The National Park Service has a rather involved process for reporting loss
and theft, and some on damage.  It usually starts with what a call a Case
Incident Report, a document filled out by some one qualified in law
enforcement and documents the facts surrounding a theft and sometimes loss or
damage.  Its basically a who what, where, when, how form.  That form is then
used to deaccession something that is lost or stolen, through a Report of
Survey.  This provides a legal paper trail.  The form is filled out, then
considered at a Board of Survey, a committee that looks at the facts
surrounding the case, and then, if all areas have been covered, signs the
Report of Survey.   Accession and catalog records, photographs, are attached
as well.  These records are then permanently retained, usually in the
accession file, and never disposed of, it becomes the only record of that now
missing artifact.  Damage can also be documented on the catalog record or in
the accession file or through a Case Incident Report, the later being used in
rather neglegent or severe cases.  Photographs of damage, black and white
developed using black and white processing, will be the best preservation
copy.

Of course, what could have been done to prevent the loss, theft, or damage is
always looked at.

Hope this helps,
Chris Ford
Grant-Kohrs Ranch NHS
Deer Lodge, MT
406-846-3268

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