# PURPOSE {#purpose .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

The purpose of this document is to identify the procedures required when
Information Technology (IT) equipment is either lost or stolen. **It is
imperative that equipment containing Personally Identifiable Information
(PII) be reported within 30 minutes of the equipment loss.**

# SCOPE {#scope .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

This document provides process documentation from identification to
closure of lost or stolen property.

# DEFINITIONS {#definitions .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

## NOMAD Remote Kill Procedure

> The "Kill" command keeps confidential e-mail, private contacts, and
> sensitive data from falling into the wrong hands and thus breaching a
> company's security. If a device is lost or stolen, a remote "kill"
> command may be sent to the handheld device, which will erase all the
> data as long as the handheld device is in a wireless network coverage
> area.\
> \
> The Erase Data and Disable Handheld command is sent wirelessly to a
> device, erasing all of the device data and disabling it so that it can
> no longer be used on the BlackBerry Enterprise Server.\
> \
> The device must be turned on and in an area with sufficient coverage
> to receive the command. If the device is turned off or out of
> coverage, the command is queued until the device is turned on or
> returns to an area with sufficient coverage.

## Breach

> Suspected or confirmed loss of control, compromise, unauthorized
> disclosure, unauthorized acquisition, unauthorized access, or any
> similar term referring to situations where persons other than
> authorized users or for other than authorized purposes have access or
> potential access to Personally Identifiable Information (PII) whether
> physical or electronic.

## Personally Identifiable Information (PII)

> For a comprehensive agency definition of PII and associated incident
> reporting processes, refer to:

-   [NPD 1382.17G]{.underline} NASA Privacy Policies

-   [NPR 1382.1]{.underline} NASA Privacy Procedural Requirements

```{=html}
<!-- -->
```
-   NITR-1382-1, NASA Agency's Personally Identifiable Information (PII)
    Breach Response Policy

-   ITS SOP-0044 Procedures for Responding to a Breach of PII

## Customer

> In general terms, a customer is a person or organization that will
> benefit from the goods and services provided at Headquarters. This
> includes Federal employees and contractors.

## Help Desk

> An "internal" call center that handles primarily calls from employees
> about technical problems with their computer, monitor, printer, and
> software.

## Security Incident Escalation Process

> This process is a progression of phone contacts that must be notified
> when a Security Incident occurs.

# Process {#process .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Reporting Lost or Stolen Equipment  {#reporting-lost-or-stolen-equipment .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

> Effective immediately by the direction of NASA HQ Security in
> conjunction with the Headquarters (HQ) Chief Computer and Information
> Technology group (CIRT) and center Chief Information Officer (CIO),
> the following is the process for reporting all computer security
> events/incidents. This process includes the reporting of lost or
> stolen PDA's, cell phones, laptops, or *[any other potential security
> incident or event]{.underline}* as it pertains to HQ affiliated
> personnel (contractor or civil servant). This process supersedes all
> previous escalation processes and procedures as they relate to HQ
> computer security events/incidents.

