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Procedures
MSC-PRO-FPROP-133Property Management Processes
Revision 3, Change 0
Published: 07/10/2018Effective: 07/10/2018
Program: Property and Warehouse ManagementTopic: Facilities & Property
Subject Matter Expert: Baird, LaurieFunctional Manager: Shoemake, Billy
Use Type: Administrative
*MSAPS.MSC-PRO-FPROP-133*
Not Required : Excluded from USQExclusion Reason: MSA Facilities are non-nuclear, exempt from USQ
JHA: Administrative Periodic Review Due Date:07/10/2023Publication Correction:08/09/2018Rev. 3, Chg. 0
Change Summary
Description of Change
Revision 3: 15584 (7/10/2018) Enhancements to improve usabilityPublication Correction :19043 (8/6/2018)fix bookmarks
NOTE: Employees may print off this document for reference purposes but are responsible to check MSA PS toensure the most current version is used to prevent unintended use of obsolete versions.
AdministrativeUse
Rev. 3, Chg. 0 MSC-PRO-FPROP-133 Page i of i
Property Management ProcessesPublished Date: 07/10/2018 Effective Date: 07/10/2018
Rev. 3 MSC-PRO-FPROP-133 Page 1 of 24
Property Management Processes Published Date: 07/10/2018 Effective Date: 07/10/2018
NOTE: Employees may print off this document for reference purposes but are responsible to check
MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.
Administrative
TABLE OF CONTENTS
1.0 PURPOSE ............................................................................................................................ 3
2.0 SCOPE ................................................................................................................................. 3
3.0 RESPONSIBILITIES .......................................................................................................... 4
4.0 INSTRUCTIONS ................................................................................................................ 4
4.1 Tagging Requirements for Property Received On-Site ........................................... 4
4.1.1 Tagging Requirements for Government Property ....................................... 4
4.1.2 Tagging Requirements for Non-Government Property ............................... 6
4.1.3 Requirements for De-Tagging Government and Non-Government
Property........................................................................................................ 6
4.2 Transferring Government Property within Mission Support Alliance and
Subcontractors ......................................................................................................... 7
4.2.1 Electronic Property Transfer Utilizing Sunflower Asset Management
System (SAMS) ........................................................................................... 7
4.2.2 Transfer of Facilities (Including Mobile Offices) Within MSA/
Subcontractors ............................................................................................. 8
4.2.3 Transfer of Items to the PC Nationalization Program ................................. 8
4.3 Transferring Government Property between Other Hanford Contractors, Other
DOE Sites, and/or Federal Agencies ....................................................................... 9
4.3.1 Transferring Government Property to Other Hanford Contractors (OHC)10
4.3.2 Receiving Government Property from Other Hanford Contractors (OHC)10
4.3.3 Transferring Government Property between Other DOE Sites and/or
Federal Agencies ....................................................................................... 11
4.4 Removing Government Property from the Site for Official Purposes .................. 11
4.5 Loans of Government Property ............................................................................. 12
4.5.1 Loans of Government Property between MSA Organizations or MSA
Subcontractors ........................................................................................... 12
4.5.2 Loans of Government Property to Non-MSA Contractors and Other
DOE Sites, or Other Agencies ................................................................... 12
4.5.3 Loans of Government Property from Non-MSA Contractors and Other
DOE Sites, or Other Agencies ................................................................... 14
4.6 Lost, Damaged, or Destroyed Property ................................................................. 15
5.0 RECORD IDENTIFICATION .......................................................................................... 16
6.0 SOURCES ......................................................................................................................... 17
6.1 Requirements ......................................................................................................... 17
6.2 References .............................................................................................................. 17
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APPENDIX A. REQUIREMENTS .............................................................................................. 18
A-1 Tagging Requirements for Property Received On-Site ......................................... 18
A-2 Transferring Government Property within Mission Support Alliance and
Subcontractors ....................................................................................................... 20
A-3 Removing Government Property from the Site for Official Purposes .................. 21
A-4 Loans of Government Property ............................................................................. 21
A-5 Loss, Damage, or Destruction of Personal Property .................................................. 22
APPENDIX B. PROPERTY TAGGING MATRIX ..................................................................... 24
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Administrative
1.0 PURPOSE
This procedure addresses guidance and processes contained in CRD O 580.1A, Chg. 1,
Department of Energy Personal Property Management Program; DOE G 580.1-1, Department
of Energy Personal Property Management Guide; 41 CFR 109, Department of Energy
Property Management Regulations; and CRD M 470.4-2A (Suppl. Rev 0), Physical Protection,
for the specified property management activities.
