Invercargill Airport Limited CORPORATE PROCEDURES POLICY Issue Date: Supercedes: Approved by: Current Version: 0.1 Page 1 of 5 Review: 3 yrs or as required LOST AND FOUND PROCEDURE DOCUMENT HISTORY Version Date 0.1 03 Sept 2014 Amendment Document Created Name / Group T. Aitken 1. SCOPE This document is issued by Invercargill Airport Limited (hereafter IAL) management to provide guidance to staff on the procedures to manage and control lost property in an open, fair and documented way, thereby protecting the interest of both employees and visitors. “Lost property’ is a broad term used to identify items that do not belong to IAL and airport operators and have been left (accidentally or otherwise) on IAL property. IAL accepts no responsibility for the loss or damage to personal property of any kind in or on its premises under any circumstances. IAL recommends all lost items be reported to and all found items be handed in to the Administration Office. 2. Responsibility Facilities Management is responsible for the storage of found property. The administration office is the physical location where found property is registered. All staff are responsible for handing in found property to the Administration office during normal working hours. Persons who have lost property should check with the Administration office in the first instance. 3. Procedure Between 9am and 1pm All lost or found property will be handed in directly to the Administration office. The IAL Lost and Found Policy Vers: 0.1 Page 1 of 5 administrator will record these items in the Lost Property Register, categorise, bag, label and store the items securely. Outside Administration office hours All lost or found property to be handed in at the Café. The Café will bag and label the item and record the relevant information on the Lost and found docket. The administrator will pick up the items in the morning. The lost and found register and Lost and found dockets will record the following: a. Description of item (including any defects and damage); b. Item category c. Circumstances of find (date and time found and where found); d. Name and contact details of finder e. When Item was claimed and by who. Lost property items will be placed in one of three categories: (a) High value items: e.g. wallets, money, computers, tablets, watches, jewellery, mobile phones, cameras, MP3 players etc. (b) Non-perishable low value items e.g. hats, coats, umbrellas, and bags. (c) Perishable goods: e.g. foods, drinks. High Value Items When lost, items should be reported to the Administration office. Where possible, the administrator will attempt to find some identifying information. • In the case of wallets, purses, bags etc that could contain money or high value items, it is advisable to search items in the presence of another staff member. • Cash should be counted in the presence of at least two members of staff. Cash should be secured in the safe and clearly identified with a lost and found tag. • Mobile phone – On receipt of a mobile phone handed in as lost property (providing the phone is switched on) an attempt to contact someone in the address book should be made. Once contact has been made, the phone should be switched off, placed in a bag (clearly identified with a lost and found tag) in the safe / secure locker. • Credit Cards / Bank Cards: If credit/bank cards are handed in as lost property, a designated Facilities Management team member will attempt to locate the owner. The Credit card companies and bank are able to make contact with the card owners to inform them of the whereabouts of the card. If they are unable to locate the owner or it has not been claimed within 7 IAL Lost and Found Policy Vers: 0.1 Page 2 of 5 • • working days the credit card will be cut in half and returned to the appropriate credit card company / bank with a copy of the standard letter (appendix 1). Driver’s Licence / ID Cards: If and ID card or driver’s license is handed in as lost property, a designated Facilities Management team member will attempt to locate the owner. If they are unable to locate the owner or it has not been claimed within 7 working days the card will be forwarded to the Police. Any other high value items should be processed as soon as possible and safely stored away in the secure locker. If the owner can’t be located within 7 working days the property will be forwarded to the Police. Non-Perishable Low Value Items Non perishable low value property will be stored securely at the Administration office for a minimum period of 3 months after which they will be taken to a charitable organisation or destroyed. Perishable Items Found perishable items will be disposed of in an appropriate way within a timeframe that reflects the type, state and normal life of the item. 4. Ownership If a person wishes to retrieve an item and claims to be the rightful owner, the item must be described in detail to identify any characteristics, which would provide proof of ownership. Full details of the claimant must be recorded in the Lost Property Register (some form of identification should be shown e.g. ID card, passport, driving license). 5. Definitions Finder Lost Property Register The person finding and submitting the property to Administration office Register held on the IAL Intranet giving details of lost and found property. Personal property Property owned by an individual rather than IAL Secure storage Locked storage that is only accessible to authorised personnel 6. For any items lost on aircraft or in the Air New Zealand Koru Lounge: Each airline is responsible for items found on its aircraft. Passengers will be encouraged to contact the airline directly to determine their lost and found policies and procedures. Any requests for these lost items, received by IAL should be forwarded by email to the Air New Zealand Invercargill manager. IAL Lost and Found Policy Vers: 0.1 Page 3 of 5 7. PASSENGER PROCEDURE a) Passengers can contact the Airport via the website, email or phone to enquire about lost property. They will be referred to the Airport Administrator. b) Staff will endeavour to return items to passengers and mark them as returned in the Lost Property register. APPENDICES Appendix 1: Form letter to be sent to credit card companies when returning lost cards (Date) (Name and Address of Credit Card Company) Dear Sir/Madam RE: Credit card handed in as lost property at Invercargill Airport. The enclosed credit card was handed in as lost property. The details are as follows: Date Found: Time Found: Description of Card: Circumstances of Find: Site Address: Contact Name: Telephone Number: Any enquiries with regard to the card should be referred to the contact person named above. Yours faithfully, (Name) (Title) IAL Lost and Found Policy Vers: 0.1 Page 4 of 5 8. UNCLAIMED LOST PROPERTY • At the start of each month, an authorised staff member should review the items that have been held from three calendar months previously. • Non valuable items which remain unclaimed are to be offered to the founder or disposed of by donation to charity. • Valuable items should be transferred to the responsibility of the Police who will then hold and dispose of these items under the terms of their own lost property policy. Forms relating to these items should be updated to reflect this transferral. • Any unclaimed cash should be donated to ................ A receipt for the amount of cash donated should be obtained and stored with the Lost and found register. IAL Lost and Found Policy Vers: 0.1 Page 5 of 5