Press Release  Audit Raises Concerns about State House Inventory Process

Boston — Auditor Suzanne M. Bump today released the results of an audit conducted by her office, which found that the Bureau of the State House (BSH) had not properly appraised or recorded 20 works of art donated to or acquired by the agency since July 2001. The works consisted primarily of portraits of former elected officials, plaques, and sculptures. According to policies laid out by the Office of the State Comptroller (OSC), all works of art and historical treasures must be recorded in the state’s Massachusetts Management Accounting and Reporting System (MMARS). However, BSH did indicate that it conducts a visual inspection twice per year of its art collection, during which it confirmed that all items on the inventory list were accounted for, though the agency was unable to provide documentation of such inspections.

Based on the audit findings, BSH officials indicated that the agency is revising its protocols to conform to the OSC guidelines, is taking action to appraise and record art acquired since July 2001, and officials from the Executive Office of Administration and Finance (EOAF), which oversees BSH, indicated they are revising their inventory procedures.

“It was a pleasure working with officials from the Bureau of the State House to help them identify proper protection and documentation of the artwork that lines the halls of this historic building and the technology that allows them to work effectively,” Bump said of the audit. “The State House is not only the seat of our state government, but a place where the history of the Commonwealth comes alive.”

The audit also found that an annual physical inventory of BSH’s information technology (IT) equipment had not been conducted by EOAF as required by executive order. EOAF representatives told auditors that due to limited resources and time constraints, inventories were conducted every three years.

These findings came as part of an audit of the Bureau of the State House’s responses to an internal control questionnaire (ICQ) required by the OSC. The audit reviewed the bureau’s ICQ for fiscal year 2015. It examined the accuracy of the information reported by BSH in the questionnaire, but did not assess the adequacy of the bureau’s internal control system. Auditors found BSH provided inaccurate or undocumented responses to the questions regarding its agency-wide risk assessment and the bureau’s process for tracking inventory.

BSH is charged with providing a safe, secure workplace and visitor destination, as well as overseeing the operation of the State House and compliance with the Americans with Disabilities Act. The Art Commission, which is a part of BSH, oversees plans for acquiring new works of art, and preserving and restoring existing works.

The Bureau of the State House audit is available here.

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