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(U//FOUO) Preparing for the SID 2007 Inventory, a Look at SID's
2006 Inventory Pitfalls
FROM:
Property Support (LL234M)
Run Date: 12/26/2006
(U//FOUO) Through good accounting practices, we can account for an even higher percentage of
SID equipment next year.
(U//FOUO) Thanks to the hard work of everyone in SID, the 2006 inventory was successfully
completed, as 99.44% of SID's accountable equipment was located (see related article ).
(U//FOUO) This was an extraordinary feat, considering the amount of equipment (over 40,000
pieces) that SID has in the Defense Property Accountability System (DPAS), NSA's property
accounting database. In fact, this achievement is even more impressive when consideration is
taken regarding reorganizations and the frequent movement of both equipment and personnel
throughout the year.
(U//FOUO) However, in light of this remarkable accomplishment, 232 items were not found. In
an effort to improve on last year's inventory totals, the SID Property Office has identified some
pitfalls that contributed to the lost of equipment; please keep these shortfalls in mind as we
prepare for the SID Inventory 2007:
Lack of notification when moving Agency property
Any employee who is involved with the movement of Agency Owned Accountable
Property, recognizable by a NSA barcode tag, must notify an assigned Property Officer
(PO). This will allow the PO to take the necessary measures to ensure proper accounting
and tracking throughout the move; this is a critical step to achieving a successful
inventory.
Lack of proper documentation
Items being moved, transferred, or shipped must always have the proper documentation
generated and sent to the appropriate PO or Property Administrative Officer (PAO) to
reflect the move action. Here are some form examples:
Form DD1149 Requisition and Invoice//Shipment Document;
Form J6576 Transfer of Accountable Equipment;
Form A1295 Transmittal of Material;
Form J9497 Storage/Withdrawal Request; and
Form J2151 Turn-In Excess Equipment Request.)
Findings have shown that the majority of missing equipment was lost due to the lack of
properly generated documentation, which severely inhibits accurate property accounting
and tracking.
Lack of notification to relinquish ownership
Any employee who leaves an organization for a new job must contact their office's
appointed PO, to ensure that items assigned to them in their prior job are properly
transferred to a new user via updating the DPAS database and issuing a new Form
J1244A Property Accounting Hand Receipt.
(U//FOUO) Correcting the shortcomings listed above will have a profound impact on the overall
success of the SID inventory, both in 2007 and beyond. Many thanks go out to the SID
employees for their diligent efforts to locate and maintain account for SID property, as it is the
SID employees who play the most critical role in helping SID to reach their goal of a 100%
inventory. With everyone's help, the SID Property Office hopes to report a 100% inventory in
2007.
Thank you,
Chief, LL234M (Mission) Property Property Support
Ops. 2B / Rm: 2B4102 Suite 6403
(secure) /
non-secure)
"(U//FOUO) SIDtoday articles may not be republished or reposted outside NSANet
without the consent of S0121 (DL sid_comms)."
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DERIVED FROM: NSA/CSSM 1-52, DATED 08 JAN 2007 DECLASSIFY ON: 20320108