15.1 Missing or Stolen Property

Since the final disposition of missing or stolen property is unknown, Surplus is not able to issue authorization for the removal of the property from the entity’s inventory. The entity Property Coordinator (PC) must report any property that is missing or stolen per your entity policy.

• If the property is assumed missing and not stolen, the PC must document all known information regarding the circumstances of the loss.
• If the property is assumed to have been stolen, the PC must report the loss to their local law enforcement agency.

The property must be maintained on the entity’s property inventory for two years from the discovery of the loss. If the property is recovered within the two years, it may be returned to the entity inventory. If not recovered after two years, it may be deleted from the inventory. These reports must be maintained with the property records for auditing purposes for five years from the report of loss.

Note: See Georgia Archives, Retention Schedules for State Government Paper and Electronic Records for official regulations.

The Missing and Stolen Property Form is available in Appendix A.