# All computer incidents/events are to be immediately reported to the IT Help Desk (202-358-1378) who will open a ticket, gather all relevant information possible, record it in the ticket, and initiate incident reporting procedures as necessary. It is imperative that equipment or storage media of any kind containing PII be reported within 30 minutes of the loss discovery, whether confirmed or potential. {#all-computer-incidentsevents-are-to-be-immediately-reported-to-the-it-help-desk-202-358-1378-who-will-open-a-ticket-gather-all-relevant-information-possible-record-it-in-the-ticket-and-initiate-incident-reporting-procedures-as-necessary.-it-is-imperative-that-equipment-or-storage-media-of-any-kind-containing-pii-be-reported-within-30-minutes-of-the-loss-discovery-whether-confirmed-or-potential. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# After all information has been collected, the customer is instructed to complete Form 598, Survey of Lost, Damaged, or Destroyed Equipment. The forms are available from the customer's ODIN Customer Service Representative. Instructions are given orally and followed up with an e-mail message. (5.2) {#after-all-information-has-been-collected-the-customer-is-instructed-to-complete-form-598-survey-of-lost-damaged-or-destroyed-equipment.-the-forms-are-available-from-the-customers-odin-customer-service-representative.-instructions-are-given-orally-and-followed-up-with-an-e-mail-message.-5.2 .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# All non-PDA tickets will be a Critical Service Level ticket and are assigned by the IT Help Desk technician to HQ ODIN Engineering for continued resolution. If the security incident involves a lost, stolen, or compromised PDA device (Blackberry, Treo), the ticket will also be a Critical Service Level and the NOMAD Remote Kill Procedure will be initiated. {#all-non-pda-tickets-will-be-a-critical-service-level-ticket-and-are-assigned-by-the-it-help-desk-technician-to-hq-odin-engineering-for-continued-resolution.-if-the-security-incident-involves-a-lost-stolen-or-compromised-pda-device-blackberry-treo-the-ticket-will-also-be-a-critical-service-level-and-the-nomad-remote-kill-procedure-will-be-initiated. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The IT Help Desk technician will initiate the Security Incident Escalation Process (see Procedures for Responding to a Breach of PII, ITS-SOP-0044). The Security Incident Escalation Process describes the progression of phone contacts that must be contacted when a Security Incident occurs. {#the-it-help-desk-technician-will-initiate-the-security-incident-escalation-process-see-procedures-for-responding-to-a-breach-of-pii-its-sop-0044.-the-security-incident-escalation-process-describes-the-progression-of-phone-contacts-that-must-be-contacted-when-a-security-incident-occurs. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The IT Help Desk technician first calls HITSS Security. If personal contact is made then the contact is provided with all pertinent information concerning the security incident. {#the-it-help-desk-technician-first-calls-hitss-security.-if-personal-contact-is-made-then-the-contact-is-provided-with-all-pertinent-information-concerning-the-security-incident. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# If personal contact is not made and voice mail capability is present, then the IT Help Desk technician leaves a voice mail message that describes all pertinent information concerning the security incident and then moves to the next contact in the Security Incident Escalation Table. {#if-personal-contact-is-not-made-and-voice-mail-capability-is-present-then-the-it-help-desk-technician-leaves-a-voice-mail-message-that-describes-all-pertinent-information-concerning-the-security-incident-and-then-moves-to-the-next-contact-in-the-security-incident-escalation-table. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

> The IT Help Desk technician calls the first identified contact listed
> in the Security Incident Reporting Escalation list using the daytime
> phone number. If personal contact is made then the contact is provided
> with all pertinent information concerning the security incident.
>
> If personal contact is not made via daytime number, then the IT Help
> Desk technician calls the contact using the cell phone number. If
> personal contact is made then the contact is provided with all
> pertinent concerning the security incident.
>
> If personal contact is not made via cell number, then the IT Help Desk
> technician calls the contact using the night and weekend phone number.
> If personal contact is made then the contact is provided with all
> pertinent information concerning the security incident.
>
> If personal contact is not made via night/weekend number and voice
> mail capability is present, then the IT Help Desk technician leaves a
> voice mail message that describes the security incident, and advances
> to the next contact on the Security Incident Reporting Escalation
> list.
>
> The IT Help Desk technician documents all attempts to contact each
> designated contact in the list.

# Survey of Lost, Damaged, or Destroyed Government Equipment  {#survey-of-lost-damaged-or-destroyed-government-equipment .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

> A survey is an administrative action whereby the loss, damage, or
> destruction of Government property is documented, investigated, and
> reviewed to determine pertinent facts, adjust the records, and
> determine the extent or absence of personal responsibility for loss,
> damage, or destruction. When theft is suspected and property cannot be
> located, the Center Security Officer will be notified immediately. A
> copy of any investigative report and finding will become part of the
> Survey Report when issued.

