Lost & Found Property Procedure PDF

**LOST AND FOUND PROPERTY** **TABLE OF DOCUMENT DETAILS** **Title** ------------------------------------ ----------------------------- **Reference No** **Relevant Department or group** **Ownership** **Documen...

**LOST AND FOUND PROPERTY** **TABLE OF DOCUMENT DETAILS** **Title** ------------------------------------ ----------------------------- **Reference No** **Relevant Department or group** **Ownership** **Document author** **Approved by** **Approval Date** **Implementation Date** **To be Reviewed Date** **Last Revised Date** **Quality Assured By** **Policy Department HQ** **Protective Marking** **Not Protectively Marked** **Linked to other Standing Order** **Crime Standing Order C1** **Relevant Legislation** **Pages (including this page)** **TABLE OF CONTENTS** **[Introduction](#INTRO)** **[Page 03](#INTRO)** ---------------------------------------------------------------------------------------------- -------------------------------------------------- -- [**Lost property**](#lostproperty) **[Page 03](#lostproperty)** [**Found property**](#foundproperty) [**Page 03**](#foundproperty) [**Secure Storage and Administration**](#securestorage) [**Page 04**](#securestorage) [**Property which should not be returned to the finder**](#propertywhichshouldnotbereturned) [**Page 04**](#propertywhichshouldnotbereturned) [**Disposal of found property**](#disposal) [**Page 05**](#Disposal) **INDEX OF APPENDICES** [**(Appendix 1)**](#Text2) **A Lost / Found Property Receipt** --------------------------------- --------------------------------------------------- -- [**(Appendix 2)**](#FPL) **Found Property Label** [**(Appendix 3)**](#RPRTL2) **Receipt of Property Returned to Looser/Finder** [**(Appendix 4)**](#ROSOUP) **Receipt of Sale of Unclaimed Property** [**(Appendix 5)**](#PNRTF) **Property Not Returned to Finder** [**(Appendix 6)**](#AOFOOTSOUP) **Approval of Sale** -- ------------------ **Introduction** -- ------------------ 1. **This Standing Order provides direction to the SBA Police for the recording of lost property, the receipt and recording, storage, and disposal of found property.** 2. **An Inspector from each Division will be named as the Lost and Found Property Officer (L&F P/Officer), who shall be assisted by the Divisional IT Administrator, and shall have in their control the lost and found property room as well as the lost and found property kept in the metal enclosures within the police yards. The L&F P/Officer will be responsible to the Divisional Commander and should provide updates every 3 months as regards the lost and found property possessed in the police station.** -- -------------------------------------------- []{#lostproperty.anchor}**Lost property** -- -------------------------------------------- **2.1 When a person reports the loss of any property to the SBA Police, the officer receiving the report will obtain the personal details of the owner in full, the description and value of the property, and where and when it was lost. The officer shall make an entry in the Lost and Found Property Register in the Sovereign Base Areas Police Computer System (SBAPS) under the relevant property category. Where a police officer is on patrol, they will make an entry in their pocketbook. Thereafter they will comply with the procedure as soon as they return to the police station.** **2.2 An entry will be made in the Daily Occurrence Register (DOR) within the SBAPS specifying efforts made to ensure that the same property has not already been found by a neighbouring police agency. This may be achieved by a simple telephone call where appropriate.** **2.3 A Lost / Found Property Receipt [(Appendix 1)](#receipt) will be printed in duplicate indicating that the property is lost. The officer in charge of the station shall sign both copies. One will be issued to the loser and the other submitted to the Divisional** **L&F P/Officer for filing.** **2.4 The officer receiving the report will also enquire through the SBAPS whether the property has already been reported / recorded found. In such a case the claimant shall be referred to the L&F P/Officer who will proceed to dispose of the property by handing it over to the rightful owner. All necessary arrangements are to be made so as the property is returned without any unnecessary delay.** -- ---------------------------------------------- []{#foundproperty.anchor}**Found property** -- ---------------------------------------------- **3.1 When a person reports the finding of any property to the SBA Police, the officer receiving the report shall take possession of the property, if its nature so permits. They will obtain the personal details of the finder in full, the description of the property, where and when it was found and shall make an entry in the SBAPS Lost and Found Property Register under the correct property category.** **3.2 An entry will be made in the DOR of the SBAPS specifying efforts made to ensure that the same property has not already been recorded as lost to a neighbouring police agency. This may again be achieved by simply making a telephone call where appropriate.