JLab Property Management Best Practices

JLab Property Management Best Practices

Nearly every employee at JLab is a property custodian. A property custodian is responsible for the proper use, control, physical protection and disposition of his or her assigned government property – be it one item or 100.

For more information about the proper management and disposal of JLab property, refer to the Property Manual, which is accessible from the Property webpage.  In advance of the annual property validation process, scheduled to begin in March, Christian Whalen, JLab property manager, offers the following advice:

  • Keep track of your property.
  • Don't sign for equipment or materials you haven't seen or don't know where it is.
  • Make sure all equipment is tagged or marked appropriately. (Make sure anything personally owned is marked with your name.)
  • Don't cannibalize equipment unless you first get approval from the Property Office (this includes vacuum pumps and leak detectors).
  • If you make a new piece of equipment, receive, take possession of equipment from another lab, university or company, contact the Property Office to get it tagged or marked appropriately.
  • If you have visitors or users bringing their own equipment on campus, it must be appropriately marked. The Property Office can provide property tags/labels for visitor/user equipment and materials.
  • Don't take government property off campus without the appropriate Property Office paperwork.
  •  Don't leave government property unattended in your personal vehicle or anywhere that it could be stolen.
  • If you think something has been stolen, notify JLab Facility Security Officer Kris Burrows, ext. 7548, or email burrows@jlab.org.
  • If you discover something is missing, notify JLab Property Manager, Christian Whalen, ext. 5899, or email ctwhalen@jlab.org .
  • If you are shipping something off campus for repairs, send it off campus through Shipping and Receiving by using the Shipping Authorization.
  • If you are loaning a piece of equipment to another lab or institution, first complete the appropriate paperwork through the webpage Shipping Authorization. Before the loan ends, arrange for the return of the equipment or request an extension.
  • Don't throw away any old or broken equipment or unused materials. Contact the Property Office to determine the appropriate way to dispose of all equipment and unused or leftover materials.
  • Anything that could be perceived as "scrap" material must be turned in to the Property Office.
  • Don't trade materials or equipment with other work sections. Transfer the items and have the other work section accept the items. Custodians can do this by going through the Property Search page.
  • DOE prohibits allowing anyone outside of JLab's Computer Center to access your computer hard drive, this includes for repair or replacement. Always contact the Computer Center if your computer isn't functioning properly.