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Inventory weakness identified, remedied

Weakness in the process for firearms inventory was recently identified during an investigation of firearms internal controls at the Laboratory. The weakness pointed out an inability to quickly confirm that all firearms owned by the Laboratory were accounted for.

Following a comprehensive visual inventory it was determined — without question — that all firearms have been accounted for and never left the positive control of individual responsible custodians. The Laboratory has initiated a comprehensive retooling of the firearm inventory process to assure that, in the future, rapid accounting can be accomplished.

"We do not believe there was ever any risk of having missing or stolen firearms go unnoticed or unreported," said Scott Gibbs, Security and Safeguards (S) Division acting leader. "The problem was in our inventory and procurement process, not our firearms control process. It's clear that neither the Laboratory nor PTLA ever lost control over their firearms."

The vast majority of firearms owned by the Laboratory are issued to Protection Technology of Los Alamos, which manages the guard force at the Laboratory. PTLA maintains an internal firearm inventory system that is separate from the Laboratory's property control system. A problem was discovered when the number and type of firearms in the PTLA system disagreed with the number and type of firearms in the Laboratory inventory system. The problem was fully in the Laboratory system, caused largely by ambiguity in data entry and a decentralized process for delivery of new firearms and transfer and disposal of used firearms. Immediate action was taken to reconcile the two inventory systems, and those listings are now 100 percent in agreement. At no time was there a problem with the PTLA system.

The Laboratory also owns firearms that are not under the control of PTLA; many of them do not fit neatly into standard definitions, leading to additional ambiguity. Those firearm systems, such as rocket-propelled grenade launchers, mortars, cannon, etc., are used in projectile and high-explosives research. The Laboratory also owns a small number of tranquilizer dart guns used in animal studies.

In order to eliminate future firearm inventory problems, Laboratory property management has established a standardized terminology utilizing the word "weapon" as the overarching descriptor for firearms. The weapons will be further categorized by make, model and serial number.

Additionally, effective Jan.16, the Laboratory designated a central coordinator in property management who now has responsibility for the delivery, data entry, transfer or disposal of all firearms. The Laboratory also will designate a central location for receiving all firearms, with a system in place for data-entry and bar coding by May 30.

To further eliminate ambiguity and confusion between the Laboratory's inventory system and the PTLA system, the two inventories will be fully reconciled annually. The first joint inventory will be completed by October.

The final process change is a requirement for management approval for all firearm purchases.

-- Kevin N. Roark

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