Distribution of the Report of
Survey Form After Final Action
The original report with all attachments is
retained at the activity if copies are not required
by higher authority.
A duplicate is returned to the appropriate
property officer to replace the quadruplicate copy,
which may then be destroyed if not required by
The triplicate copy is destroyed if pecuniary
liability is not assessed. If pecuniary liability is
assessed, send a copy to the disbursing officer.
Inventories should be conducted at regular
intervals, following prescribed procedures.
Controlled Equipage Inventory
All items of controlled equipage are inventoried
on an annual basis during the period 15 February
to 15 March.
At least 1 month before 15 February, the
supply officer prepares an official notice advising
all department heads of procedural details to be
followed when conducting their annual inventories
of controlled equipage. The notice is signed by
the commanding officer or by an officer with
Heads of departments are responsible for
conducting the inventory of items for which they
have custody. The file of duplicate NAVSUP
Forms 306, as well as subcustody records, can be
used as a basis for conducting and recording
physical inventories of controlled equipage.
All items are sighted and inspected for service-
ability by the officer conducting the inventory.
Binoculars, small arms, and other equipment
identified by serial numbers are checked by those
numbers during the inventory. As each item is
inventoried, the inventorying officer enters the
date and quantity and signs the reverse side of the
department copy of the custody card.
As the inventory progresses or immediately
the inventory record is
transcribed to the original card held by the
supply officer. When the inventoried quantity of
an item differs from the verified custody record
balance, a recount or an investigative research or
both is required.
After the above procedures have been
accomplished, the following additional actions are
Shortages and unserviceable items dis-
covered incident to inventory are promptly
Inventory adjustments are posted to the
Issue requests are prepared and submitted
to the supply officer for procurement of
any replacement items required.
A report of inventory completion is sub-
mitted to the commanding officer.
Upon completion of a controlled equipage
inventory, each department head submits a letter
report to the commanding officer, with a copy
to the supply officer. When controlled equipage
is inventoried incident to a change of department
head, the letter report is signed by both the
relieved and relieving department heads. Letter
reports should include a list of excess controlled
equipage items. This list should include justifica-
tion or authority for any excess items you want
to retain. Letter reports should include
completion of the controlled equipage
submission of shortages and unserviceable
replenishment of shortages and unservice-
able items, and
justification or authority for any excess
items to be retained.
Physical inventories of stores in the technical
custody of the supply department but in the
physical custody of other departments are taken
at the end of each quarter or when prescribed by
the supply officer. The inventory is checked
against the stock record cards, signed by the
custodian department head, and submitted to the
supply officer. The following are examples of how
you should prepare the space for inventory:
Ensure the stowage is orderly and follows
a prearranged stowage plan.
Ensure unopened boxes and other containers
are stowed with labels and other identifying
information facing outward.
Ensure loose items are repackaged in
standard bulk lots when practical.