2.0 SCOPE
This Level 2 Management Control Procedure applies to all Mission Support Contract (MSC)
team employees performing MSC scope of work. The property management functions
addressed in this procedure are as follows:
Tagging Requirements for Property Received On-Site
o Tagging Requirements for Government Property
o Tagging Requirements for Non-Government Property
o Requirements for De-Tagging Government and Non-Government Property
Transferring Government Property within Mission Support Alliance and Subcontractors
o Electronic Property Transfer Utilizing Sunflower Asset Management System
(SAMS)
o Transfer of Facilities (Including Mobile Offices) Within MSA/Subcontractors
o Transfer of Items to the PC Nationalization Program
Transferring Government Property between Other Hanford Contractors, Other DOE Sites,
and/or Federal Agencies
o Transferring Government Property to Other Hanford Contractors (OHC)
o Receiving Government Property from OHC
o Transferring Government Property between Other Department of Energy (DOE)
Sites and/or Federal Agencies
Removing Government Property from the Site for Official Purposes
Loans of Government Property
o Loans of Government Property Between MSA Organizations or MSA
Subcontractors
o Loans of Government Property to Non-MSA Contractors and Other DOE Sites,
or Other Agencies
o Loans of Government Property from Non-MSA Contractors and Other DOE
Sites, or Other Agencies
Lost, Damaged, or Destroyed Property
Note that this procedure does not address the disposition of excess government property, which
is covered in MSC-PRO-FPROP-144, Disposition of Excess Property.
Rev. 3 MSC-PRO-FPROP-133 Page 4 of 24
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3.0 RESPONSIBILITIES
3.1 Property Management Specialists
Asset Control organization employees responsible for oversight of regulatory and contractual
Property Management related requirements. Responsibilities include providing interpretations
of requirements; administering the Sunflower Asset Management System (SAMS) application
and providing training in the use of the application to end users; capturing record data for input
into SAMS; and scheduling annual inventory campaigns and managing bar code scanners for
use in conducting those campaigns.
3.2 Property Representatives
Individuals in an organization, assigned by management, that act as the primary point of
contact for property related subjects in their designated organization. Responsibilities include
assisting Property Management Specialists in the administration of personal property; perform
property record updates, transfers, etc.; and support MSA’s annual inventory campaigns.
3.3 Assigned Managers/Property Custodians
Management and the end users within their organization that are accountable for any
government property assigned to that organization and/or to them individually.
Responsibilities include informing Property Representatives of any relocation, reassignment or
transfer of property in their custody and control.
4.0 INSTRUCTIONS
4.1 Tagging Requirements for Property Received On-Site
4.1.1 Tagging Requirements for Government Property
Actionee Step # Action
Requester, in
coordination with
Contract Specialist or
P-card Holder
1. When purchasing property from off-site sources or receiving
property transferred from other DOE sites or other federal
agencies:
a. Determine if tagging is required (either with numbered,
bar-code tags or generic tags) per the criteria listed in the
Property Tagging Matrix (Appendix B). If so, include
appropriate property tagging clause(s) in procurement
documents for direct buy items, or select “Tagging
Required” when in the Electronic Bill of Material
(eBOM) or Supply Ordering System (SOS).
Rev. 3 MSC-PRO-FPROP-133 Page 5 of 24
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Actionee Step # Action
b. Determine if the property meets the following definition
of high risk personal property:
Property that, because of its potential impact on public
health and safety, the environment, national security
interests, or proliferation concerns, must be controlled,
and dispositioned in other than the routine manner. The
categories of potential high risk property are:
especially designed or prepared property
export controlled property
hazardous property
nuclear weapon components or weapon-like
components
proliferation sensitive property
radioactive property
firearms, ammunition, pyrotechnics, and explosives
If so, or if there are any questions as to whether the property
meets this definition, contact a Property Specialist for
guidance.
Receiving
Storekeeper 2. When boxes or other packages are received at the warehouse
and the tagging clauses are in their purchasing documents, or
“Tagging Required” is specified in the eBom or SOS
Systems, affix the applicable tag to the property.
Property Specialist 3. Enter pertinent information from the property tagging
documents received from the Storekeeper into SAMS for any
property requiring a numbered, bar-code tag.
Requester,
Custodian, Property
Representative,
and/or P-card Holder
4. Review items upon delivery to ensure property tags required
per Property Tagging Matrix (Appendix B) have been
applied. Notify a Property Specialist immediately upon
receipt of items that require (or may require) property
tagging, but were delivered untagged.
5. Provide the name of the person who is to be designated as the
custodian (owner) of the property to a Property Specialist
upon receipt of the item. This information will also be
entered into SAMS by the Property Specialist.