# The individual will prepare Part I of a Survey Report, NASA Form 598. After completion of Part I of the Survey Report, the user or individual will submit the document to the division director through the accountable property custodian. If the user or person who last had possession of the equipment is unknown or no longer a NASA employee, it is the responsibility of the property custodian to complete Part I of the survey report. {#the-individual-will-prepare-part-i-of-a-survey-report-nasa-form-598.-after-completion-of-part-i-of-the-survey-report-the-user-or-individual-will-submit-the-document-to-the-division-director-through-the-accountable-property-custodian.-if-the-user-or-person-who-last-had-possession-of-the-equipment-is-unknown-or-no-longer-a-nasa-employee-it-is-the-responsibility-of-the-property-custodian-to-complete-part-i-of-the-survey-report. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Division Director (or the next highest level of management if the Government employee is the Division Director) will review the survey report(s) submitted by the user, specify in Part II the corrective action that is proposed or has been taken to prevent recurrence, sign Part II of the Survey Report, and forward it to the Supply and Equipment Management Officer (SEMO). {#the-division-director-or-the-next-highest-level-of-management-if-the-government-employee-is-the-division-director-will-review-the-survey-reports-submitted-by-the-user-specify-in-part-ii-the-corrective-action-that-is-proposed-or-has-been-taken-to-prevent-recurrence-sign-part-ii-of-the-survey-report-and-forward-it-to-the-supply-and-equipment-management-officer-semo. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Center Supply and Equipment Management Officer or designee will do the following:  {#the-center-supply-and-equipment-management-officer-or-designee-will-do-the-following .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Verify or ascertain the value of the lost, damaged, or destroyed property and authorize the processing of the Integrated Asset Management (IAM) delete transaction {#verify-or-ascertain-the-value-of-the-lost-damaged-or-destroyed-property-and-authorize-the-processing-of-the-integrated-asset-management-iam-delete-transaction .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Ensure maintenance of a Survey Report Register. Each report will be assigned a number and entered in the register upon initial receipt. All documents pertaining to a Survey Report will be identified with the report number.  {#ensure-maintenance-of-a-survey-report-register.-each-report-will-be-assigned-a-number-and-entered-in-the-register-upon-initial-receipt.-all-documents-pertaining-to-a-survey-report-will-be-identified-with-the-report-number. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Refer Survey Reports to either the Property Survey Board or the Property Survey Officer as appropriate.  {#refer-survey-reports-to-either-the-property-survey-board-or-the-property-survey-officer-as-appropriate. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Ensure follow-up on the implementation of all recommendations arising from the survey process for adequate internal control.  {#ensure-follow-up-on-the-implementation-of-all-recommendations-arising-from-the-survey-process-for-adequate-internal-control. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Forward a copy of all reports initiated on Capitalized items (valued at \$100,000 or more) to the Headquarters Logistics Management Division.  {#forward-a-copy-of-all-reports-initiated-on-capitalized-items-valued-at-100000-or-more-to-the-headquarters-logistics-management-division. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# In cases of damage, appropriate technical personnel of the Center will be requested, when necessary, to assist in developing repair costs which will be included as part of the report. All lost, damaged, or destroyed controlled property with a total acquisition cost greater than \$5,000, less reasonable depreciation, will be referred by the Property Survey Officer to the Property Survey Board for investigation and disposition. Investigations should be thorough but consistent with the magnitude of the type of item and its value and the probability of individual neglect or misconduct. Property surveyed as lost but found later will be reinstated in IAM. {#in-cases-of-damage-appropriate-technical-personnel-of-the-center-will-be-requested-when-necessary-to-assist-in-developing-repair-costs-which-will-be-included-as-part-of-the-report.-all-lost-damaged-or-destroyed-controlled-property-with-a-total-acquisition-cost-greater-than-5000-less-reasonable-depreciation-will-be-referred-by-the-property-survey-officer-to-the-property-survey-board-for-investigation-and-disposition.-investigations-should-be-thorough-but-consistent-with-the-magnitude-of-the-type-of-item-and-its-value-and-the-probability-of-individual-neglect-or-misconduct.-property-surveyed-as-lost-but-found-later-will-be-reinstated-in-iam. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Time Limit on Submitting Survey Reports and Completing Action.  {#time-limit-on-submitting-survey-reports-and-completing-action. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Survey Reports must be submitted by the division director (or the next highest level of management if the Government employee is the division director) to the Center SEMO within 30 working days of the discovery of loss, damage, or destruction of property.  {#survey-reports-must-be-submitted-by-the-division-director-or-the-next-highest-level-of-management-if-the-government-employee-is-the-division-director-to-the-center-semo-within-30-working-days-of-the-discovery-of-loss-damage-or-destruction-of-property. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Recommended action(s) by the Survey Board should be completed within 90 working days of the division director submittal. The 90-working-days time limit is at the discretion of the Center SEMO and may be extended or reduced when necessary. As stated above, the SEMO must ensure follow-up on the implementation of all recommendations arising from the survey process.  {#recommended-actions-by-the-survey-board-should-be-completed-within-90-working-days-of-the-division-director-submittal.-the-90-working-days-time-limit-is-at-the-discretion-of-the-center-semo-and-may-be-extended-or-reduced-when-necessary.-as-stated-above-the-semo-must-ensure-follow-up-on-the-implementation-of-all-recommendations-arising-from-the-survey-process. