Security Controls
In chapter 1 we discussed the controls necessary for maintaining security in supply department spaces. You learned that the bulk storeroom is a Group III space and that it must be secured properly to prevent pilferage or theft.

If your bulk storeroom does not conform to these security controls, then you risk losing financial accountability for the space. Figure 3-3 is a sample security evaluation sheet listing the major controls necessary in maintaining security in the bulk storeroom. When using this sheet, you can determine whether your bulk storeroom is or is not conforming to these controls by the YES or NO markings. If the security control listed on the evaluation sheet does not apply to your storeroom, leave it blank. Any controls to which you answer NO must be promptly investigated and corrected.

Spot Check Inventories
During the fiscal year, the ship's store officer will conduct spot check inventories in the bulk storeroom at unannounced times. The purpose of spot check inventories is to determine if there are any differences between stock on hand in the bulk storeroom and the quantity shown on the Stock Record, NAVSUP Form 464. At a minimum, the ship's store officer should inventory at least 5 percent of the stock in the bulk storeroom monthly. Normally, the spot check inventory should be taken after a breakout or issue. The bulk storeroom custodian will indicate the balance on hand of each item on the Intra-Store Transfer Data, NAVSUP Form 973, after making the breakout or issue. The ship's store officer may also prepare a local spot check inventory sheet similar to the one shown in figure 3-4. The ship's store officer will issue this document to the bulk storeroom custodian with the item descriptions

BULK STOREROOM SECURITY EVALUATION SHEET
1. Are keyless padlocks (NSN 5340-00-285-6523) and a dead bolt door lock used to secure the bulk storeroom? YES NO
2. If dead bolt door locks are impractical to install, are high-security key-type padlocks with shrouded shackles used instead? YES NO
3. Are high-security hasps installed on the door to the bulk storeroom and have any hinge pins that are exposed been tack welded to prevent removal? YES NO
4. Is the combination to the bulk storeroom keyless padlock and the setting-in key placed in a signed, sealed, and dated envelope and held in the ship's store officer's safe? YES NO
5. Are duplicate keys to the bulk storeroom kept in the ship's store officer's safe in a sealed envelope? YES NO
6. Has the combination to the bulk storeroom lock been changed within the last 6 months and/ or on relief of the ship's store officer or responsible custodian? YES NO
7. If your bulk storeroom has an intrusion alarm system, is it connected to a central area that is manned 24 hours a day? YES NO
8. Are emergency entry procedures posted near the entrance to the bulk storeroom where they may be readily seen? YES NO
9. If the keyless padlock (NSN 5340-00-285-6523) is not available from the supply support activity, are you using key-type padlocks (NSN 5340-00-682-1508 or 5340-00-582-2741) in conjunction with a car seal to secure the bulk storeroom? YES NO
10. When using car seals to secure the bulk storeroom, are the numbers to the car seals logged in the car seal number log? YES NO
11. Before removing any car seals, do you make sure the number on the car seal you are removing is the same number recorded in the car seal number log? YES NO
12. When setting combinations on the keyless padlock, did you pick numbers randomly and not use popular dates or other easy to guess numbers? YES NO

Figure 3-3.- Bulk storeroom security evaluation sheet.

13. Are you careful not to record your combination anywhere except on the piece of paper placed in the sealed envelope? YES NO
14. Did the ship's store officer place transparent tape over the flaps of the sealed envelope that you and he or she signed? YES NO
15. Does the responsible custodian of the bulk storeroom refrain from disclosing the combination to the keyless padlock on the bulk storeroom to any other person? YES NO
16. If articles other than ship's store or standard Navy clothing stock are stowed in the bulk storeroom, does the commanding officer authorize such action? YES NO
17. Are only authorized personnel allowed into the bulk storeroom? YES NO
18. Are small high-value items stowed in a locked security room or cage within the bulk storeroom when possible and, if not, are they kept out of sight? YES NO
19. Are adjacent passageways to bulk storerooms kept well lighted and are all lights operational? YES
20. Do shipboard security watches frequently check your during the day and night? YES
21. If the bulk storeroom has any accessible openings, are using bars, grilles, or expanded metal? YES NO
22. Is the responsible custodian prohibited from keeping personal belongings in the bulk storeroom? YES NO

Figure 3-3.- Bulk storeroom security evaluation sheet- Continued.
and stock numbers. The responsible custodian Tax-Free Tobacco Products will go to the bulk storeroom, make the counts, and return the spot check inventory sheets to the ship's store officer. The ship's store officer will compare the counts with the amounts shown on the NAVSUP Form 464 to make sure inventory accuracy is maintained at 100 percent. Any differences will be handled as a gain or loss by inventory. Ships operating under combined responsibility are not required to do spot check inventories.

As the bulk storeroom custodian, you will become directly involved in maintaining accounta-bility for tax-free tobacco products. Tax-free tobacco products must be strictly accounted for because they cannot be sold within the 3-mile limit of the United States. Several tax-free tobacco products will probably be stowed in your storeroom especially when your ship is going through several extensive underway periods. 61

Figure 3-4.- Spot check inventories.

Inventories must be taken of all tax-free tobacco products when arriving and departing beyond the 3-mile limit of the United States. Inventories will be recorded on the Tax-Free Cigarette Inventory, NAVSUP Form 1234 (fig. 3-5). These inventories must be certified and retained by the ship's store officer who will also add any receipts of tax-free tobacco products each time they are received.

If a discrepancy exists between the arriving and the departing inventories, the ship's store officer is required to submit a written report to the commanding officer concerning the differences. A copy of the report and inventories must be furnished to the inspecting officers and the internal revenue service officers. Sea stores must also be removed from the retail store or snack bar while the ship is in a United States port unless the stay is 15 days or less and the time does not warrant physical movement of the stock. When sea stores are not removed from the store and the store is open for business, a daily inventory is required to make sure no sales of tax-free products are being made.

Tax-free tobacco products may not remain in vending machines under any conditions while the ship is in a United States port. At the discretion of the commanding officer, an optional procedure may be used instead of inventorying tax-free tobacco products when the ship is in a United States port for a period of 5 days or less and is scheduled to proceed beyond the 3-mile limit of the United States. When a ship arrives within the 3-mile limit of the United States,
all tax-free tobacco products may be stowed in a storeroom that must be secured by replacing the locks and attaching numbered car seals. The numbered car seal must be attached to the lock in a manner that requires the seal to be broken before entering the storeroom. A log of the numbered car seals must be maintained by the ship's store officer. When bringing tax-free tobacco products aboard, the seal must be broken and the quantities received must be stowed immediately in the presence of the ship's store officer. The seal must be replaced and the number of the new seal must be entered in the car seal number log. Breakouts from storerooms when using this procedure are not authorized while the ship is within the 3-mile limit of the United States.