Reducing Lost Assets

1. Reducing Lost Assets Gary Quinn, CPPM Manager, Inventory Control University of Texas Southwestern Medical Center Dallas, Texas (214) 648-6060 Gary.quinn@utsouthwestern.edu

2. Agenda • Provide Background • Share • Present Potential Solution Elements • Discuss

3. What is the Risk? Loss of Equipment – Leads to: • Loss of proprietary, sensitive, personal information • Loss of public confidence • Loss of funding

4. What is the Risk? • Loss of Equipment • Loss of proprietary, sensitive, personal information Universities generally rely heavily on grants and donations

5. What is the Risk? What happens when the grantors and donors hear that the university cannot account for their assets?

6. What is the Risk? What happens when the grantors and donors hear that the university cannot account for their assets? Loss of Confidence

7. What is the Risk? Loss of Confidence leads to?

8. What is the Risk? Loss of Confidence leads to? Loss of Funding

9. “Hello, this is Becky Oliver from Fox News 4. Can I ask you some questions?” “Oh S h

11. The Media Effect Get it Right! Scared GRRR!

12. So, What is the Standard? • ASTM 2131, LDD, establishes the standard that we can go by • Can we merely rely on the meeting the standard? The public expects near perfection! Certainly, they demand security of their personal information!

13. Property Manager Risk Manager “Property Management ain’t no big deal… Until it’s a big deal… And then it’s a really big deal.” Mike Hay, CPPM Past President NPMA

14. What can we do to reduce the bleeding? What would a CPPM do? Let’s Discuss

15. What can we do to reduce the bleeding? • The strategy has three elements • Educate • Increase security • Well oiled Policy and Procedures

16. Educate Senior Management • Management must be educated on the risks and potential solutions • Senior management must buy in to supporting fixes

17. Educate Senior Management What are our objectives in educating senior management? • They understand the risks and solutions • They are willing to provide the resources to implement a good program • They are willing to support the program by making difficult decisions

18. Educate Users • Custodians of assets must know the risks to the entire program of losing accountability of the equipment they have been entrusted with • They must be told by senior management that they are serious about accountability

19. Educate Users • Users should be reminded of security measures available • Users should be provided with the policy and procedures Bottom Line: Users must know what is expected of them!

20. Provide Security • Increase security in the office and other work areas • Provide the necessary resources for employees to secure equipment and data

21. Provide Security Physical Security Measures • Video Monitoring • RFID equipment to door to camera • Cable locks • Lockable cabinets

22. Provide Security Discourage Thieves • Third party data base with Stop Theft tag

23. Provide Security Discourage Thieves Tags are glued to case

24. Provide Security Discourage Thieves Thieves are warned that the computer is traceable

25. Provide Security Discourage Thieves Lurking below the Stop Tag is a permanent tattoo

26. Solid Policy and Procedure • Define personal responsibility expectations • Clear procedures for accountability of equipment • How to assign accountability • Supervisor responsibilities • Specific procedures for removal of equipment from the workplace • What to do in case of loss

27. Solid Policy and Procedure • Policy/Procedure to hold negligent personnel liable for loss, damage or destruction of equipment • Support of management at all levels to take appropriate action

28. The strategy requires all three elements

29. Discussion