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Supporting documentation for Survey Report actions must be retained by the Center SEMO. Therefore, all supporting documentation must be forwarded to the SEMO by the Property Survey Officer or the Property Survey Board or equivalent forum for inclusion in the official survey files.  {#supporting-documentation-for-survey-report-actions-must-be-retained-by-the-center-semo.-therefore-all-supporting-documentation-must-be-forwarded-to-the-semo-by-the-property-survey-officer-or-the-property-survey-board-or-equivalent-forum-for-inclusion-in-the-official-survey-files. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Investigation and Findings by Property Survey Officer or Property Survey Board.  {#investigation-and-findings-by-property-survey-officer-or-property-survey-board. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Each Survey Report will be fully investigated, and written findings will be made by the Property Survey Officer or Property Survey Board as to the facts concerning the loss, damage, or destruction of the Government property. Such findings will include the extent or absence of personal responsibility, including findings as to whether the loss, damage, or destruction resulted from negligence, misuse, dishonesty, or misconduct on the part of the Government employee. All evidence, testimony, or other information considered during the investigation must be clearly documented.  {#each-survey-report-will-be-fully-investigated-and-written-findings-will-be-made-by-the-property-survey-officer-or-property-survey-board-as-to-the-facts-concerning-the-loss-damage-or-destruction-of-the-government-property.-such-findings-will-include-the-extent-or-absence-of-personal-responsibility-including-findings-as-to-whether-the-loss-damage-or-destruction-resulted-from-negligence-misuse-dishonesty-or-misconduct-on-the-part-of-the-government-employee.-all-evidence-testimony-or-other-information-considered-during-the-investigation-must-be-clearly-documented. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# If the loss, damage, or destruction of Government property is found to have resulted from negligence, misuse, dishonesty, or misconduct on the part of the Government employee, the Property Survey Officer or Property Survey Board will send written notification to the Government employee in question and afford such individual the opportunity to present a written statement of facts concerning the loss, damage, or destruction of the Government property. A copy will also be forwarded to the division director concerned. The statement will become a part of the Survey Report and will be considered in the findings and recommendations of the Property Survey Officer or the Property Survey Board.  {#if-the-loss-damage-or-destruction-of-government-property-is-found-to-have-resulted-from-negligence-misuse-dishonesty-or-misconduct-on-the-part-of-the-government-employee-the-property-survey-officer-or-property-survey-board-will-send-written-notification-to-the-government-employee-in-question-and-afford-such-individual-the-opportunity-to-present-a-written-statement-of-facts-concerning-the-loss-damage-or-destruction-of-the-government-property.-a-copy-will-also-be-forwarded-to-the-division-director-concerned.-the-statement-will-become-a-part-of-the-survey-report-and-will-be-considered-in-the-findings-and-recommendations-of-the-property-survey-officer-or-the-property-survey-board. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Property Survey Board will hold meetings as required, and all actions will be documented in written minutes. These minutes will be in addition to the statements included in the Survey Reports and will constitute part of the investigation record.  {#the-property-survey-board-will-hold-meetings-as-required-and-all-actions-will-be-documented-in-written-minutes.-these-minutes-will-be-in-addition-to-the-statements-included-in-the-survey-reports-and-will-constitute-part-of-the-investigation-record. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Recommendations by the Property Survey Officer or the Property Survey Board.  {#recommendations-by-the-property-survey-officer-or-the-property-survey-board. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# On the basis of the investigation and findings, the Property Survey Officer or Property Survey Board may recommend to the division director (or the next highest level of management if the Government employee is the division director) that the Government employee involved will:  {#on-the-basis-of-the-investigation-and-findings-the-property-survey-officer-or-property-survey-board-may-recommend-to-the-division-director-or-the-next-highest-level-of-management-if-the-government-employee-is-the-division-director-that-the-government-employee-involved-will .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Be held financially accountable and responsible for the loss, damage, or destruction of the Government property.  {#be-held-financially-accountable-and-responsible-for-the-loss-damage-or-destruction-of-the-government-property. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Be disciplined pursuant to NPR 3752.1, Disciplinary and Adverse Actions.  {#be-disciplined-pursuant-to-npr-3752.1-disciplinary-and-adverse-actions. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Be relieved from accountability and responsibility for the loss, damage, or destruction of the Government property.  {#be-relieved-from-accountability-and-responsibility-for-the-loss-damage-or-destruction-of-the-government-property. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Property Survey Officer or Property Survey Board will apply the following standards in making its findings and recommendations. A Government employee should be relieved from accountability and responsibility, whether financial or otherwise, for any loss, damage, or destruction of Government property if:  {#the-property-survey-officer-or-property-survey-board-will-apply-the-following-standards-in-making-its-findings-and-recommendations.-a-government-employee-should-be-relieved-from-accountability-and-responsibility-whether-financial-or-otherwise-for-any-loss-damage-or-destruction-of-government-property-if .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# He or she satisfactorily explains the circumstances surrounding the loss, damage, or destruction.  {#he-or-she-satisfactorily-explains-the-circumstances-surrounding-the-loss-damage-or-destruction. