The obvious source of information about capital assets is vendors’ invoices or contracts. Another source of information is minutes from past governing body meetings. If historical records are unavailable, use a replacement value and deinflate that amount to the original purchase date. In some cases, using an expert or appraiser may be acceptable to arrive at an estimated cost.
Close cooperation with the property accounting officer is required in cities where a purchasing agent handles surplus property sales, interdepartmental transfers of equipment or retirements.
Where department heads control the purchase, movement and disposal of assets, you should design procedures and reports to give the property accounting officer prompt notice of any changes affecting capital assets.