** **3.3 A Lost / Found Property Receipt [(Appendix 1)](#receipt) will automatically be printed in duplicate indicating that the property is found. This receipt shall include the future rights of the finder over the property if the property remains unclaimed, these rights will not exist for items listed in Section 5 below. The officer in charge of the station shall sign both copies. One will be issued to the finder and the other submitted to the L&F P/Officer for filing.** **3.4 The officer receiving the report will also enquire through the SBAPS whether the property has already been reported / recorded lost. In such a case immediate steps shall be made by the officer in charge of the station, in consultation with the L&F P/Officer for the property to be handed back to its rightful owner.** **3.5 The officer receiving the property shall make adequate enquiries to trace the owner of the property by checking any names, addresses or any other possible identification markings. If enquiries need to continue at a later stage, the officer shall raise a 'Diary of Action' and submit it to the L&F P/Officer upon completion of the enquiries.** **3.6 Any drugs, firearms, ammunition, or other items coming into the custody of the police which may be subject to any investigation relating to an offence shall be recorded as exhibits and dealt in accordance with the 'Crime' Standing Order C1.** **3.7 The officer receiving any found property shall label it using the official label [(Appendix 2)](#FPL) and hand it over, as soon as practicable, to the L&F P/Officer. In the absence of the L&F P/Officer, such property, duly labelled, shall be handed over to the officer in charge of the Policing Team on taking over. Final placement of the property in the store will be recorded in the DOR.** -- ---------------------------------------------- []{#securestorage.anchor}**Secure storage** -- ---------------------------------------------- **4.1 Once property comes into the possession of the Police it is important to maintain the integrity of that property and make sure that we are always accountable. Therefore, it is vital that the L&F P/Officer makes sure that all property in their possession is stored securely.** **4.2 Where the found property is money or documents these should be placed in a sealed envelope with an attached label.** **4.3 When the property by its nature cannot be kept within the police station or yard such as animals or perishable goods, arrangements shall be made by the officer in charge of the station, in consultation with the L&F P/Officer, for the safe keeping of the property in a suitable place. Any costs that may be incurred from accommodation or safe keeping of any such property will be met at the time by the owner if the property is claimed or if it remains unclaimed and is handed over to the finder and the finder agrees to pay for any cost incurred or all costs will be refunded on the sale of the property.** **5.** []{#propertywhichshouldnotbereturned.anchor}**Property which should not be returned to the finder** **5.1 a) Property which by nature or value, is not lawful, safe, or prudent to be handed over, should not be returned to the finder. These include keys or other items the possession of which is illegal.** **6.** []{#Disposal.anchor} **Disposal of found property** **6.1 [Return to Owner]** **6.2 [Return to Finder]** **6.3 [Destruction of Property]** **6.4 [Sale of Unclaimed Found Property]** -------------------------------------------- ----------------------------- ------------------------------------------------------ ----------- ------------------------------- -------------- ----------- []{#receipt.anchor}***\* Lost Property*** ***\* Found property*** ***\*Select as appropriate*** ***L&F No*** **     ** **Name of loser / finder:** **Service No:** []{#Text2.anchor}**     ** **Passport No:** **     ** **Identity Card No:** **     ** **Address/Unit:** **     ** **Home Tel No:** **     ** **Work Tel No:** **     ** **Mobile Tel No:** **     ** **Item No.** **Description** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **Date** **:** **   /** **   /** **    ** **Place** **:** **     ** **     ** **Remarks:** **     ** **The above-named person did today** **   /** **   /** **    ** **report to the Sovereign Base Areas Police** **stationed at** **the loss / finding of the property listed above.** -------------------------------------------- ----------------------------- ------------------------------------------------------ ----------- ------------------------------- -------------- ----------- ***[Note to Finder]*** ***If the property remains unclaimed for a period of three months you will be entitled to claim right over the above property except if it falls within any of the following categories:*** - ***Property which by nature or value, may not be lawful, safe or prudent to be handed over, including keys, lime sticks, mist nets or any other item the possession of which is illegal or subject to licensing*** - ***Government property*** - ***Items which may be the subject of, or connected with, crime*** - ***Property found by a member of the SBA Police or other enforcement agency*** -------------------------------------------- -- **Signature of loser/finder:** **Signature of Police Officer in charge:** -------------------------------------------- -- **The original lost/ found property receipt to be handed over to the 'Lost & Found P/Officer.