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The evidence is consistent with such explanation.  {#the-evidence-is-consistent-with-such-explanation. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Under the circumstances, the loss occurred despite reasonable care and precautions.  {#under-the-circumstances-the-loss-occurred-despite-reasonable-care-and-precautions. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# On the basis of the investigation and findings, the Property Survey Officer or Property Survey Board may also recommend specific corrective or preventive action to reduce the probability of recurrence.  {#on-the-basis-of-the-investigation-and-findings-the-property-survey-officer-or-property-survey-board-may-also-recommend-specific-corrective-or-preventive-action-to-reduce-the-probability-of-recurrence. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Approvals by Property Survey Officer  {#approvals-by-property-survey-officer .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Property Survey Officer shall review all Survey Reports and related evidence and return Survey Reports to the Property Survey Board for further information or analysis. The Property Survey Officer will have final approval authority for all Survey Reports.  {#the-property-survey-officer-shall-review-all-survey-reports-and-related-evidence-and-return-survey-reports-to-the-property-survey-board-for-further-information-or-analysis.-the-property-survey-officer-will-have-final-approval-authority-for-all-survey-reports. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Once a Survey Report is approved by the Property Survey Officer, the Property Survey Officer or Property Survey Board will ensure that the following actions are accomplished:  {#once-a-survey-report-is-approved-by-the-property-survey-officer-the-property-survey-officer-or-property-survey-board-will-ensure-that-the-following-actions-are-accomplished .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The specific corrective or preventive action set forth in the Survey Report is taken by the appropriate offices.  {#the-specific-corrective-or-preventive-action-set-forth-in-the-survey-report-is-taken-by-the-appropriate-offices. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Center management is fully informed of the implementation of all recommendations concerning specific corrective or preventive action arising from the survey process.  {#the-center-management-is-fully-informed-of-the-implementation-of-all-recommendations-concerning-specific-corrective-or-preventive-action-arising-from-the-survey-process. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Indications of illegal or unethical conduct are referred to the Inspector General in accordance with NPD 9800.1, NASA Office of Inspector General Programs.  {#indications-of-illegal-or-unethical-conduct-are-referred-to-the-inspector-general-in-accordance-with-npd-9800.1-nasa-office-of-inspector-general-programs. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Complete documentation on the loss, damage, or destruction is forwarded to the SEMO for retention and distribution, as defined in this section.  {#complete-documentation-on-the-loss-damage-or-destruction-is-forwarded-to-the-semo-for-retention-and-distribution-as-defined-in-this-section. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Disposition of Survey Reports  {#disposition-of-survey-reports .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# If the Survey Report recommends that the Government employee should be held accountable and responsible for the loss, damage, or destruction, the division director (or the next highest level of management if the Government employee is the division director), in consultation with the appropriate Personnel Office, Financial Office, and the Center Chief Counsel (or the Office of the General Counsel, NASA Headquarters), will decide whether to adopt the recommendations of the Property Survey Officer or Property Survey Board with regard to the financial liability of the Government employee.  {#if-the-survey-report-recommends-that-the-government-employee-should-be-held-accountable-and-responsible-for-the-loss-damage-or-destruction-the-division-director-or-the-next-highest-level-of-management-if-the-government-employee-is-the-division-director-in-consultation-with-the-appropriate-personnel-office-financial-office-and-the-center-chief-counsel-or-the-office-of-the-general-counsel-nasa-headquarters-will-decide-whether-to-adopt-the-recommendations-of-the-property-survey-officer-or-property-survey-board-with-regard-to-the-financial-liability-of-the-government-employee. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# If these recommendations are adopted, the Center Financial Office will apply the following standards in determining the amount of liability:  {#if-these-recommendations-are-adopted-the-center-financial-office-will-apply-the-following-standards-in-determining-the-amount-of-liability .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# For lost or destroyed property, the amount of liability will be the acquisition cost of the property, less reasonable depreciation.  {#for-lost-or-destroyed-property-the-amount-of-liability-will-be-the-acquisition-cost-of-the-property-less-reasonable-depreciation. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# For damaged property, the amount will be the lesser of the following: the actual cost to the Government to restore the property to the same condition it was in immediately preceding the damage, or the acquisition cost value of the property, less reasonable depreciation.  {#for-damaged-property-the-amount-will-be-the-lesser-of-the-following-the-actual-cost-to-the-government-to-restore-the-property-to-the-same-condition-it-was-in-immediately-preceding-the-damage-or-the-acquisition-cost-value-of-the-property-less-reasonable-depreciation. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The amounts found owing to the Government as a result of the loss, damage, or destruction may be voluntarily remitted by the Government employee upon the request of the Financial Office or may be collected by administrative offset, pursuant to applicable regulations implementing 5 U.S.C. 5514, as amended.  {#the-amounts-found-owing-to-the-government-as-a-result-of-the-loss-damage-or-destruction-may-be-voluntarily-remitted-by-the-government-employee-upon-the-request-of-the-financial-office-or-may-be-collected-by-administrative-offset-pursuant-to-applicable-regulations-implementing-5-u.s.c.