Accountable Property Systems of Record

An Accountable Property System of Record (APSR) is defined in detail as: the business system/application used to account for and maintain accountability of government property. This system/application represents the authoritative official records for the government entity regarding the property it is responsible for and reflects the appropriate updates to the property as a result of life cycle transactions. To ensure data integrity, there must be one – and only one – system of record for a given piece of property. The APSR is a subsidiary ledger to the financial systems general ledger and represents the transactions impacting the property.

To be considered an APSR, the system must be able to perform several property management and financial functions. These systems are a subset of existing organizational processes related to the life cycle management of property and are used to control and manage accountable property records. The APSR is integrated with the core financial system.

Accountable property records contain the relevant information of individual assets. These records are stored in the APSR and help an organization maintain an auditable record of life cycle events. Property managers need to remain informed of when to create, or not to create, an accountable record. For example, an accountable record is not created for contractor acquired property until the government takes full ownership of those assets by formal acceptance and delivery.

Another important aspect of APSRs and accountable property records are the data elements required to make a comprehensive record. These requirements are outlined in DoDI 5000.64 and include the:

A requirements checklist has been developed and published as DD Form 3042. Per 5000.64, DoD Component Property Leads (CPLs) are required to utilize this form to certify the chosen APSR meets requirements. Additional information on APSR's can also be found in our FAQ section of our site. A link to the Defense Property Accountability System (DPAS) can be located in the quick links to the left as a potential APSR for use.

 

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