Immigration and Naturalization Service
Management of Property

Report No. 01-09
March 2001
Office of the Inspector General

OIG, AUDIT DIVISION ANALYSIS AND SUMMARY OF ACTIONS NECESSARY TO CLOSE REPORT

Recommendation Number:

1. Resolved. The INS has initiated actions to add a critical element pertaining to the accuracy of certified property inventories to the performance work plans of property custodians that are not members of bargaining units. This recommendation can be closed when we receive documentation confirming that this action has been completed.

2. Resolved. According to the INS, the Personal Property Operations Handbook (Handbook) has been updated to emphasize that special attention be given to vehicle and aircraft facilities during physical inventories. Further, this requirement is to be noted in the INS publication INSERTS in the second quarter of FY 2001. This recommendation can be closed when we receive supporting documentation that these updates have been made.

3. Resolved. To reinforce the requirement that property costing over $25,000 is identified and added to the Asset Management Information System (AMIS) database, the INS has agreed to revise Chapter 1 of the Handbook and include it in the INSpect publication. To fully address this recommendation, INS officials should take appropriate steps to ensure that weapons training systems and similar property have been identified and added to AMIS. This recommendation can be closed when we receive supporting documentation that these actions have been taken.

4. Resolved. According to the INS, its property management reviews and INSpect reviews will confirm compliance with the requirement to add locally purchased and computer equipment with data storage capabilities to AMIS. This recommendation can be closed when we receive and accept documentation detailing the specific steps taken during these reviews to ensure that AMIS has been updated.

5. Resolved. The INS plans to utilize its property management reviews and INSpects to confirm compliance with the requirements to conduct proper inventories, make timely adjustments to the property records, and maintain adequate documentation. This recommendation can be closed when we receive and agree with documentation confirming that appropriate steps have been added to these reviews and compliance with the requirements are achieved.

6. Resolved. This recommendation can be closed when we receive the revised INSpect review guide that include an audit step to test for compliance with the requirement that property custodians should not participate in physical inventories of property within their jurisdiction.

7. Resolved. To reinforce the requirement that property with data storage capabilities be subject to periodic inventory, the INS has agreed to revise Chapter 7 of the Handbook and include it in the INSERTS publication during the second quarter of FY 2001. This recommendation can be closed when we receive supporting documentation confirming that these updates have been made and detailing the specific steps taken to ensure compliance.

8. Resolved. According to the INS, in the second quarter of FY 2001 certified property management training is planned for administrative and Headquarters property management staff. In addition, during the third quarter of FY 2001, the INS plans to hold a Servicewide workshop with property management personnel to review policies and procedures including the use of AMIS as the Service's core personal property management system. This recommendation can be closed when we receive supporting documentation that this training has been held and that a majority of Servicewide property management staff have participated.

9. Resolved. The INS firearms management staff has requested that INS exit clearance forms be revised to require the signature of the Firearms Control Officer. This revision will enhance the return of INS weapons when an employee leaves the Service. This recommendation can be closed when we receive supporting documentation that this form has been revised and the procedures implemented requiring the signature of a local official certifying the return of appropriate weapons from departing employees.

10. Resolved. The INS has indicated that a list of all firearms that have been reported lost, stolen, or missing is now maintained in the Firearms Inventory System. This recommendation can be closed when we receive supporting documentation certifying the existence of the list and the type of information the list contains.

11. Resolved. According to INS officials, they have compiled a case file for each of the 539 lost missing or stolen firearms. In addition, to facilitate the entry and tracking of appropriate data, their National Firearms Unit (NFU) is in the process of obtaining access to the National Crime Information Center (NCIC). This recommendation can be closed when we receive supporting documentation that the NCIC entries have been made and that case files have been compiled.

12. Resolved. According to the INS, its Office of Internal Audit (OIA) has coordinated with the NFU to identify those lost, stolen, or missing weapons where further review is appropriate. The INS indicates that the OIA will continue to work with the NFU to obtain documentation and investigate as appropriate. To close this recommendation, please provide supporting documentation as to how many of the 539 cases have been reviewed and referred to management officials for disciplinary action.

13. Resolved. According to the INS, the OIA will review appropriate cases dealing with the lost, stolen, or missing weapons. Upon identification of gross negligence, individual cases will be referred to the appropriate management officials for disciplinary action. To close this recommendation, please provide supporting documentation detailing the status of those instances in which disciplinary action has been initiated.

14. Resolved. The INS firearms management staff has requested that INS exit clearance forms be revised to require the signature of the Firearms Control Officer. This revision will enhance the return of INS weapons when an employee transfers within the Service. This recommendation can be closed when we receive supporting documentation that this form has been revised and procedures implemented requiring the signature of a local official certifying the transfer of all appropriate weapons.

15. Resolved. According to INS officials, they are conducting Firearms Accountability Reviews (FARS) where all firearms are inventoried, and all unauthorized acquisitions are documented and reported. In addition, the INS has indicated that INSpect reviews will be updated to review this area. This recommendation can be closed when we receive documentation confirming that specific steps that have been made part of the FARS and INSpect reviews.

16. Resolved. According to the INS, the NFU has completed FARS at 22 locations as of January 23, 2001, with 6 additional reviews scheduled for FY 2001. This recommendation can be closed when we receive documentation verifying that the 2001 reviews have been completed and reviews for 2002 have been scheduled.