Dear Mr. Thompson: By letter da-ted January 14, 1971, you requested that we ascertain whether a loss of equipment had occurred at the Atlanta, Georgia, office of the Equal Employment Opportunity commission (EEOC) * We examined into the procurement procedures and prac- tices for 9 and controls over, office equipment and furniture; reviewed pertinent records; held discussions with appropriate officia.Ls; and conducted a physical inventory of aI1 office equipment and of a selected sample of office furniture. The resuilts of’ our examination are discussed below. PROCUREMENT PROCEDURES EEOC instructions provide that regional offices submit for approval requisitions for suppllies, materials, equipment, or services to the Chief, Management and Adn:i.nistrative Ser- vice; xvision, EEOC, Washington: D.C. All procurements are made by the Washington headquarters office; authority to ob- ligate or expend funds for such procurements has not been del- egated do regional offices. Procurements made by Washington headquarters for the re- gional offices are delivered directly to the regional offices, The regional. offices furnish receiving reports to Washington headquarters, and suppliers submit their invoices to Washing- ton headquarters for payment, Mlashington headquarters also maintains records of al% accountable property procused for, and charged to, the regional offices. PROPERTY RECORDS AND CONTROLS EEOC has not issued written instructions prescribing ac- countability for, and control over, office equipment and fur- niture o Washington headquarters officials zolld us, however, that such instructions were being drafted. The Atlanta office maintains a property control card for each item of office equipment. A control card contains the equipmentPs model and serial numbe?rs, the signature of the person to whom the equipment is assigned, and the date as- signed. A control card, however, is not maintained for each item of office furniture. In addition to the control card maintained for each item of office equipment, a control card is maintained which lists the equipment and furniture allocated to each staff office. The person occupying the office is required to sign this con- trol card and to assume full responsibility for the equipment and furniture. EEOC officials informed MS that an inventory of aI1 of- fice equipment and furniture in the Atlanta office had been taken by Washington headquarters personnel on December I.7 and 18, 1970, using a Washington inventory listtng dated No- vember 30, 1970, All items were accounted for. We compared this listing with the December 31, 1970, inver~tory listing furnished to us by Washington headquarters and. found them to be identical D PHYSI[CAL INVENTORY The inventory listing furnished to us showed that 57 items of office equipment which cost $38,430 and 517 items of furniture which cost $37,214. had been charged to the Atlanta office. We conducted a physical inventory of the office equip- ment DI We found 49 of the items in the Atlanta office and as- certained that signed receipts were on %ile for the eight other items which had been assigned to EEOC personnel in Charlotte, North Carolina; West Palm Beach, Florida; and Mar- ietta, Georgia o In addition 9 we noted that four -typewriters which cost $1,944 had been received by the Atlanta office on December 29, 1970, but were not shown on the inventory listing at 2 I B-171777 December 31, 1970. Apparently, the receiving report for these typewriters was not received in Washington in time for the items to be recorded in the accountable property records be- fore the December 31, 1970, inventory listing was prepared. We noted also that equipment which was not being used was stored in a locked supply room to which only one person had a key, We selected from the inventory listing of furniture 72 items which cost $13,044 and verified that each of the items was located in the Atlanta office. EOUIPMENT LOST OR STOLEN We ascertained that the following equipment had been lost or stolen prior to May 1968. Date of Item Cost loss u-e-.-- Remington calculator $800.00 Not known (but prior to Sept ,, 1967) Underwood electric type- writer 354.20 Apr. 24, 1968 Norelco dictating machine 237.03 Not known (but prior to Feb u 1968) Telefunken tape recorder 142.50 Dec. 15, 1967 The Remington calculator, Underwood typewriter, and NorePco dictating machine were lost or stolen when the Atlanta office was located at 1776 Peachtree Road, We were informed by an Atlanta official that there was little or no security a@ the I.776 Peachtree Road location because other offices were located on the same floor as EEOC and because personnel from those offices had access to the EEOC area. The Te%efunken tape recorder was reported stolen from an EEOC employee’s home in Chamblee, Georgia. The theft was in- vestigated by DeICaEb County Police, but the investigation had negative results. U U U 0C-T H-.0
Office Equipment at the Atlanta Office of the Equal Opportunity Commission
Published by the Government Accountability Office on 1971-04-16.
Below is a raw (and likely hideous) rendition of the original report. (PDF)