertinent information and authorization.

Equipment, such as desktop, laptop, and notebook computers as well as printers or external electronic devices are to be handled through this process.

What is done if equipment does not function or is broken?

Computer, printer, communication problems are referred to the IRM, Computer Services Branch. A member of that staff will analyze the problem. If the problem is hardware related, they will analyze the specifics and advise of the best solution or available options. Small repairs that are within the expertise of the staff members will be performed. Major repairs will be referred to an outside vendor. If the problem is software related, they will determine the best remedy and advise the user of their options. Most software problems are resolved in house.

Telephone, voice mail, and telecommunication problems are referred to the BAA, Facility Management staff. A member of that staff will analyze the problem and determine the solution.