SAMPLE ARMS ROOM SOP SAMPLE ARMS ROOM SOP
DEPARTMENT OF THE ARMY
C COMPANY XXX BATTALION
FORT CARSON, COLORADO 80916
SMDC-xx-xxxx-09 22 OCT 08
MEMORANDUM FOR All Users of XXX Battalion or Company Arms Room
SUBJECT: XXX Battalion Arms Room Standard Operating Procedures (SOP).
1.Purpose.
This SOP Policy is to establish standard procedures of conduct and operations of a consolidated arms room of XXX Battalion, Fort Carson, Colorado 80913.
2. References:
a. AR 190-11, Physical Security of Arms, Ammunition and Explosives, 12 Feb 1998.
b. AR 190-13, The Army Physical Security Program, 30 Sep 1993.
c. AR 190-51, Security of Unclassified Army Property, 30 Sep 1993.
d. AR 25-400-2, The Modern Army Record keeping System (MARKS), 01 Oct 1997.
e. AR 735-5, Policies and Procedures for Property Accountability, 10 June 2002.
f. AR 710-2, Inventory Management Supply Policy Below the Wholesale Level, 31 Oct 1997.
g. DA PAM 710-2-1, Using Unit Supply System (Manual Procedures), 31 Dec 1997.
h. DA PAM 750-1, Army Material Maintenance Policy and Retail Maintenance Operations, 01 July
1996.
i. DA PAM 750-8, Functional Users Manual for the Army Maintenance Management System
(TAMMS)
3. Applicability.
This SOP affects all Units, Organizations or activities that are supported, directly or indirectly, by the XXX Battalion Arms Room and fall under the XXX Battalion Arms Room area of responsibility for storage, security, inventory, issue and accountability of Arms, Ammunition and Explosives.
4.Agreement.
This SOP is effective until the departure of the XXX Battalion Commander at which point it will be reviewed, updated if necessary, and signed by the incoming Commander. It shall remain in force until the published review
5. Responsibilities.
a.The Commander of XXX Battalion is ultimately responsible for the physical security of all AA&E stored in the arms room.
b.The Commander of XXX Battalion shall be designated as the landlord in this agreement.
c.All Unit Commandeers storing AA&E in the Landlords Arms Room shall be deemed as a tenant under this agreement.
d.All AA&E belonging to tenant units will be stored as long as space is available.
e.If space becomes limited, storage will be reduced to the MTOE / TDA requirements of each tenant unit only.
f.All tenant unit commanders will adhere to all rules and regulations regarding safe operating procedures of AA&E and rules set forth by XXX Battalion Memorandum of Agreement.
g.All Tenants storing AA&E in the Landlords arms room will be provide the Landlord copies of their most current SOP within 1 week of initial storage of AA&E and promptly following any change of command or update/change of their SOP.
6. Duties of Armorer
NOTE: (Primary and Alternate): (Reference a distinction between the landlord armorer and the tenant and spell out their duties.
a.The unit armorer will maintain the physical security of the Arms Room, thereby ensuring the safety of all sensitive items stored inside.
b.The Armorer will allow only authorized persons into the Arms Room and prevent unauthorized entry. Only authorized persons will be allowed to sign in or out AA&E.
c.The Armorer will ensure that monthly inventories and checks are conducted.
d.The Armorer will be school trained and have copies of certification of training in the Arms Room. The Armorer will coordinate ammunition requests and turn-ins for training ranges in cooperation with the S-3/Training sections.
e.The Armorer will be available during normal duty hours for routine business (advance notice is required).
f.The Armorer will be available during off-duty hours for emergencies or special requirements (advance notice is required).
g.The Armorer will only issue AA&E to authorized persons.
h.The Armorer will only accept AA&E from authorized persons.
i.Tenant units must have an alternate plan to maintain/store AA&E in the event that an Armorer is not available.
j. Tenants will maintain their own SOP regarding their own AA&E.
1.Amnesty Program:
The Arms Room will have an SOP developed and command approved for an Amnesty Program for the anonymous turn-in of AA&E. The Armorer will collect any items turned in and deal with them appropriately. Recommend you spell out here the process for receipt/turning in of amnesty items. Ammunition will be secured and turned in to the ASP at the earliest time possible.
