SECURITY OF MATERIAL

Material in store must be kept under lock and key in all cases except when the material is of such quantity or dimensions as to make storeroom storage impractical. Storeroom spaces must be locked securely when not in use.

When the spaces are open for use, an authorized person must always be present. Other persons will be admitted only when necessary for the storage or breakout of material or in situations discussed in the following paragraphs.

Inspection of Spaces

Personnel may be allowed access to storage spaces for purposes of inspection and as directed by the commanding officer. However, such personnel may not be given keys for the spaces, but will be escorted by responsible persons as directed by the supply officer.

Access for Damage Control

Access to storage spaces may be authorized to damage control personnel in the performance of their duties. Storage spaces must be secured in such a manner that access by use of ordinary damage control equipment is not obstructed in an emergency.

Permission for Entry

Permission for entry to supply storage spaces of personnel not ordinarily authorized access will be granted only by the supply officer or, in his or her absence, the commanding officer, executive officer, or command duty officer, as appropriate.

MATERIAL SURVEYS

Material survey is a procedure for determining the cause of gains, losses, or damage to Navy property, establishing personal responsibility (if any), and documenting necessary inventory adjustments to stock records. The procedures discussed in this section are used when possible survey action is indicated.

When an inventory adjustment and preliminary research cannot resolve the discrepancy, the accountable and responsible individuals initiate a detailed review of the circumstances surrounding the possible adjustments (known as causative research). A Report of Survey, DD Form 200, is prepared and forwarded to the appropriate survey officials.

When the report of survey is for stock material, the inventory adjustments are entered into SUADPS-RT via the survey adjustment function only after approval of the survey.

SURVEY REQUIREMENTS

When a loss or gain of material in the following categories is confirmed, a Report of Survey, DD Form 200, is prepared.

The categories of survey material are supply system stock material and property book material.

Supply System Stock Material

Supply system stock material is composed of the following: 

. Sensitive items such as drugs, precious metals, narcotics, and alcohol regardless of money value 

. Classified material regardless of dollar value 

. Arms, ammunition, and explosives regardless of dollar value

. Pilferable, valuable, and attractive items that easily convert to personal use (such as hand tools, individual clothing, office machines, and photographic equipment) and with a money value greater than $500 . Bulk petroleum products (refer to NAV-

SUP P-485, paragraph 5126) . Noncontrolled items when the extended dollar value exceeds the causative research threshold of $2,500 ($5,000 for combat logistics force food items) 

l Mandatory turn-in repairable (MTRs) regardless of money value

. Discrepancy or repetitive loss where there is an indication or suspicion of fraud, theft, negligence, or other personal involvement where a law was broken (UCMJ, federal, state, or local)

Property Book Material

Property book material consists of all government property other than supply system stock. It includes military real property, military personal property, weapons and other military equipment in use, and plant equipment. When property book material is lost, commanding officers must determine if a report of survey is required to assign responsibility, adjust records, or provide relief from accountability. Normally all items in this category are subject to survey, with the following exceptions:

l When the loss of a motor vehicle is _{involved, a motor} vehicle accident investigation report may be used instead of a survey. The accident report may be used for survey purposes only when the investigation clearly indicates that there is no negligence, personal injury, or claim against the government.

. Discrepancies in quantities transferred to disposal are not surveyed provided that the value of the loss is less than $50 per line item and does not involve sensitive items. A pattern of shortages may trigger an investigation to identify theft or intentional losses of items to avoid turn-in documents.

. Special tooling and special testing equipment reporting procedures should be provided by the cognizant laboratory or hardware systems command. 

l Noncontrolled items with a unit price of less than $1,000 should not be surveyed, unless there is suspicion of fraud, negligence, or other personal responsibility.

Missing, Lost, Stolen, and Recovered Reports

In addition to the above procedures, SEC-NAVINST 5400.4 should be consulted with respect to the policy of missing, lost, stolen, and recovered (MLSR) reports. ADD Form 200 and the MLSR report are required for losses of sensitive or classified items and for arms, ammunition, and explosives.