Rev. 3 MSC-PRO-FPROP-133 Page 6 of 24
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4.1.2 Tagging Requirements for Non-Government Property
Actionee Step # Action
Requester 1. When planning to use non-government owned property from
off-site sources for on-site activities, determine if property
meets the tagging criteria listed in the Property Tagging
Matrix (Appendix B). If so, notify a Property Specialist.
NOTE: Any non-government owned computer equipment
which requires direct HLAN access is required to have a
“PX” numbered, bar-code property tag affixed before
connection to HLAN. “PX” numbered, bar-code tags
designate property as non-government owned.
Property Specialist 2. Affix, or cause to be affixed, a “PX” numbered property tag
to the property, which identifies it as non-government owned.
Requester 3. When non-government owned property is no longer required
for use on-site, contact a Property Specialist.
NOTE: When non-government owned property with memory
or data storage capability is no longer required for use on-
site, the property is required to be sanitized prior to release
per MSC-PRO-CS-595, Transferring or Excessing Automatic
Data Processing Storage Media.
Property Specialist 4. Remove, or cause to be removed, the “PX” tag from the
property and enter final event information into SAMS.
4.1.3 Requirements for De-Tagging Government and Non-Government
Property
Contact a Property Specialist for guidance on de-tagging and record keeping requirements for
any tagged property (either with numbered, bar-code tags or generic tags) leaving the Hanford
site (e.g., property returned to a vendor, property transferred to another site, etc.).
NOTE: This requirement does not apply to property removed from the site per section 4.4,
Removing Government Property from the Site for Official Purposes, below, or to property
being excessed per MSC-PRO-FPROP-144, Disposition of Excess Property.
Rev. 3 MSC-PRO-FPROP-133 Page 7 of 24
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NOTE: Employees may print off this document for reference purposes but are responsible to check
MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.
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4.2 Transferring Government Property within Mission Support Alliance
and Subcontractors
4.2.1 Electronic Property Transfer Utilizing Sunflower Asset
Management System (SAMS)
NOTE: This is the preferred method of transfer for all property items in SAMS within MSA
and Subcontractors except capital items, facilities, and those items transferred to the PC
Nationalization program.
Actionee Step # Action
Releasing Custodian 1. Identify property items that are to be transferred to other
organizations within MSA/subcontractors and coordinate the
transfer with the receiving organization’s custodian.
Releasing and
Receiving Custodian
2. Notify their respective organization’s Property Representative
and/or Property Custodian of the property that is to be
transferred.
Releasing Property
Representative or
Property
Representative
3. Enter information into the “Request to Transfer” screen in
SAMS to reflect any changes in steward, custodian, and/or
location resulting from the transfer of the property. Notify
receiving Property Representative that this transaction has
occurred in SAMS.
Receiving Property
Representative or
Property
Representative
4. Access the “Approve or Deny Request” screen in SAMS to
accept or deny changes entered by Releasing Property
Representative or Custodian.
NOTE: Transfer of items not in the SAMS property database
may be documented for organizational purposes using the
Plant and Equipment Transfer form (PET, A-6001-578).
There are no property reporting requirements for these items.
Rev. 3 MSC-PRO-FPROP-133 Page 8 of 24
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4.2.2 Transfer of Facilities (Including Mobile Offices) Within MSA/
Subcontractors
Actionee Step # Action
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
1. Identify facilities (including mobile offices), any related fixed
assets, and any non-fixed assets to be transferred to other
organizations within MSA/subcontractors. Coordinate the
transfer with the receiving organization’s representative.
Store any non-fixed items to be transferred so as to reduce the
possibility of reuse without proper record updates.
2. Complete the Plant and Equipment Transfer (PET) form
(A-6001-578), including the receiving manager’s
information.
3. Submit the completed PET form to ^Property Management
for a Property Management Control Number. Once the
Property Management Control Number is received, insert the
number on the form where indicated, then forward to
releasing manager for review.
Releasing Manager 4. Review PET, resolve any issues, sign where indicated, and
forward to Receiving Manager.
Receiving Manager 5. Review PET, resolve any issues, sign where indicated, then
forward the PET to ^Property Management or to Property
Management, MSIN G1-40 for processing and record
updates. Keep a copy of the PET for record purposes.
Releasing and
Receiving
Organization
Representatives
6. Coordinate and perform physical transfer/turnover of
facilities.
4.2.3 Transfer of Items to the PC Nationalization Program
NOTE: Any equipment that may contain electronic memory/data storage, including
computers, computer peripherals (monitors, printers, plotters, keyboards, mice, etc.), PDAs,
cell phones, fax machines, and digital cameras should be transferred to the PC Nationalization
Program. All other excess items should be processed per MSC-PRO-FPROP-144, Disposition
of Excess Property.
