Surplus can process the request more efficiently if these steps are taken:

• All fields are required – property must be identifiable to be sold.
• List addresses and contact information where the property is physically located.
• Keep like items on single requests – do not mix disposal processes like electronics with furniture.
• Enter complete “packages” including photos, product information sheets, etc. at one time.
• Inform Surplus of convenient inspection and removal times, barriers to, or facilities for removing property. Caution: Parts and components must not be removed once an item is reported. If this occurs, contact the Surplus Property Division immediately.

Note: Unique circumstances may require special handling, additional information, and/or photos.

When photographing an item for disposal, think of what visual information should be captured to best communicate the details and condition of the item to a potential customer. A picture is worth a thousand words.

1. Designate a staging area. This area should allow pictures to be taken without other items in the background. The background should not have activity and should be clear; for example, when taking vehicle pictures, other vehicles should not be in the background. Inside a warehouse, use a tarp to cover background items that cannot be easily moved. Customers might assume all items pictured are being offered for sale, even if the camera is focused on one item and the written description is specific.
2. Turn off Date/Time stamp, if your camera has this setting on.
3. Capture key details. Take as many photos from as many angles as necessary to accurately show the item. Take close shots that show item details such as data plates, control panels, mechanical or electrical components, and connection points of items that must be disconnected or disassembled for removal. Photograph the wire plug end, if applicable, and any item damage.
4. Use correct lighting. Any lighting or sun should be behind the camera. Watch for shadows that hide details.
5. Designate folder(s) to store the pictures on your computer. This will help keep things organized and make it easier to attach your photos to the Transaction Request.
6. Save in the correct file format. The picture format must be .jpg and sized to 600 x 400 (1 MB). If using MS Office Picture Manager,resize to “Pre-Defined” selection, Web-Large (640x480). If the photo is taken with a mobile phone, size it to “Medium” and attach it to the transaction request. 
7. Name pictures for easy identification. When submitting multiple items on a request (the system limit is five attachments per line), rename photos in the same way the items are listed by line item on the Transaction Request. Additional photos may be added to separate lines.

Note: There are special photo requirements for vehicles. See 13.6 Vehicle Photo Requirements for details.

The following information is helpful to know and may be requested when describing the property.

• Date taken out of service
• Operational status
• Acquisition cost
• Any kind of damage
• Brand
• Manufacturer
• Model
• Year
• Serial Number
• Weight
• Dimensions
  • Height
  • Length
  • Width
• Engine-specific information 
  • Number of cylinders
  • Size
  • Horsepower
  • Hours
  • Fuel type
    • Gas
    • Diesel
    • Propane
    • Electric
• Electrical item information
  • Voltage
  • Hertz
  • Plug type
    • Single
    • Three-Phase
• VIN (Vehicle Identification Number)
• HIN (Hull Identification Number)
• Generator-specific information
  • KW size
  • Mounting, if applicable
    • Skid-mounted
    • Trailer-mounted
  • Tank size (in gallons)
  • Tank material 
    • Fiberglass
    • Metal
    • Poly
    • Other