-5514-as-amended. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# If the findings and recommendations of the Survey Report indicate that the loss, damage, or destruction of the Government property resulted from negligence, misuse, dishonesty, or misconduct on the part of the Government employee, disciplinary action may be taken in accordance with NPR 3752.1, Disciplinary and Adverse Actions.  {#if-the-findings-and-recommendations-of-the-survey-report-indicate-that-the-loss-damage-or-destruction-of-the-government-property-resulted-from-negligence-misuse-dishonesty-or-misconduct-on-the-part-of-the-government-employee-disciplinary-action-may-be-taken-in-accordance-with-npr-3752.1-disciplinary-and-adverse-actions. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Reporting  {#reporting .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Center Property Survey Officer, in conjunction with the Chairperson, Property Survey Board, or designee, will ensure that feedback is provided to the Center Director via a written report, at least annually, through official channels.  {#the-center-property-survey-officer-in-conjunction-with-the-chairperson-property-survey-board-or-designee-will-ensure-that-feedback-is-provided-to-the-center-director-via-a-written-report-at-least-annually-through-official-channels. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# This report, at a minimum, should include the total number of Survey Reports processed at the Center during the reporting period, the total number of Survey Reports submitted by each directorate or equivalent organization, the acquisition cost, less reasonable depreciation of the lost, damaged, or destroyed property for each directorate or equivalent organization, and general information regarding significant actions, problems, or other matters of substance related to Survey Reports, including trends by organization, location, or equipment type.  {#this-report-at-a-minimum-should-include-the-total-number-of-survey-reports-processed-at-the-center-during-the-reporting-period-the-total-number-of-survey-reports-submitted-by-each-directorate-or-equivalent-organization-the-acquisition-cost-less-reasonable-depreciation-of-the-lost-damaged-or-destroyed-property-for-each-directorate-or-equivalent-organization-and-general-information-regarding-significant-actions-problems-or-other-matters-of-substance-related-to-survey-reports-including-trends-by-organization-location-or-equipment-type. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Other Property Damage Reporting and Investigation Requirements  {#other-property-damage-reporting-and-investigation-requirements .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Survey Report process is applied in conjunction with (other damage reporting and investigating processes) the Mishap Reporting process as defined in NPR 8621.1 NASA Procedural Requirements for Mishap Reporting, Investigating, and Recordkeeping. Mishap reporting and investigations determine mishap causes for the purpose of preventing their recurrence. The scope of mishaps as defined in NPR 8621.1 includes damage to property. If any damage meets the criteria of a mishap in accordance with the requirements of NPR 8621.1, the investigating authority identified by the Office of Safety and Mission Assurance will determine the cause of damage. The Property Survey Officer or Property Survey Board will perform their assessment after completion of the mishap investigation. The resulting determination of the cost of loss by the Property Survey Officer or Property Survey Board will be entered into the NASA Incident Reporting Information System (IRIS).  {#the-survey-report-process-is-applied-in-conjunction-with-other-damage-reporting-and-investigating-processes-the-mishap-reporting-process-as-defined-in-npr-8621.1-nasa-procedural-requirements-for-mishap-reporting-investigating-and-recordkeeping.-mishap-reporting-and-investigations-determine-mishap-causes-for-the-purpose-of-preventing-their-recurrence.-the-scope-of-mishaps-as-defined-in-npr-8621.1-includes-damage-to-property.-if-any-damage-meets-the-criteria-of-a-mishap-in-accordance-with-the-requirements-of-npr-8621.1-the-investigating-authority-identified-by-the-office-of-safety-and-mission-assurance-will-determine-the-cause-of-damage.-the-property-survey-officer-or-property-survey-board-will-perform-their-assessment-after-completion-of-the-mishap-investigation.-the-resulting-determination-of-the-cost-of-loss-by-the-property-survey-officer-or-property-survey-board-will-be-entered-into-the-nasa-incident-reporting-information-system-iris. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# In addition to the requirements in NPR 8621.1, the requirements in NPR 7900.3, Aircraft Operations Management, Center Flight Operations Procedures, and FPMR 101-37.1105 also apply to mishaps involving damage or destruction to aircraft. The Supply and Equipment Management Officer must obtain approved copies of the appropriate mishap reports to delete the aircraft from the property records (in the cases of loss or destruction) and notify the Center financial management organization of the adjustment to the records. In the case of damage, aircraft will not be deleted from the property records, and the cost will not be adjusted if fully repaired; however, the Supply and Equipment Management Officer will keep copies of the approved mishap reports on file.  {#in-addition-to-the-requirements-in-npr-8621.1-the-requirements-in-npr-7900.3-aircraft-operations-management-center-flight-operations-procedures-and-fpmr-101-37.1105-also-apply-to-mishaps-involving-damage-or-destruction-to-aircraft.-the-supply-and-equipment-management-officer-must-obtain-approved-copies-of-the-appropriate-mishap-reports-to-delete-the-aircraft-from-the-property-records-in-the-cases-of-loss-or-destruction-and-notify-the-center-financial-management-organization-of-the-adjustment-to-the-records.-in-the-case-of-damage-aircraft-will-not-be-deleted-from-the-property-records-and-the-cost-will-not-be-adjusted-if-fully-repaired-however-the-supply-and-equipment-management-officer-will-keep-copies-of-the-approved-mishap-reports-on-file. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Survey of Lost, Damaged, or Destroyed IT Assets (not Government owned)  {#survey-of-lost-damaged-or-destroyed-it-assets-not-government-owned .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

