Effective date: 12/9/1999

    The Museum conducts an annual inventory of artifacts in its permanent collections.
    (1) Inventory is taken either of individual artifacts or groups of artifacts, depending on the level at which the Museum maintains its collections records.
    (2) This inventory, conducted by Museum staff on July 1 or as soon thereafter as practicable, is accomplished by the following procedures:
    (a) A complete inventory is taken of all artifacts valued at $500 or more. Using a printout of information from the Museum’s electronic data base, a staff member looks for each item listed on the inventory, and records whether the item is present, updating its location as necessary. If inventory information is maintained manually, rather than in the electronic data base (i.e., on object cards and worksheets), the staff member uses these paper records to conduct the inventory.
    (b) An inventory is taken, by a simple random sample based on accession number, of one percent of all Department or Museum-owned artifacts valued at less than $500. Using a printout of information from the Museum’s electronic data base, a staff member looks for each random-selected item listed on the inventory, and records whether the item is present, updating its location as necessary. If inventory information is maintained manually, rather than in the electronic data base (i.e., on object cards and worksheets), the staff member uses these paper records to conduct the inventory.
    (3) If a Department or Museum-owned artifact is not found during the inventory, all relevant collections records are checked to determine if the artifact has been removed from the location given on the inventory for a particular purpose.
    (4) If the Department or Museum-owned artifact cannot be located after collections records are checked, the Museum director is informed, and the Division of Safety and Crime Prevention, Department of Management Services, is notified. To accomplish this, a Missing Artifact Report, herein incorporated by reference, is completed. The Division of Safety and Crime Prevention also is asked to conduct an investigation or take other appropriate steps to determine the whereabouts of the missing Department or Museum-owned artifact and recover it.
    (5) The fact that the Department or Museum-owned artifact is missing is noted on all Museum collections records.
Rulemaking authorized by Florida Statutes § 570.903(8). Implements Florida Statutes § 570.903(8). History—New 12-9-99.