COM 0109.001 2016-2018 - Laserfiche WebLink

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Safeguarding of Assets We recommend the Department of Public Works add more security to ensure all assets are adequately safeguarded. Some examples of safekeeping and safeguarding include: Safekeeping of property: ✓ locking storerooms, warehouses, and gates ✓ affixing property identification tags ✓ maintaining documentation for authorized loans and movement of items from assigned locations ✓ establishing guidelines for property identified as excess, surplus, obsolete, beyond economical to repair, lost, or stolen Safeguarding of property: ✓ procedures for security of property during and after working hours ✓ continuous tracking of items that are sensitive, portable, and prone to theft ✓ timely investigating and reporting thefts or vandalism ✓ appointment of key custodian Provide Training We recommend the Department of Public Works, with assistance of the Finance Department, provide on-going training to all employees who are responsible for physical inventory counts and inventory records. Update and Enforce Policies and Procedures We recommend the Department of Public Works clarify and enforce internal controls in County policies and procedure to ensure consistency throughout the department and with industry best practices including but not limited to: • Clarify and implement policies regarding: ✓ performance measure for accurate and complete physical inventory count and inventory records; ✓ adequate segregation of duties to clarify that a different person be involved in the actual physical custody of assets, processing and recording of assets, and the approval of transactions. If segregation of duties cannot be achieved, mitigating controls such as blind counts, increased supervision and monitoring, or two -member count teams should be considered; DPW Highway Maintenance Division Inventory Management: Recommendations 127