Policy Text
Property Bureau Page 1 of 4 58/04.0 (REV 2/96)
METHOD OF DISPOSAL FOR PROPERTY RELEASED ON A PERMANENT BASIS
(DEPARTMENT USE)
The purpose of this order is to o utline the procedure for dispo sal of property for use by
the Sheriff’s Department or a llied agency that has been release d on a permanent basis.
I. Property for Department Use
A. General
1. Property shall not be releas ed for department use until all
applicable laws and st atutes are met.
2. Requests for property shall be initiated when the need is
ascertained.
3. Request for items suitable fo r department use require approv al
through the chief deputy for Special Services.
4. The Property Bureau shall mainta in an accurate record of all
property released for department u se or use by an outside agenc y.
This record shall include:
a. Type of property. b. Serial number or other identifying information.
c. Sheriff’s Department report number or property number.
d. Name of department division/ bureau receiving property or
the name of the outside agency.
e. Date of transfer.
f. Signature of person taking ph ysical custody of the property.
B. Procedure for completing r equests for property other than fi rearms:
1. Request letters will be reviewed once a month. Items to be
auctioned will be checked to dete rmine if they meet any of the
requirements for requested items.
Property Bureau Page 2 of 4 58/04.0 (REV 2/96)
2. An item that has had the seri al number removed will be assig ned a
new identification number.
3. The requesting division or bureau will be contacted by the P roperty
Bureau when the request can be filled.
4. The Property Bureau will mainta in a record of all items rele ased for
department use.
a. The “letter record log” wil l be completed using the next
available letter number.
b. The assigned letter number will be indicated on the request
letter.
c. At the time of release, the request letter will be checked t o
verify it contains the following information:
(1) Type of property. (2) Serial number, if applicable. (3) Sheriff’s report o r property number.
(4) Name of receiving division or bureau. (5) Date of transfer. (6) Signature of person rece iving physical custody of the
property.
d. The original request letter will be filed in the appropriate
administrative file. A copy will be sent to the Administrative
Division.
5. The department inventory coordi nator is responsible for ente ring
each item that qualifies as a fixe d asset into the County inven tory
control system.
6. Request letters for items for us e in a criminal investigatio n will not
be sent to the department inventor y coordinator. Accountability for
these items is the re sponsibility of the receiving division
commander. When no longer needed for use in a criminal
investigation, the item shall be returned to the Property Burea u for
disposal.
Property Bureau Page 3 of 4 58/04.0 (REV 2/96)
C. Firearms for Department Use
1. A list of all firearms schedul ed for disposal by destruction will be
sent to the Rangemaster for revi ew. Upon approval by the chief
deputy for Special Services, the Property Bureau shall release
selected firearms to the R angemaster for department use.
2. The Property Bureau will mainta in an accurate record of all firearms
released for department use. Thi s record shall contain:
a. Firearms description (manufacturer and brand).
b. Model. c. Caliber. d. Serial number. e. Sheriff’s report num ber or property number.
f. Date of transfer. g. Signature of Rangemaster.
3. Firearms released for department use must have serial number s.
4. It is the responsibility of t he Rangemaster to maintain acco untability
of the firearm released for depar tment use and to inform the
department inventory coordinator o f the release of the firearm to the
department. The Rangemaster shall submit a list of acquired firearms for entry int o the CLETS system.
5. Firearms for use in a criminal investigation will not be pro cessed by
the department inventory coordi nator and will no t be entered in to
the NCIC system. Accountability fo r those firearms will be the
responsibility of the receivin g division commander. When no lon ger
needed, the firearm shall be retu rned to the Property Bureau fo r
disposal.
D. Property for use by outsi de law enforcement agencies.
1. Outside law enforcement agencie s requesting items for their use
shall submit a written request to the chief deputy for Special
Services. Upon approval, the Proper ty Bureau will complete the
request according to the date received. However, all department
requests for the same ite m will be filled first.
Property Bureau Page 4 of 4 58/04.0 (REV 2/96)
2. Outside law enforcement agenc ies requesting firearms for the ir
departmental use must also submi t a court order along with thei r
written request. No firearms will be released to an outside age ncy
until the list of available firea rms has been reviewed by the
Rangemaster.