Rev. 3 MSC-PRO-FPROP-133 Page 9 of 24
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Actionee Step # Action
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
1. Identify property items to be transferred to the PC
Nationalization program. Store items so as to reduce the
possibility of reuse without proper record updates.
2. Complete the Plant and Equipment Transfer (PET) form
(A-6001-578), except for the Receiving Managers
information, which should be left blank.
3. Submit the completed PET form to ^Property Management
for a Property Management Control Number. Once the
Property Management Control Number is received, insert the
number on the form where indicated, then forward to
releasing manager for review.
Releasing Manager 4. Review PET, resolve any issues, sign where indicated, and
return to originator.
Releasing
Organization
Representative
5. Securely affix original PET to items being transferred to the
PC Nationalization program in a position where it can be
easily seen and read. Group items such that they are easily
distinguishable from items that are not to be transferred.
Keep a copy of the PET for record purposes.
6. Arrange for transportation of items to 2355 Stevens Drive
(formerly 1163 Warehouse), North Dock.
Property Specialist 7. Upon arrival of items at warehouse, review PET, resolve any
issues, and update information in SAMS, as applicable.
4.3 Transferring Government Property between Other Hanford Contractors, Other DOE
Sites, and/or Federal Agencies
NOTE 1: Any transfer of facilities or mobile offices must be coordinated with the MSA
Contracts and Real Estate Services organizations prior to transfer.
NOTE 2: Due to a difference in DOE funding sources, transfers between MSA, WRPS and
PNNL require special handling. Contact a Property Specialist for guidance prior to taking any
action on PNNL or WRPS transfers.
Rev. 3 MSC-PRO-FPROP-133 Page 10 of 24
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NOTE: Employees may print off this document for reference purposes but are responsible to check
MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.
Administrative
4.3.1 Transferring Government Property to Other Hanford Contractors (OHC)
Actionee Step # Action
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
1. Identify property items or facilities (including mobile offices)
to be transferred to another Hanford Contractor and designate
whether the item is capital or non-capital. Complete separate
form for capital and non-capital assets. If a facility, also
identify any related fixed assets and any non-fixed assets to
be transferred with the facility. Complete an Inter-Contractor
Transfer Order (ICTO, A-6001-751), then forward to
releasing organization manager for review.
Releasing
Manager
2. Review ICTO, resolve any issues, and sign where indicated.
3. Forward ICTO to OHC Receiving Manager. Request
completion of any OHC specific information, signature, and
return of the ICTO to Releasing Manager.
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
4. Review document completed by Receiving Manager; resolve
any issues, then forward signed document to ^Property
Management or to Property Management, MSIN G1-40.
Releasing Property
Specialist 5. Assign a property management control number, complete the
applicable data in the description and accounting information
fields, and sign in applicable block. Return copy of
completed ICTO to Releasing Manager, and forward copy to
OHC Receiving Property Management group for processing.
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
6. Coordinate and perform physical transfer of property items
and/or facilities to OHC.
4.3.2 Receiving Government Property from Other Hanford Contractors (OHC)
NOTE: If property being received is a building, structure, or mobile office, refer to MSC-
PRO-54133, Facility Transfers to MSA.
Rev. 3 MSC-PRO-FPROP-133 Page 11 of 24
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Actionee Step # Action
Receiving
Organization
Representative
(Custodian, Property
Representative, etc.)
1. Coordinate with OHC releasing organization to identify
property items to be transferred from OHC. Assist in the
completion of an Inter-Contractor Transfer Order
(A-6001-751).
Receiving Manager 2. Receive ICTO from OHC, signed by OHC Releasing
Manager. Review ICTO, resolve any issues, and sign where
indicated. Return ICTO to OHC Releasing Manager, and send
a copy to ^Property Management or to Property Management,
MSIN G1-40.
Property Specialist 3. Enter information in SAMS, as applicable.
Releasing
Organization
Representative
(Custodian, Property
Representative, etc.)
4. Coordinate and perform physical transfer of property items
from OHC.
4.3.3 Transferring Government Property between Other DOE Sites and/or Federal Agencies
Actionee Step # Action
Releasing or
Receiving MSA
Organization
Representative
(Custodian, Property
Representative, etc.)
1. Contact a Property Specialist for guidance when considering
transferring items to another DOE site or Federal agency, or
when considering receiving items transferred from another
DOE site or Federal agency.
