SUBSECTION 3.2.2.4
IDENTIFICATION PROCEDURES

3.2.2.4.1

Marking Standards

Effective Date:

July 1, 1998

3.2.2.4.1.a

All newly acquired inventoriable fixed assets, except as noted in Subsection 3.2.2.4.1.b below, are to be marked upon receipt and acceptance to identify the asset as state property. Such identification is to facilitate accounting for the asset; aid in its identification if the asset is lost or stolen; discourage theft; and ultimately, reduce the magnitude of the state's property losses. The identification is to be permanently affixed to the asset by using a standardized adhesive tag or inscribing the asset according to the following format:

WASHINGTON STATE (or state seal insignia),

AGENCY NAME (or Authorized Abbreviation) (AGENCY NUMBER),

OPTIONAL BAR CODE, and

ASSIGNED CONTROL NUMBER

Existing fixed assets need not be retagged if only a state control number is displayed which has been assigned and properly affixed and recorded on an authorized inventory system pursuant to Subsection 3.2.1.2.7.

3.2.2.4.1.b

Occasionally, an agency will find it is impractical or impossible to identify some of its inventoriable fixed assets according to these standards. In cases where a fixed asset would lose significant resale value (such as art works or museum collections) or have its warranty negatively impacted by being permanently marked or where an asset has a unique permanent serial number that can be used for identification, security and inventory control (such as vehicles), the identification "Washington State" or state insignia shall not be required. When these situations occur, the agency is to apply alternative procedures to inventory and identify such assets as "Washington State." Leased assets (capital or operating) should only be permanently marked with the identification, upon formal transfer of ownership to the state.

3.2.2.4.1.c

Agencies are to order their tags from the State Printer. The State Printer is responsible for procuring or printing the tags, and ensuring each tag is of the standard size, color, printing, and material as prescribed by the Department of General Administration.

3.2.2.4.1.d

Agencies are authorized, but not required, to use tags bearing a bar code for ease of inventory control. CODE 39 bar code is to be used. Agencies are to order bar code tags from the State Printer. The State Printer is responsible for procuring or printing the tags, and ensuring each tag is of the standard size, color, printing, material, and bar code density as prescribed by the Department of General Administration.

3.2.2.4.1.e

Agencies are to ensure that adequate controls for safeguarding unissued, mutilated, and voided tags are established.

3.2.2.4.1.f

The location of the "Washington State" identification and control number to be placed on the fixed asset as determined by each agency.

The identification and control number are to be located on the principal body of the asset, rather than a removable part.

3.2.2.4.1.g

Responsibility for controlling asset control numbers rests with the agency’s inventory officer.