B.11.01.R1 Property Register (National Requirement)

National Requirement

A Property Register is Maintained

1. The Prison Manager must ensure that a register of prisoners’ property is maintained on the Integrated Offender Management System (IOMS) and that there are entered in it, in relation to each prisoner received into the prison, particulars of:
   1. All items of property (whether authorised property or an unauthorised item) excluding consumables –
      • brought when received into the prison; or
      • acquired while in the prison; or
      • received by a staff member of a prison on behalf of a prisoner; or
      • unclaimed property found on site, and
   2. All items of property –
      • issued to a prisoner;
      • stored or removed; or
      • withheld; or
      • destroyed or disposed of;
      • returned to the prisoner on the day on which the prisoner is discharged or released, or
      • transferred when the prisoner is transferred to another prison.

Full Descriptions are Entered on the Property Register for Each Item

2. Each entry in the Property Register includes a full description of each item of property, including the following details, where appropriate:
   • Status
     (Note: This field is generally auto-populated depending on the IOMS task, but in some cases you will be asked to chose between 'Stored' or 'Issued').
   • Date Item was received
   • Item Type
   • Quantity
     (Note: IOMS wll create an individual record of each property item).
   • Colour
   • Material
   • Condition
     (Note: An accurate description of the property item's condition is required. Do not use default value).
   • Manufacturer / Make / Model / Label
   • Serial No
     (Note: For electrical items only).
   • Electrical Certification
     (Note: For electrical items only).
   • Date Certified
     (Note: For electrical items only).
   • Tamper Label
     (Note: For electrical items only).
   • Description
     (Note: Do not repeat information held in the above fields.  Use to further describe the item, as required).
   • Source
   • Comments
     (Note: To be used for more specific information relating to a property items movements).
3. If the item is to be stored, the following additional information should be entered on IOMS:
   • Storage Container, and
   • Storage Reason.
4. If the item has been found on site (and is to be attributed as unclaimed), the following additional information should be entered on IOMS:
   • Date Found
   • Found By
   • Name of Finder
   • Location Found, and
   • Efforts made to find Owner.
5. The prisoner concerned must be asked to sign an IOMS generated receipt of any entry in, or ammendment to any existing entry in the register. The signed receipt is to be kept on the prisoner's file, in addition to any copy the property office may retain.

Key Roles and Responsibilities

Property Officer

• Maintain the Property Register.
• Check all property received or found on a prisoner during initial reception, in his presence, to identify any unauthorised or prohibited items. Conduct this check in the presence of another staff member.
• Enter each item of property into the Property Register on IOMS. Include authorised, unauthorised and prohibited items. All property will be issued, stored or disposed of.
• Produce receipts from IOMS for all property status regardless of whether the item is to be issued, stored, removed, destroyed or withheld.
• Dispose of prohibited or unauthorised items. (Refer B.11.01.R4 Nationally Prohibited Items and B.11.01.R6 Return of Property).
• Update the status of a prisoner’s property only when changes occur, e.g. property issued is now stored or vice versa; property is worn out, lost, removed, release etc.

Unit Staff

• Check status of prisoner property on the Property Register against the prisoner’s actual property in his possession.
• Prior to all unit transfers make necessary adjustments on IOMS, produce the amended property copy and have prisoner sign IOMS receipt as correct.