NOTE: For Property Received Only Ensure that a Property Specialist is notified when items
physically arrive on site in order to properly tag and enter
information into SAMS, as applicable.
4.4 Removing Government Property from the Site for Official Purposes
Government owned property may be removed from the Hanford Site for official business use.
It is the property custodian’s and his or her manager’s responsibility to ensure the
property is adequately protected from loss, theft, damage, or destruction while off-site.
Rev. 3 MSC-PRO-FPROP-133 Page 12 of 24
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MSA is responsible for all government owned property in its custody, and can be held
contractually and financially liable for the loss, damage, or destruction of such property.
4.5 Loans of Government Property
4.5.1 Loans of Government Property between MSA Organizations or MSA Subcontractors
An MSA organization/subcontractor may borrow property belonging to another MSA
organization/subcontractor, with the custodial organization retaining “ownership” of the
property.
Actionee Step # Action
Lending and
Borrowing
Organization
Representatives
(Custodians, Property
Custodians, etc.)
1. Determine property to be loaned/borrowed. (See Requirement
A-4 for criteria).
NOTE: The loan may be documented on an On-Site
Property Loan Agreement form (BC-6000-831). The lending
organization may generate its own Property Management
Control Number for tracking purposes.
2. Coordinate physical movement of property.
Lending
Organization
Representative
3. Update the Location and User fields in SAMS for property
that was loaned, as applicable.
4. Upon return of the borrowed property, again update the
Location and User fields in SAMS for property that was
returned, as applicable.
NOTE: The lending/custodial organization remains
responsible for any loaned property.
4.5.2 Loans of Government Property to Non-MSA Contractors and Other DOE Sites, or Other
Agencies
An MSA organization may loan temporarily underutilized property in its custodianship to
another DOE contractor, DOE site, or agency if such a loan is in the best interest of DOE and
the Government.
Rev. 3 MSC-PRO-FPROP-133 Page 13 of 24
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Administrative
Actionee Step # Action
Lending MSA and
Borrowing
Organization
Representatives
(Custodians, Property
Custodians, etc.)
1. Determine property to be loaned. (See Requirement A-4 for
criteria)
Lending MSA
Organization
Representative
2. Prepare a Personal Property Loan Agreement form
(DOE-F-4420.2), including authorizing signature, and
forward the Agreement to the borrowing organization
representative for review and signature.
3. Upon return of signed Agreement from borrowing
organization representative, review, resolve any issues, and
forward original to a Property Specialist.
Property Specialist 4. Review Agreement, resolve any issues, assign control
number, and obtain appropriate DOE signature.
5. Update offsite location information in SAMS, as applicable.
Forward a copy of the completed Agreement to the
originating MSA organization.
Lending MSA
Organization
Representative
6. Forward a copy of the completed Personal Property Loan
Agreement to the Borrowing Agency.
Lending MSA and
Borrowing
Organization
Representatives
7. Coordinate physical movement of the loaned property to the
Borrower’s location.
Lending MSA
Organization
Representative
8. Monitor the loaned property to validate the continued need
for loan.
Rev. 3 MSC-PRO-FPROP-133 Page 14 of 24
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Administrative
Actionee Step # Action
9. Inform the Property Specialist as soon as government
property has been returned to MSA custodianship, and then
update location information in SAMS, as applicable.
NOTE:The lending/custodial organization remains
responsible for any loaned property.
4.5.3 Loans of Government Property from Non-MSA Contractors and
Other DOE Sites, or Other Agencies
An MSA organization may borrow temporarily underutilized property in another DOE
contractor’s, DOE sites, or agency’s custodianship if such a loan is in the best interest of DOE
and the Government.
Actionee Step # Action
Lending and
Borrowing MSA
Organization
Representatives
(Custodians, Property
Custodians, etc.)
1. Determine property to be borrowed. (See Requirement A-4
for criteria)
Lending
Organization
Representative
2. Prepare a Personal Property Loan Agreement form
(DOE-F-4420.2), including authorizing signature, and
forward the Agreement to the borrowing organization
representative for review and signature.
Borrowing MSA
Organization
Representative
3. Review Agreement, resolve any issues, sign where indicated,
and then return original Agreement to lending organization
representative.
Lending and
Borrowing MSA
Organization
Representatives
4. Coordinate physical movement of the loaned property to the
Borrower’s location.
Borrowing MSA
Organization
Representative
5. Return borrowed property to lending organization as soon as
the terms of the loan agreement are met or property is no
longer needed.
Rev. 3 MSC-PRO-FPROP-133 Page 15 of 24
Property Management Processes Published Date: 07/10/2018 Effective Date: 07/10/2018
NOTE: Employees may print off this document for reference purposes but are responsible to check
MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.
