ESDC Standard for Managing and Tracking Assets

Modified July 18, 2018

  1. This standard has been effective since March 11, 2013.
  2. This standard stipulates which Departmental (ESDC) assets are required to be tagged with asset tags and tracked in the Departmental financial and materiel management system (myEMS) as individual Equipment Master Records (EMRs).
  3. This standard applies to all ESDC employees and managers who are involved in the planning, acquisition or management of particular Departmental assets.
  4. This standard applies to all ESDC-owned assets, regardless of the method used to acquire the asset (for example: purchase order, contract, acquisition card, transfer).
  5. This standard is to be followed as a supplement to and in accordance with the Departmental Asset Management Policy.
  6. The following assets must be tagged with asset tags issued by CFOB and tracked and managed in myEMS as equipment with EMRs:
    6.1 Capital Assets:
    All assets valued over $10,000 and in accordance with the Departmental Guideline on Accounting for Capital Assets (DOC, 437 KB). Note: Under the Guideline, ESDC includes software (externally purchased or internally developed) as a capital asset where the costs (purchase or development) exceed $10,000, for accounting purposes. However, since software is an intangible asset it is not subject to this Standard and is not tagged and tracked with an EMR [equipment master record].
    6.2 Non Capital Information Technology (IT) Assets:
    All desktop IT equipment, which includes desktop computers, laptops and computer monitors.
    6.3 Attractive Assets:
    Attractive assets are departmental assets that are not capital assets (under $10,000) and are considered to be attractive and portable. The following items are considered attractive assets:
    1. Televisions (flat screen); Smart Board (a value greater than $500);
    2. Professional photography and studio equipment valued over $600 (e.g. digital SLR cameras, studio systems, television cameras);
    3. Portable Mobile Printers (such as those used by outreach officers and investigators required to travel off-site);
    4. Artwork (such as paintings, print and sculptures) that: are numbered, have a stamp of authentication, are valued at over $500, and/or are considered to have heritage value (see note below on heritage value); and,
    5. Tablets and iPads.
    6. Other portable assets that are deemed attractive with a value greater than $600, (e.g. drone, projector).
  7. Any assets that are not identified as tracked assets in this document must not be recorded in myEMS. However, these assets still need to be lifecycle managed in accordance with TBS and Departmental policies.
  8. Cost centre managers and employees who directly acquire or receive tracked assets must contact their Regional Asset Management Services to obtain tags and to ensure that EMRs for these assets exist in myEMS. The asset tag must be put on the asset (unless it is physically not possible to fit on a particular asset).
  9. Cost centre managers and employees must advise their Regional Asset Management Services of any change related to these assets during the entire life of the assets (e.g. request for disposal, relocation, loan and transfer to another government department) so that the myEMS EMRs are kept current.
  10. Cost centre managers must actively manage these assets throughout their lifecycle in accordance with the Departmental and Treasury Board policies, including ensuring appropriate use and safeguarding of these assets.
  11. An annual validation process is one method used by the Department to validate the existence of Departmental tracked assets and ensure that asset information is current and reflects the lifecycle stage of the all tracked assets. This is initiated by an annual call letter and in accordance with the "Guide to the Annual Asset Validation Process".
  12. Cost centre managers or regional assets management must contact Procurement, Asset and IP Policy (PAIPP) at NC-ASSETS-IP-POLICY-POLITIQUES-BIENS-PI-GD.

NOTE: Heritage value is determined by assessing the symbolic value, the age and rarity value. Consider the historic, cultural, social or spiritual importance or significance to past, present and future generations.