** **A copy to be given to the loser/finder.** []{#FPL.anchor} **STATION** -------------------- -- **PLACE FOUND** **L/F No** **ITEM SERIAL No** **DESCRIPTION** **FOUND BY** **RECEIVED BY** **DATE** []{#RPRTL2.anchor}***\* Lost Property*** ***\* Found property*** ***\*Select as appropriate*** ***L&F No*** **     ** ------------------------------------------- ---------------------------- -------------------------------- -------------------- ------------------------------- -------------- ----------- **Name of recipient:** **     ** **     ** **Service No:** **     ** **Passport No:** **     ** **Identity Card No:** **     ** **Address/Unit:** **     ** **Home Tel No:** **     ** **Work Tel No:** **     ** **Mobile Tel No:** **     ** **Item No.** **Description** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **Remarks:** **     ** **The above-named person did today** **   /** **   /** **    ** **receive from** **    ** **     ** **stationed at** **the property listed above.** **Signature of recipient:** ------------------------------------------------- -- **Signature of lost & found property Officer:** **The original lost/found property receipt to be handed over to the 'Lost & Found Property officer. A copy to be given to the loser/finder.** ---------------------------------------------------- ---------------------------- --------------------------------------------------- -------------------- ----------------------- ----------- []{#ROSOUP.anchor}**Name of Recipient:** **     ** **          ** **Service No:** **     ** **Passport No:** **     ** **Identity Card No:** **     ** **Address/Unit:** **     ** **Home Tel No:** **     ** **Work Tel No:** **     ** **Mobile Tel No:** **     ** **L & F** **Item No.** **Description** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **Remarks:** **     ** **The above-named person did today** **   /** **   /** **    ** **receive from** **    ** **     ** **stationed at SBA Police\ **\ **the property listed above, sold for the sum of\ **€     \ ** ** ** ** **during auction at the above-mentioned Station.** ---------------------------------------------------- ---------------------------- --------------------------------------------------- -------------------- ----------------------- ----------- ------------------------------------------------ -- **Signature of Fiscal Officer:** **Signature of Recipient:** **Signature of Lost & Found Property Officer:\ ** ------------------------------------------------ -- ------------------------------------------------------- ----------------- ------------------ ----------- ----------------------- -------------- ----------- ***L&F No*** **     ** []{#PNRTF.anchor}**Name of non-recipient / finder:** **Service No:** **     ** **Passport No:** **     ** **Identity Card No:** **     ** **Address/Unit:** **     ** **Home Tel No:** **    ** **Work Tel No:** **     ** **Mobile Tel No:** **     ** **Item No.** **Description** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **     ** **Remarks:** **     ** ------------------------------------------------------- ----------------- ------------------ ----------- ----------------------- -------------- ----------- **The above-named person today on** **   /** **   /** **     wished not to receive from L & F Officer................................. (name of the L&F Officer) stationed at........................................ the property listed above. He/she requests the property to be sold and agrees not to claim any proceeds.** ------------------------------------------------- -- **Signature of recipient / non recipient:** **Signature of lost & found property Officer:** ------------------------------------------------- -- +-----------------+-----------------+-----------------+-----------------+ | []{#AOFOOTSOUP | **Item No.** | **Description** | **Base Price | |.anchor}**L & F | | | (€)** | | No** | | | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **     ** | **     ** | **     ** | | +-----------------+-----------------+-----------------+-----------------+ | **Remarks:** | | | | | **     ** | | | | | | | | | | **I | | | | |............... | | | | |............... | | | | |......(L&F | | | | | P/Officer) | | | | | today on | | | | |............... | | | | |.... | | | | | (date) | | | | | requested from | | | | | Fiscal Officer | | | | |............... | | | | |............... | | | | |......... | | | | | (Name of the | | | | | Fiscal Officer) | | | | | an approval for | | | | | the sale of | | | | | above-mentioned | | | | | unclaimed | | | | | property. | | | | | Pictures of the | | | | | property was | | | | | shown as | | | | | attached and a | | | | | base price was | | | | | agreed which | | | | | the property | | | | | must not be | | | | | sold less than | | | | | the agreed | | | | | price.** | | | | +-----------------+-----------------+-----------------+-----------------+ ------------------------------------------------- -- **Signature of Lost & Found Property Officer:** **Signature of Fiscal Officer:** ------------------------------------------------- -- **I............................ (Fiscal Officer) today on........................(date) approve the sale of the above-mentioned unclaimed property at a public auction with a starting base price written opposite (right column) of each property.**