Administrative
4.6 Lost, Damaged, or Destroyed Property
It is all employees’ responsibility to promptly report any of the following:
Missing property
Suspected thefts of property
Property damaged beyond economical repair
Destroyed property
NOTE: MSA will be held responsible for any lost, damaged or destroyed property and may be
required to reimburse DOE the cost of such property.
Actionee Step # Action
Property User and/or
Custodian and/or
Property
Representative
1. Upon confirmation of loss (including theft), damage, or
destruction of property with a numbered, bar-code tag,
complete a Loss/Damage/Destruction Report (LDDR,
A-3000-410) within 60 days of discovery. Include any
documentation that supports the information on the form
and/or may aid in the investigation of the loss (e.g.
Declaration of Excess, Plant and Equipment Transfer, Inter-
Contractor Transfer Order forms, e-mails, pictures, Law
Enforcement Reports, etc.). Attach additional sheet(s) if
necessary.
a. An LDDR is required if theft of any government
owned property, whether tagged or not, is suspected.
The theft must be reported immediately to Patrol
Operations Center (POC) by phone, 373-3800. Be
prepared to provide, as applicable, a description of the
property, property record number, manufacturer’s
name, model and serial number, cost, a description of
the circumstances of loss, the last known location of
the property, and any other information that may be
asked by the POC.
2. Submit an electronic draft copy of the LDDR to the Property
Specialist for review prior to obtaining management
signatures.
Rev. 3 MSC-PRO-FPROP-133 Page 16 of 24
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NOTE: Employees may print off this document for reference purposes but are responsible to check
MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.
Administrative
Actionee Step # Action
Property User,
Custodial Manager
Next Higher Level
Manager
3. Review completed LDDR, resolve any issues, and sign where
indicated. Managers should pay particular attention to the
managerial commitments detailed in the Administrative
Action section of the form.
Property User and/or
Custodian and/or
Property
Representative
4. Submit completed, signed LDDR to a Property Specialist.
Property Specialist
5. Review LDDR, resolve any issues, investigate the
circumstances of loss as appropriate, forward to DOE for
review/concurrence, and then update information in SAMS,
as applicable.
5.0 RECORD IDENTIFICATION
All records are generated, processed, and maintained in accordance with
MSC-PRO-RM-10588, Records Management Processes.
NOTE: The Sunflower Asset Management System (SAMS) receives information utilized by
various property management personnel. SAMS is not used to generate any record material in
this procedure.
Records Capture Table
Name of Document Submittal Responsibility Retention Responsibility
Plant and Equipment Transfer
(A-6001-578)
For Facilities
For PC Nationalization
Receiving Manager
Releasing Organization
Representative
Asset Control
Inter-Contractor Transfer
Order (A-6001-751)
MSA Releasing
MSA Receiving
Releasing Organization
Representative
Receiving Manager
Asset Control
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On-Site Property Loan
Agreement (BC-6000-831)
Lending Organization
Representative
Lending Organization
Representative
Personal Property Loan
Agreement (DOE-F-4420.2)
Lending Organization
Representative
Asset Control
Loss/Damaged/Destruction
Report (A-3000-410)
Custodian Asset Control
Property Tagging Documents Receiving Storekeeper Asset Control
6.0 SOURCES
6.1 Requirements
CRD O 580.1A, Chg. 1, Department of Energy Personal Property Management Program
41 CFR 109, Department of Energy Property Management Regulations
CRD M 470.4-2A (Suppl. Rev 0), Physical Protection
6.2 References
MSC-PRO-FPROP-144, Disposition of Excess Property
MSC-PRO-CS-595, Transferring or Excessing Automatic Data Processing Storage Media
MSC-PRO-RM-10588, Records Management Processes
MSC-PRO-FPROP-54133, Facility Transfers to MSADOE G 580.1-1, Department of Energy
Personal Property Management Guide
ASTM International VCS, E 2131-09, Standard Practice for Assessing Loss, Damage,
Destruction of Property
DOE O 470.4B, Safeguards and Security Program
Rev. 3 MSC-PRO-FPROP-133 Page 18 of 24
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APPENDIX A. REQUIREMENTS
A-1 Tagging Requirements for Property Received On-Site
NOTE: For the tables in this section under the requirement "type" column, “V” means verbatim
and “I” means interpreted.
# Requirement Type
Source V or I
1. Identification.
(1) Wherever practical, and in consultation with the OPMO,
property must be identified or tagged as U.S. Government
property (or U.S. DOE).
(2) Government tags must be removed or permanently covered to
the extent practical before formal release from DOE inventory.
