State of Louisiana
DIVISION OF ADMINISTRATION
OFFICE OF THE COMMISSIONER
M. J. ”MIKE” FOSTER, JR.
COMMISSIONER OF ADMINISTRATION
MARK C. DRENNEN
DIVISION OF ADMINISTRATION
DOA POLICY NO. 6
EFFECTIVE DATE:
March 5, 1996; Revised 10/1/02; 11/26/03
SUBJECT:
Use of State Resources
(Incorporates DOA Personnel Policy No. 24)
AUTHORIZATION:
___________________________________________
Whitman J. Kling, Jr., Deputy Undersecretary
I.
POLICY:
It is the policy of the Division of Administration (DOA) that State-owned equipment,
supplies, services, and information technology resources (including, but not limited to
hardware, software, communications networks, physical facilities, mainframe
computer, personal computers and printers, and personal hand held devices) shall be
used solely for official State business, and at those locations specifically authorized.
An employee may not use state resources for personal benefit or gain or for the benefit
or gain of other individuals or outside organizations. Additionally, an employee who is
involved in a grievance, appeal, lawsuit, etc., as the individual initiating these actions,
shall not use state resources or work time to prepare, review, respond to, or otherwise
work on such actions without the specific and explicit approval of the section head.
State owned equipment may be assigned for use outside of the DOA office premises
when it is determined to be necessary and essential for conducting State business. The
assignment may be permanent or temporary, depending on the duties of the position,
and type of equipment. Responsibility and accountability for the appropriate use of state
resources ultimately rests with the section head and employee.
No unauthorized person shall be transported in any State-owned vehicle except in
emergencies as defined by applicable laws, promulgated rules or regulations.
State records and documents in the custody of employees are to be used for authorized
purposes only. Records shall not be altered, concealed, destroyed, disposed of, or
removed from official custody, except in accordance with applicable laws, promulgated
rules or regulations.
POST OFFICE BOX 94095 CLAIBORNE BUILDING BATON ROUGE, LA 70804-9095
(225) 342-7000 Fax (225) 342-1057
AN EQUAL OPPORTUNITY EMPLOYER
GOVERNOR
DOA Policy No. 6
Revised: November 26, 2003
Page 2
II. PURPOSE:
To set forth rules governing the use of State resources both inside and outside of the
DOA office premise to which the equipment is permanently assigned.
III. APPLICABILITY:
This policy shall be applicable to all sections within the Division of Administration both
general appropriation and ancillary appropriations.
IV. DEFINITIONS:
Permanent Assignment - When a state owned resource is assigned to an employee or
designated team for 24x7 use, the assignment of that resource to that employee or team
will be considered permanent until authorization is revoked.
Temporary Assignment – When a state owned resource is needed to perform duties
that are allowed to be performed off-site, such as on-call status, or when the use of the
equipment is in conjunction with travel on State business or overtime that has been pre-
approved by the Section Head, the assignment of the resource to an employee will be
considered temporary.
V. PROCEDURE FOR OFF-SITE UTILIZATION:
When a state owned resource is assigned to an employee or team on a permanent basis,
the employee, or manager (when resource will be rotated among team members), will
be required to complete an Equipment Assignment Form (attached) and obtain approval
of the Section Head prior to off-site use of said equipment. The Equipment Assignment
Form must include a justification indicating purpose and benefit of off-site utilization.
When a state owned resource is assigned to an employee on a temporary basis, the
equipment must be checked out prior to being removed from DOA office premises. The
check-out log shall contain information such as an equipment description, tag number if
applicable, the person checking out the equipment (signature recommended), the date
removed, and the date returned. A sample check-out log is attached.
Authorization for off-site use of any equipment assignment shall terminate on:
1. End of the business requirement; or
2. Termination or change in duties of the employee; or
3. Determination by the section head.
DOA Policy No. 6
Revised: November 26, 2003
Page 3
Equipment Assignment Forms and check-out logs must be preserved and maintained in
accordance with the Public Records Act or section’s formal retention schedule.
VI. RESPONSIBILITY:
Each employee is responsible for:
Complying with the provisions and spirit of this policy;
Ensuring that state equipment is to be used only by employee, and only for
DOA official business;
Protecting and conserving all State-owned property, including equipment and
supplies entrusted or issued to them. Specifically, information technology
resources shall be protected against accidental or unauthorized access,
disclosure, modification or destruction, as well as assuring the availability,
integrity, utility, authenticity and confidentiality of information;
Obtaining the necessary prior approval to remove state resources from DOA
office premises;
Reporting damage or theft within one business day of the loss;
Reporting known violations of this policy to the supervisor, section head, or
Deputy Undersecretary.
Each section head is responsible for:
Communicating this policy and all updates to all employees in his/her section;
Enforcing this policy;
Reviewing and approving or disapproving requests for the use of state resources
outside of the DOA office premises, and ensuring the proper approval forms and
logs are maintained;
Protecting, conserving and ensuring the proper use of all State resources (to
include equipment, supplies, and information technology resources) under
his/her management.
DOA Policy No. 6
Revised: November 26, 2003
Page 4
The Deputy Undersecretary will be responsible for:
Taking appropriate action to assure that state resources are properly utilized.
VII. EXCEPTION:
The provisions of this policy requiring completion of the Equipment Assignment Form
for permanent assignment of equipment and subsequent approval of the Section Head
may be waived if the acquisition cost of the resource is less than $100. There will be no
other exceptions to this policy.
VIII. QUESTIONS:
Questions regarding this policy should be directed to the head of the DOA section
and/or to the Deputy Undersecretary.
IX. VIOLATIONS:
Employees found to have violated this policy may be subject to disciplinary action up to
and including termination and/or criminal prosecution.
EQUIPMENT ASSIGNMENT FORM
This form is to acknowledge that I have been assigned state equipment for use outside of the
DOA office premises. I have read DOA Policy No. 6 and will comply with the provisions of
said policy.
I understand that the equipment listed below is to be used only by me and only for DOA
official business. I agree to do everything within my power to protect and conserve all State-
owned property, including equipment and supplies entrusted or issued to me.
Upon completion of the program\project for which this equipment was issued for my use, or a
change in duties which eliminates the need for the equipment, or when requested by my
supervisor or section head, all equipment will be returned to the DOA Section from which it
was removed.
EMPLOYEE/ASSIGNMENT INFORMATION
Equipment Assigned To:
Name/Team_____________________________________ Personnel No. __________________
Section_________________________
Justification/Reason/Benefits for Assignment:
Equipment Description
Serial Number Property Tag *
* If equipment is not tagged, put N/A
_________________________________________________ __________________
Signature of Responsible Employee
Date
APPROVAL
_________________________________________________
__________________
Section Head
Date
Authorization Revoked/Equipment Returned on:
__________________
Date
DIVISION OF ADMINISTRATION
 
EQUIPMENT TEMPORARY CHECK-OUT LOG
Removed from Section
Returned to Section
Equipment Description
Serial
Number
Property
Tag
Date
Removed
Signature of Borrower
Checked Out
By: (initials)
Date
Returned
Checked In
By: (initials)