> A survey is an administrative action whereby the loss, damage, or
> destruction of Government owned or leased IT equipment is documented,
> investigated, and reviewed to determine pertinent facts, adjust the
> records, and determine the extent or absence of personal
> responsibility for loss, damage, or destruction. When theft is
> suspected and property cannot be located, the Center Security Officer
> will be notified immediately. A copy of any investigative report and
> finding will become part of the Survey Report when issued.

# The individual will prepare Part I of a Survey Report, NASA Form 598. After completion of Part I of the Survey Report, the user or individual will submit the document to the division director through the accountable ODIN Customer Service Representative. If the user or person who last had possession of the equipment is unknown or no longer a NASA employee, it is the responsibility of ODIN Asset Management to complete Part I of the survey report. {#the-individual-will-prepare-part-i-of-a-survey-report-nasa-form-598.-after-completion-of-part-i-of-the-survey-report-the-user-or-individual-will-submit-the-document-to-the-division-director-through-the-accountable-odin-customer-service-representative.-if-the-user-or-person-who-last-had-possession-of-the-equipment-is-unknown-or-no-longer-a-nasa-employee-it-is-the-responsibility-of-odin-asset-management-to-complete-part-i-of-the-survey-report. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# The Division Director (or the next highest level of management if the Government employee is the Division Director) will review the survey report(s) submitted by the user, specify in Part II the corrective action that is proposed or has been taken to prevent recurrence, sign Part II of the Survey Report, and forward it to the ODIN Asset Manager via the accountable ODIN Customer Service Representative. {#the-division-director-or-the-next-highest-level-of-management-if-the-government-employee-is-the-division-director-will-review-the-survey-reports-submitted-by-the-user-specify-in-part-ii-the-corrective-action-that-is-proposed-or-has-been-taken-to-prevent-recurrence-sign-part-ii-of-the-survey-report-and-forward-it-to-the-odin-asset-manager-via-the-accountable-odin-customer-service-representative. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Upon receipt of a completed NASA Form 598, ODIN will update the contractor provided asset management database to reflect the equipment loss and replacement equipment provided, if any. {#upon-receipt-of-a-completed-nasa-form-598-odin-will-update-the-contractor-provided-asset-management-database-to-reflect-the-equipment-loss-and-replacement-equipment-provided-if-any. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# Contractual reporting and NASA financial liability {#contractual-reporting-and-nasa-financial-liability .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# In accordance with Attachment B of the ODIN Core Delivery Order, ODIN will provide DRD CORE-3, a monthly report detailing lost, stolen, damaged or destroyed contractor-furnished equipment. This report will include, at minimum: identification of the item by description and tag number; employee name and organization; date of equipment loss; nature of loss; and explanation of loss. {#in-accordance-with-attachment-b-of-the-odin-core-delivery-order-odin-will-provide-drd-core-3-a-monthly-report-detailing-lost-stolen-damaged-or-destroyed-contractor-furnished-equipment.-this-report-will-include-at-minimum-identification-of-the-item-by-description-and-tag-number-employee-name-and-organization-date-of-equipment-loss-nature-of-loss-and-explanation-of-loss. .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# In accordance with the ODIN Master Contract, section A.1.20, the liability of the Contractor for losses resulting from loss, theft, damage, or destruction of any asset, provided by the Contractor to the Government in performance of the ODIN contract, caused by a Center\'s (i) Government employee, (ii) another Government contractor, and/or (iii) grantee, shall not exceed \$100,000 per year per Center. If the actual losses resulting from loss, theft, damage, or destruction caused by that Center\'s (i) Government employee, (ii) another Government contractor, and/or (iii) grantee, exceeds \$100,000 per year per Center, the Government will reimburse the Contractor for the lesser of the actual loss (acquisition cost less depreciation) or actual cost for replacing lost, stolen, damaged or destroyed equipment, in excess of the \$100,000 per year per Center limit {#in-accordance-with-the-odin-master-contract-section-a.1.20-the-liability-of-the-contractor-for-losses-resulting-from-loss-theft-damage-or-destruction-of-any-asset-provided-by-the-contractor-to-the-government-in-performance-of-the-odin-contract-caused-by-a-centers-i-government-employee-ii-another-government-contractor-andor-iii-grantee-shall-not-exceed-100000-per-year-per-center.-if-the-actual-losses-resulting-from-loss-theft-damage-or-destruction-caused-by-that-centers-i-government-employee-ii-another-government-contractor-andor-iii-grantee-exceeds-100000-per-year-per-center-the-government-will-reimburse-the-contractor-for-the-lesser-of-the-actual-loss-acquisition-cost-less-depreciation-or-actual-cost-for-replacing-lost-stolen-damaged-or-destroyed-equipment-in-excess-of-the-100000-per-year-per-center-limit .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