V CRD O 580.1A,
Chg. 1
4.a.
2. Accountable Property.
(1) Accountable Property. Accountable personal property is any
property item having an original unit acquisition cost of $10,000
or more, or meeting the sensitive property/High Risk Personal
Property (HRPP) definitions, or precious metals. Accountable
property records must be managed and maintained current in a
property management system of record from inception to formal
disposition and removal from DOE inventory.
Accountable Records.
(2) Accountable property records must include, at a minimum,
the following information:
(a) Property Control Number (agency item unique identification),
(b) Contract number or equivalent,
(c) Receipt or acceptance date,
(d) Description,
(e) Manufacturer and model number, serial number and/or
National Stock Number,
(f) Unit acquisition cost (as appropriate, depreciated value),
(g) Quantity and unit of measure (e.g., received, fabricated,
issued, or on hand),
(h) Owner (custodial or organizational),
(i) Location,
(j) Use status (active, storage, excess, retired, etc.),
V CRD O 580.1A,
Chg. 1
5.a.
4.c.4
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(k) High Risk designation, export control jurisdiction, and
relevant export control regulation citation, as applicable,
(l) Condition code.
3. Sensitive Property.
(1) Sensitive Property. Each DOE element must develop and
maintain a list of personal property items to be controlled as
sensitive, unless the item is otherwise managed by other
policy or agency regulation. A Sensitive Items List must be
approved by the OPMO annually.
Refer to the “Sensitive Property” definition in Attachment 2.
High Risk Personal Property.
(1) This Order only applies to a specific subset of HRPP
(reference 41 CFR 109) defined below.
(2) Export Controlled HRPP is:
(a) Property especially designed or prepared (EDP) for use in the
nuclear fuel cycle illustrative list in the Nuclear Regulatory
Commission regulation 10 CFR part 110, including items listed
in the Nuclear Suppliers Group (NSG) Trigger List (International
Atomic Energy Agency (IAEA) Information Circular 254, Part
1).
(b) Property listed on the Department of Commerce Control List
(15 CFR part 774) because of dual-use applications in the design,
development, production or use of weapons of mass destruction,
and conventional weapons, including property as listed in the
NSG Dual-Use List (IAEA Information Circular 254, Part 2), and
the International Control Lists of the Australia Group, the Missile
Technology Control Regime, and the Wassenaar Arrangement.
(c) Property listed on the Department of State U.S. Munitions
List (22 CFR part 121), and the Atomic Energy Act of 1954,
excluding nuclear weapon components or weapon-like
components that contain nuclear material as listed in DOE O
474.2.
(3) Firearms, Ammunition, Pyrotechnics, and Explosives.
Organizations with approved use of firearms, ammunition,
pyrotechnics, and explosives, and their associated components
must have processes in place to ensure the safe handling, storage,
inventory control, and maintenance of this HRPP. Refer to
Paragraph 4.i (Loaning Personal Property) for loaning of
firearms.
(4) HRPP must be identified at acquisition or, if modified,
whenever it comes under U.S. export controls that makes it
HRPP, and must be controlled through disposition. Additionally,
V
CRD O 580.1A,
Chg. 1
4.d
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any required reviews for classification and controlled unclassified
information (i.e., Official Use Only and Unclassified
Controlled Nuclear Information) must be conducted in
accordance with the applicable DOE directives and Agency
regulations, to include those specified in the References section.
DOE O 580.1A 5 3-30-2012
(5) For the purposes of this Order, nuclear weapon components or
nuclear weapon-like components that do not contain nuclear
material listed in DOE O 474.2, and Trigger List items that are to
be permanently buried must follow the requirements in DOE O
471.6 and other applicable agency directives. Items buried must
be reported as retired in the property system of record.
A-2 Transferring Government Property within Mission Support Alliance and Subcontractors
# Requirement Type
Source V or I
1. Accountable Property
(1) Accountable Property. Accountable personal property is
any property item having an original unit acquisition cost
of $10,000 or more, or meeting the sensitive
property/High Risk Personal Property (HRPP) definitions,
or precious metals. Accountable property records must be
managed and maintained current in a property
management system of record from inception to formal
disposition and removal from DOE inventory.
Other Accountable Property
(1) Accountable property records may also be established for
items that do not otherwise meet the accountable property
threshold or sensitive/high risk definitions or precious
metals, when the PMO has determined that,
notwithstanding its acquisition cost, an item must be
controlled and managed to protect against unauthorized
use, disclosure, or loss; or whenever required by law,
V CRD O 580.1A,
Chg. 1
4.c.1
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policy, regulation, or agency direction. Examples of such
property considerations include:
(2) Property containing Controlled Unclassified Information
(CUI), as determined by the site’s cyber security Risk
Management Approach or appropriate program
management; and
(3) Pilferable items, i.e., designated by each organizational
entity, as especially subject to loss, and if unaccounted
for, present a significant concern for disruption to mission
operations.
