Lost and Found Property Procedure: Chain of Custody Template
Standard procedures for handling lost and found items—documentation, secure storage, owner verification, and disposition after holding periods expire.
Proper handling of lost and found items protects the organization from liability and helps reunite people with their property. This procedure establishes chain of custody from discovery through final disposition.
All found property must be documented, secured, and stored properly. Clear procedures for owner verification, holding periods, and disposition protect both the organization and the property owner.
Property Discovery
When Property Is Found
- Note exact location and time of discovery
- If discovered by another person, obtain their contact information
- Do NOT search wallets, bags, or containers beyond identification
- Transport to security office using gloves if appropriate
- Complete Lost/Found Property Report immediately
Property Report Form
Lost/Found Property Report
Date/Time Found: _______________
Location Found: _______________
Found By: _______________ (Name/Contact)
Received By: _______________ (Officer Name/Badge)
Item Description:
- Type of item: _______________
- Brand/Make: _______________
- Color: _______________
- Size/Dimensions: _______________
- Distinguishing features: _______________
- Condition: _______________
- Approximate value: _______________
Property Tag Number: _______________
Storage Location: _______________
Photo Taken: ☐ Yes ☐ No
High-Value Items
Items valued over $100 or sensitive in nature require:
- Photograph before storing
- Supervisor signature on property report
- Storage in locked safe or secure cabinet
- Notation in supervisor log
Property Categories
| Category | Examples | Special Handling |
|---|---|---|
| Identification/Financial | Wallet, ID cards, credit cards, checkbooks | Secure storage, attempt owner contact if ID present |
| Electronics | Phones, laptops, tablets, cameras | Do not attempt to unlock, store securely |
| Jewelry/Valuables | Watches, rings, necklaces | Safe storage, photograph, supervisor witness |
| Keys | Car keys, house keys, access cards | Do not test, store in key cabinet |
| Clothing/Accessories | Coats, bags, umbrellas, glasses | Standard storage, longer holding period |
| Medications | Prescription or OTC medications | Secure storage, contact owner if ID available, dispose properly |
| Perishables | Food, beverages | Hold 24 hours max, then dispose |
Storage Requirements
Physical Storage
- Designated lost and found cabinet/room
- Locked when unattended
- Access limited to authorized personnel
- Items tagged with property number matching log
- Organized by date found for easy retrieval
High-Value Storage
- Safe or locked drawer with limited access
- Separate log for high-value items
- Two-person verification for removal
Owner Claim Process
When Someone Claims Property
- Verify ownership: Ask claimant to describe item WITHOUT showing it to them. They must describe:
- Type of item
- Brand/color
- Distinguishing features
- Contents (for bags/wallets)
- Request identification: Record claimant's name, ID type and number
- Complete release form: Claimant signs acknowledging receipt
- Update log: Record date, time, and claimant information
- Return property: Have claimant verify all items are present
Property Release Form
Property Release
Property Tag #: _______________
Item Description: _______________
Date Found: _______________
Claimant Name: _______________
ID Type/Number: _______________
Phone: _______________
Address: _______________
I acknowledge receipt of the above described property and certify that I am the rightful owner.
Claimant Signature: _______________ Date: _______________
Officer Signature: _______________ Badge: _______________
Disputed Claims
- If description doesn't match, politely decline release
- If multiple people claim same item, hold until resolved
- Notify supervisor of any disputes
- May require proof of purchase for high-value items
Holding Periods
| Item Type | Minimum Hold | Disposition After |
|---|---|---|
| General items | 30 days | Donate or dispose |
| Valuables ($100+) | 90 days | Per company policy |
| ID cards/Credit cards | 30 days | Destroy or return to issuer |
| Electronics | 60 days | Per company policy |
| Perishables | 24 hours | Dispose |
| Medications | 7 days | Pharmacy disposal |
Note: Check local laws—some jurisdictions have specific requirements for found property.
Disposition Procedures
After Holding Period Expires
- Verify holding period has passed
- Obtain supervisor approval for disposition
- Document disposition method in log
- Two witnesses for destruction of valuables
Disposition Methods
- Charitable donation: Clothing, general items to approved charity
- Secure destruction: ID cards, credit cards, documents
- Return to issuer: Credit cards may be returned to issuing bank
- Proper disposal: Medications, perishables
- Per policy: Electronics, high-value items as directed
Lost Property Reports
When Someone Reports Lost Item
- Check current lost and found inventory
- If not found, take Lost Property Report
- Obtain detailed description
- Get contact information
- Explain claim process if item is found later
- Provide reference number
Key Takeaways
- Document everything immediately upon discovery
- Verify ownership before releasing any property
- Store valuables securely with supervisor oversight
- Follow holding periods before disposition
- Maintain complete chain of custody documentation
Written by
TeamMapTeam
TeamMap builds modern workforce management tools for security teams, helping companies track, communicate, and coordinate their field operations.
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