#  {#section .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# RECORDS {#records .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

  ----------------------------------------------------------------------------
  **Record Title**  **Retention      **Retention         **Disposition**
                    Organization**   Period**            
  ----------------- ---------------- ------------------- ---------------------
  Records           OSPP             Refer to NPR        Refer to NPR 1441.1D,
  referenced within                  1441.1D, NASA       NASA Records
  NITR-1382-1 and                    Records Retention   Retention Schedule
  ITS-SOP-0044                       Schedule            

  ----------------------------------------------------------------------------

#  {#section-1 .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# RELATED DOCUMENTS {#related-documents .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

-   ITS-SOP-0044 Procedures for Responding to a Breach of PII

-   NITR 1382-1 Personally Identifiable Information (PII) Breach
    Response Policy

-   NITR 1382-2 NASA Rules and Consequences Policy Relative to
    Safeguarding Personally Identifiable Information (PII), with Change
    1, dated 02/04/2008

-   NPG 1382.17G NASA Privacy Policy

-   NPR 1382.1 NASA Privacy Procedural Requirements

# REVISION HISTORY {#revision-history .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

+---------+--------------------------------------------------+--------+
| **R     |                                                  |        |
| EVISION |                                                  |        |
| HI      |                                                  |        |
| STORY** |                                                  |        |
+---------+--------------------------------------------------+--------+
| **Rev   | **Description of Change**                        | *      |
| ision** |                                                  | *Effec |
|         |                                                  | tive** |
|         |                                                  |        |
|         |                                                  | **     |
|         |                                                  | Date** |
+---------+--------------------------------------------------+--------+
| 1.0     | Original                                         | 12/1   |
|         |                                                  | 9/2008 |
+---------+--------------------------------------------------+--------+

#  {#section-2 .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

# GLOSSARY OF ACRONYMS {#glossary-of-acronyms .Style-Heading-1-+-Arial-12-pt-Left:--0\"}

  -------------- --------------------------------------------------------
  **Acronym**    **Description**

  CIO            Chief Information Officer

  CIRT           Computer and Information Technology group

  NASA           National Aeronautic Space Administration

  NITR           NASA Information Technology Requirement

  NOMAD          NASA Operational Messaging and Directory

  NPR            NASA Procedural Requirement

  OSPP           Office of Security and Program Protection

  PII            Personally Identifiable Information

  SOP            Standard Operating Procedure
  -------------- --------------------------------------------------------