A-3 Removing Government Property from the Site for Official Purposes
# Requirement Type
Source V or I
1. Administratively Controlled Items.
Administratively controlled items, although not accountable
property, merit deliberate internal controls to prevent loss, theft,
unauthorized removal, and abuse.
V CRD O 580.1A,
Chg. 1
4.g.
2. h. Personnel in possession of a USAccess Credential, DOE
Standard Hanford Site Specific, or Temporary security badge
are authorized to transport government property, excluding
prohibited and controlled articles.
i. All personnel are responsible for ensuring adequate protection
is provided for government property assigned for use in the
performance of job duties.
V CRD M 470.4-
2A, (Suppl. Rev
0), Section IX.
h.,i.
A-4 Loans of Government Property
# Requirement Type
Source V or I
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1. Loaning Personal Property.
(1) The contractor may loan Government personal property if the
loan meets the following criteria:
(a) Not excess.
(b) Used to perform research, studies, and other efforts that result in
benefits to both the U.S. Government and the borrower.
(c) Used by local agencies in support of health, safety, or security
requirements upon appropriate Departmental notification of
emergency conditions.
(d) Loaned to another DOE organization, contractor, Government
agency, or organization that has a valid Federal contract, financial
assistance agreement, treaty international or cooperative agreement.
(2) The contractor must complete an approved DOE F 4420.2, U. S.
Department of Energy Personal Property Loan Agreement, which
must document that high risk, export control, and hazardous
reviews have been completed. For foreign loan package
requirements, refer to Paragraph 5.l. (Foreign Transactions).
(3) The contractor may loan firearms to the local law enforcement
agency for direct safety or protection support to the DOE facility.
The OPMO, or individual as delegated by the CO, must approve the
need to loan firearms.
(4) The OPMO or individual as delegated by the CO must approve
domestic loans.
V CRD O 580.1A,
Chg. 1
4.g.
A-5 Loss, Damage, or Destruction of Personal Property
Requirement Type
Source V or I
Loss, Damage, or Destruction of Personal Property.
(1) Loss (to include theft), damage, or destruction of DOE
personal property is to be reported promptly to the OPMO, and as
appropriate, to law enforcement organizations, in accordance
with local procedures and DOE O 470.4B, Safeguards and
Security Program.
V CRD O 580.1A,
Chg. 1
5.i.
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(2) Reporting of loss, damage, or destruction is essential to the
accountable property record audit trail and is required to formally
reconcile accountable property records when loss has been
experienced.
(3) At a minimum, the property loss report and documentation is
to include:
(a) Circumstances or cause,
(b) Determination of responsibility,
(c) Actions to prevent further loss, damage, destruction of
personal property.
(4) DOE Federal Employees may be subject to administrative
action and financial liability for loss, damage, destruction of
personal property in their possession and control.
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APPENDIX B. PROPERTY TAGGING MATRIX
Item
Numbered,
Bar-Code Tag Required
Generic Tag Required
Specific Item Types
Camcorders, video tape and digital >=$500 <$500
Cameras, film and digital >=$500 <$500
Cellular telephones (voice only, no memory) X
Computers (desktops, laptops, tablets/slates, file servers,
routers, switches (excludes KVM), access points, external
hard drives, controllers and other information technology
equipment with memory capability)
X
Computer peripheral equipment (monitors, fax machines,
printers, plotters, scanners, thin clients) >=$10,000 <$10,000
DVD/DVR and Blu-ray players and/or recorders >=$500 <$500
Fleet Equipment – any non-GSA vehicle or any device
pulled by a vehicle over Hanford or public roads or any
motorized (electric or natural fuel) device costing over
$5000
X
(“HO” number
provided by Fleet
Services)
Generators, portable gas powered (<4.5kw) X
GPS, portable X
Night vision devices X
PDAs, Smartphones X
Projectors, computer driven >=$500 <$500
Radios, (two-way hand held, battery powered) X
RF scanners X
Televisions (LCD/LED/Plasma) >=$10,000 <$10,000
Other Item Types (not covered above)
Any property item that is designated and/or intended to be
used in a “stand alone” capacity and is not part of a larger
system.
>=$10,000 <$10,000, Contact
Property Management
Example of Numbered, Bar-Code Tag Example of Generic Tag