oversight

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)

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

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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.
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