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<br /> <br />City of Redwood City <br />Recommendations to Management <br />For the year ended June 30, 2004 <br /> <br />1. MAIL ROOM ACCESS <br /> <br />Observation <br /> <br />During our audit we observed that currently any City employee is able to enter the mail room to <br />retrieve mail. This unlimited access presents a higher risk of unauthorized access to the City's mail. <br /> <br />Recommendation <br /> <br />We recommend that a designated employee from each department be responsible for mail pick up and <br />distribution and the mail room be secured at all times so that only the authorized employees have <br />access to the mail room. <br /> <br />City Response <br /> <br />The City received proposals for an electronic key system to control access to the mail room. Upon <br />further review it was determined that it would be too cumbersome to limit access to the mailroom, and <br />the benefits of enhanced security would outweigh the problems created by the added security. <br />Therefore, the departments have elected not to pursue this. <br /> <br />2. CAPITAL ASSETS SYSTEM <br /> <br />A. Observation <br /> <br />The City is not able to generate reports from the capital assets system which lists all additions and <br />retirements for the year. <br /> <br />Recommendation <br /> <br />We recommend that the City modify the capital assets system to generate reports that clearly identify <br />all capital asset additions and deletions for each fiscal year. <br /> <br />City Response <br /> <br />Financial Services worked with IT to add this reporting capability to the enterprise fund assets (Sewer, <br />Water & Parking). Reports for general assets (equipment and real property), and enterprise funds were <br />printed out for the auditors subsequent to the end of the auditors' field work. <br /> <br />1 <br />