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News Release
Audit finds insufficient but improving controls over high-risk county items - 12/05/17

Vancouver, Wash. - The Clark County Audit Oversight Committee will meet at 10:30 am Thursday, Dec. 7, to consider a recent performance audit of Facilities Management's system to track and manage high-risk materials. The meeting will be in the sixth-floor Training Room of the Public Service Center, 1300 Franklin St.

Copies of the audit are available on the county website at https://www.clark.wa.gov/auditor/audit-reports.

The audit is the last in a series focused on county high-risk items that could be at increased risk of being lost, misappropriated or misused. An audit of the Sheriff's Office was done in 2015, and an audit of Public Works was done in 2016.

The audit found Facilities Management's controls over high-risk items and supplies have been lacking but are improving under a new warehouse tracking system. The audit also found that limited controls over keys and access cards increase the risk of unauthorized access to county buildings.

In 2016, Facilities Management, a division of General Services, organized a small warehouse in a county building which centralized management of materials and expanded use of its computer tracking system. At the request of Facilities Management, the Auditor's Office launched a review of the materials management practices, focusing on tools, equipment, supplies, keys and access cards from 2013 through 2016.

Auditors found that at the time, Facilities Management did not have a high-risk classification for high-value items or adequate controls over security-related items. For example, controls over keys and access cards did not adequately respond to security access changes. The audit also found deficiencies in documentation practices, policy implementation and policy awareness.

The report makes 12 recommendations and recognizes Facilities Management's efforts to address the deficiencies. One step is expanding use of software to increase tracking and controlling capabilities. Also, Facilities Management is conducting a preliminary inventory of keys and access cards and will begin doing an annual key and card inventory. The staff has been working with other departments to review their security records and has put into place new measures to increase records accuracy and raise awareness of warehousing management policies.

"The security of county buildings is a collaborative effort and Facilities Management's work to promote a secure work environment is essential," said Auditor Greg Kimsey. "We support Facilities' efforts to increase accountability for high-risk items and boost efficiencies in materials management through technology."
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