Aga Khan University Hospital
Title:
Lost and Found
Department / Division:
Safety & Security Department
Approved By:
Director Safety and
Security
1.
1.2.
1.3.
Issuance Date:
October 01, 1999
Revision Date:
February 22, 2019
Revision No.:
06
Prepared By:
Manager, Sec. Op.
Total Pages:
Page 1 of 4
This is the policy of AKU that any lost property found within a department is
to be retained by that department for two working days and then, if not
claimed, be handed over to the Lost & Found Office.
Any property found in public areas and is not claimed by any person or
department may become the responsibility of the Security Control which after
collection deposits the items to Lost & Found on a prescribed form after due
logging in Lost & Found register maintained in Security Control.
This policy serves as a guideline for all AKU campuses which may develop
their own procedures / protocols according to the available resources and
environments.
Scope:
2.1.
3.
S&S-SEC-PP-009
Purpose:
1.1.
2.
Document No.:
This policy covers all the staff, faculty, volunteers and students of AKU.
Responsibility:
3.1.
Safety & Security Department is responsible to receive items/store lost and
found articles temporarily till the time these are handed over to the legitimate
owner or to the following offices on a prescribed form:
3.1.1. Cash to Cashier Office Medical College.
3.1.2. Other items to Disposal Office.
4.
Terms and Definitions:
Not applicable
5.
Process / Procedure:
5.1.
Regulations
5.1.1. Lost and Found articles will not be retained in the Security Control for
more than 48 hours excluding holidays. The same will either be
handed over to its rightful owner after due verification or deposited in
Lost & Found Office.
5.2.
Procedure
5.2.1. On finding lost item by a security staff, it will be immediately deposited
in the Security Control.
5.2.2. In case a lost item is handed over by any person, the security staff will
request him/her to accompany to security control for proper handing
over. In case of refusal the security staff will receive item in presence
of a witness and later deposit in security control.
5.2.3. On receiving a lost item, the ASC/Security Control Supervisor will take
following actions:
5.2.3.1.
Check and record the item in the Lost and Found Register.
5.2.3.2.
Label the item indicating the date found and the serial
number of the Register entry being maintained.
5.2.3.3.
If cash or valuables, secure the item in either a safe or
lockable drawer.
5.2.3.4.
If cash count it in the presence of a witness and then seal it
in an envelope. Sign the back of envelope across the flap
joint.
5.2.3.5.
If the item appears to be dangerous, do not attempt to
tamper and either call DSC or Bomb Disposal for further
disposal.
5.2.3.6.
In case of a bag, list the contents and seal it in the
presence of a witness, with a signed strip of elastic-tape.
5.2.3.7.
Announce through the Public Address system if the item
warrants it i.e. if it is car keys or a locked brief case. Proper
verification / authentication of the item will be carried out
before handing over to the claimant. In case of finding
identity documents such as NIC, Passport etc. in addition
to making public announcement then and there the person
should be approached on the address mentioned.
5.2.3.8.
If after a lapse of two working days the item is unclaimed;
5.2.3.8.1. Take the article together with the Lost and
Found Register to the Lost & Found office.
5.2.3.8.2. Hand over the item to the in charge Supervisor
Lost & Found Office and have him signed the
disposed column of register.
5.2.4. On receipt of a lost item, either from a department or directly from the
finder follows the guidelines given above. Ensure that the full name
and address of the finder is noted. Check the items carefully to see if
it may be hospital property. Cash is to be counted and handed over to
the Cashier for safekeeping. All other items left unclaimed for 48
hours should be handed over to the Lost & Found Department.
Lost and Found
Revision Date: February 22, 2019
Page 2
5.2.5. Lost & Found Office after receiving lost and found items will take
following actions:
5.2.5.1.
All unclaimed items other than cash will be retained for
three months and then deposited to the Disposal Office on
quarterly basis.
5.2.5.2.
Unclaimed cash will be deposited immediately to Cashier
Office, Medical College.
5.2.5.3.
The cash claimed after having been deposited in Cashier
Office will be refunded to rightful claimant on production of
verification letter & deposit slip by Lost & Found Office.
5.2.6. Reported Lost Item
5.2.6.1.
On receiving a report of a lost item, Security Control is to
record details of the owner (full name, NIC or if an
employee then AKU ID Card number), description of the
lost item, time and place of loss.
5.2.6.2.
On receiving any information about the reported lost item
the concerned individual will be contacted for
verification/handing over.
5.2.6.3.
Any query after a lapse of 48 hours will be directed to Lost
& Found Office of Safety & Security Department.
5.2.7. Claiming a Lost Item
5.2.7.1.
Anyone claiming a lost item during off working hours is to
satisfy the DSC (Duty Security Coordinator)/Supervisor in
Security Control that he/she is indeed the owner by
following acts:
5.2.7.1.1. Without seeing the item claimant should give an
exact description.
5.2.7.1.2. State where and when claimant lost it or noticed
it missing.
5.2.7.1.3. On receiving the item claimant must sign and
state own name, address and record the
particulars of the claimant's ID card and copy of
NIC or any other authenticator (License /
passport) should be retained for record.
5.2.7.1.4. Under no circumstances will the claims be
entertained on telephone or a letter.
Lost and Found
5.2.7.2.
During working hours the above mentioned procedure will
be followed by Security Office.
5.2.7.3.
On being satisfied the said item will be handed over to
owner on the prescribed form by the concerned security
staff. (Annexure A - Lost & Found Form)
Revision Date: February 22, 2019
Page 3
Reference(s):
6.
6.1.
Lost & Found Form
6.2.
Lost & Found Register
Annexure:
7.
Not applicable
Document Change Record:
8.
Review #
Review Date
(dd-mm-yyyy)
06
22-Feb2019
05
24 Feb,
2016
Lost and Found
Description Of Change
Changes made in following paragraphs:
Revision Date & Revision No.
Formatting as per service line and change in
Document No.
Change in para #: 5.2.3.5, 5.2.7.1
Revision Date: February 22, 2019
Identification of
Change
Italic
Italic
Page 4