Lost property disposal record
This lost property disposal record shows what happened to every unclaimed item at the end of its holding period: what it was, how personal data was removed, where it went and who approved it.
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Lost property disposal record
Add one row for each item that leaves your care without going back to its owner.
| Item reference | General description | Date found | End of holding period | Owner details found and checked | Personal data removed or destroyed, and how | Outcome: donated, recycled, destroyed, handed to police or returned to issuer | Recipient organisation | Date of disposal | Disposed of by | Approved by |
|---|---|---|---|---|---|---|---|---|---|---|
Describe each item in general terms. Keep any private identifying detail in the staff-only record, not on this sheet.
Why record disposals
When an owner asks after the holding period, the disposal record is your answer: it shows the item was kept for the full period, checked for owner details and disposed of as your policy says. It also shows that phones, laptops and documents had their personal data removed.
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Have a second person approve disposals of valuables, and keep the record for as long as your policy says.
Frequently asked questions
What should a lost property disposal record include?+
The item reference and a general description, the date found and the end of its holding period, whether owner details were checked, how personal data was removed, the outcome, the recipient organisation, the date, and who disposed of it and approved it.
Should personal data be removed before donating lost items?+
Yes. Wipe or destroy phones and laptops, and destroy documents and cards, as your policy says, and record how it was done on the disposal record.
Who should approve a lost property disposal?+
Your policy decides. Asking a second staff member or a manager to approve the disposal of valuables, and recording both names, makes the record easier to rely on.
Keep every item’s history in one record
vFound Lost & Found keeps each item’s history, from the find to its return or the end of its holding period, with custody tools for labels, bins and approvals. Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.