GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: EQUIPMENT
TITLE: PHYSICAL ASSET MANAGEMENT
EFFECTIVE DATE: JUNE 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF DARREN E. BRITTON
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PHYSICAL ASSET MANAGEMENT
705.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for maintaining a system of inventory and accountability over the Lincoln Police Department's physical assets. This policy does not address the management of intangible assets (e.g., intellectual property), fluid assets (e.g., cash, stocks, marketable securities), real property, or natural assets (e.g., water, air quality, minerals).
705.1.1 DEFINITIONS
Definitions related to this policy include:
PHYSICAL ASSETS – All tangible items of value, including but not limited to materials, machinery, tools and equipment, vehicles, office supplies, and furniture.
705.2 POLICY
It is the policy of this department to accurately inventory, maintain, and dispose of its physical assets in a manner that controls costs, avoids waste, and promotes the mission of the department.
705.3 RESPONSIBILITIES
The Chief of Police should assign a person or persons to be responsible for the inventory, maintenance, and disposal of the department's physical assets, including:
(a) Maintaining compliance with federal, state, and local laws regarding physical asset management, inventory control, and reporting requirements.
(b) Developing procedures for the implementation of this policy, including:
Procedures for disposal of all department-owned physical assets in accordance with federal, state, and local law.
2. Procedures for safe disposal of hazardous waste.
Procedures for inter-agency transfers of physical assets.
Procedures for to inventory assets as according to internal reporting deadlines (e.g., quarterly, annually).
(c) Developing a physical asset management plan to track the department's physical assets and maintain accurate and complete records related to these assets. The plan should include:
A minimum value of the physical assets that are subject to this policy, the plan, and the implementing procedures.
An inventory control and recordkeeping system to account for the movement, storage, maintenance and use, loss, damage, destruction, and disposal of the department's physical assets.
Routine internal and external audit practices.
Procedures to access physical assets for re-use, transfer, recycle, or disposal.
(d) Designating custodians, as appropriate, for inter-agency communication and to serve as inventory liaisons under the physical asset management plan.
(e) Annual physical asset acquisition planning.
705.4 IDENTIFICATION AND TAGGING
Physical assets should be tagged using a bar code or other system to identify and locate the items. Tags should be affixed in the same manner and location on each item, when feasible. Thefollowing information regarding the tagged item should be maintained using the inventory control system and method of recordkeeping established in the physical asset management plan:
(a) A description of the item, including but not limited to:
Make, model, and serial number
Physical dimensions and weight
Color, material, and other physically distinct qualities
Warranty and/or recall information, if any
(b) The department and the specific location where the item can be found
(c) The acquisition date of the item, as well as the amount and funding source for the acquisition
(d) The intended and actual use of the item
(e) The expiration of an item's lease or loan terms
705.5 SURPLUS OR OBSOLETE ASSETS
When a physical asset is no longer utilized, it should be identified as surplus or obsolete. If the physical asset retains value that may be utilized by another department, the item shouldbe stored as surplus or transferred in accordance with the procedures established pursuant to this policy. If the physical asset is deemed obsolete and approved disposable by the City Council and Mayor, then the item shall be disposed of in accordance with this policy.
705.5.1 STORAGE
When practicable, physical assets that retain value but are not being utilized should be stored in lieu of disposal. Physical assets in storage are subject to routine inventory and revaluation. If thephysical asset's value is less than the cost of storage, the department should pursue disposal of the item in accordance with this policy.
705.5.2 TRANSFERS
When a physical asset is transferred from one department to another, the value of the physical asset should transfer with the asset. Inter-agency transfers shall be documented through the inventory control and record-keeping system implemented by the physical asset management plan.
705.6 LOSS, DAMAGE, OR DESTRUCTION
Circumstances surrounding loss, damage, or destruction of the city's physical assets shall be promptly reported to and investigated by the Mayor or the authorized designee for purposes ofinventory, valuation, and record keeping. All instances of loss, damage, or destruction pertaining to the city's physical assets are to be documented in an Incident and Offense Report and subsequently submitted to the proper Supervisor. Upon receipt, the Supervisor will assess all reports of loss, damage, or destruction of the city's physical assets and subsequently relay them to the Chief of Police or his or her designee.
705.7 USAGE MONITORING
Physical asset performance should be regularly monitored for functionality, utility, wear-and-tear, and cost-effectiveness. Usage monitoring of the department's physical assets should include the duration of use (e.g., daily use and number of hours in use), user satisfaction, costs of operating the asset, and the asset's contribution to employee performance and overall productivity.
705.8 MAINTENANCE
Routine maintenance of physical assets should be proactive to limit interruption of the department's daily operations. Employees should report any physical asset performance issues to a supervisor.
Maintenance requests and reports shall be recorded in the inventory control and recordkeeping system implemented by the physical asset management plan. The Chief of Police or the authorized designee shall routinely evaluate maintenance expenditures to determine whether continued maintenance is beneficial.
705.9 DISPOSAL
Physical assets slated for disposal should be evaluated for salvage value (e.g., items containing reusable materials like aluminum or copper) or transfer or storage in accordance with this policy.
705.10 INVENTORY AND REPORTS
Routine inventory of physical assets should be conducted for purposes of loss control, revaluation, retagging, documenting asset movement and condition, disposition and acquisition planning, and obtaining adequate insurance coverage. All internal controls and inventories related to physical asset management shall be accurately documented and subject to both internal and external audit. Inventory reports should include an explanation of any discrepancies from the previous period. All inventory documentation shall be retained and stored in accordance with the records retention schedule.
705.11 TRAINING
Employees and supervisors accountable for the proper care, use, transfer, maintenance, storage, loss, and disposition of all departmental physical assets should receive training regarding their responsibilities under the physical asset management plan.
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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