8. Arms Room Access.
a.Persons who are authorized unaccompanied access to the arms room will be identified on a Duty Appointment. The Duty Appointment will be posted in the arms room. All persons listed on any Duty Appointment that deals with AA&E will have a completed DA FORM 7281-R (Command Oriented Arms, Ammunition, and Explosives (AA&E) Security Screening and Evaluation Record) on file.
b.Personnel who are authorized accompanied access to the Arms Room will be listed on a memorandum signed by the Commander. Only personnel on the access roster will be allowed to 1) Enter the Arms Room, and 2) Sign Sensitive Items in or out of the Arms Room for shipment (deployment, maintenance, etc).
c.All personnel allowed access will have a current DA FORM 7281-R on file with their Commanding Officer finding said person ‘suitable’ to perform duties which involve responsibility for the control, accountability and shipment of AA&E. Personnel will be refused access to AA&E if a current DA FORM 7281-R is not available.
9. Accountability and Issue.
a.It is the responsibility of the tenant unit armorer to ensure that AA&E is correctly issued and returned to the correct, authorized individual.
b.Issue will consist of using either a DA FORM 3749 (Equipment Receipt) or by signing an DA Form 2062 hand receipt.
c.The DA Form 2062 will be maintained until the next monthly inventory and then destroyed. No Armorer can issue a weapon to them.
d.Only one rack of weapons or single container will be unsecured at a time during weapons issue.
e.Weapons will be stored in authorized racks or approved containers when not in use. It is the tenant unit’s responsibility to ensure that their AA&E is accounted for and secured prior to departing the XXX Battalion arms room.
f.Tenant units are responsible for ensuring that their rack/storage container is clearly identified by unit or marking. If the armorer finds any violations of physical security, the AA&E will be secured and the XXX Battalion Commander immediately notified.
g.The unit armorer will maintain a Master Authorization List (MAL), which contains the soldier’s name, SSAN, weapons serial number and equipment receipt number of each individual issued a weapon.
h.A (MAL) for all landlord and tenant units within the Arms Room will be currently maintained.
i.A physical count of weapons and ammunition will be conducted each time custody of arms storage facilities keys are transferred between authorized persons and recorded on a DA FORM 2062.
j.The person receiving the keys to the arms storage facility receipt for the weapons and ammunition by entering on the inventory column of the DA FORM 2062 their signature, rank, and date of physical county inventory conducted.
k.Completely filled out DA FORM 2062 will be retained until the next serial numbered inventory of AA&E and then destroyed.
10. AA&E Security.
a.The Commander will establish and enforce procedures for securing deployed AA&E based on an assessment of the threat, objectives, location and duration of the deployment. It is prohibited to carry, move or store AA&E in Privately Owned Vehicles at anytime in any location (on/off installations). Control of AA&E during training will be supervised by OIC, NCOIC, and all range/training personnel.
b.The Arms Room is authorized to store Category II AA&E and is equipped with an operational Joint Service Interior Intrusion Detection System (J-SIIDS). The Arms Room will be posted with armed guards 24 hours a day if the intrusion system is inoperative.
c.The Arms Room shall be equipped with an internal telephone for communication between the Arms Room and the monitoring station. The J-SIIDS will have a visual inspection of components and an operational test done monthly by a person granted unaccompanied access. The test records will be maintained on file for at least 90 days.
11 Key Control.
a.All keys to the XXX Battalion Arms Room will be controlled IAW AR 190-11. The keys to the arms room will not leave the installation. The keys will be placed in an empty ammunition can, with hasp attached, and secured by a series 200 lock. This container will be secured in a locked container of at least 20-gauge steel and equipped with a GSA-approved low security padlock or a GSA-approved built-in 3 position changeable combination lock, or in a Class 5 or 6 GSA-approved, 3-position, changeable combination container that does not contain classified material. The container must exceed 500 pounds or be fastened to the building structure with bolts or chains equipped with secondary padlocks to preclude easy removal.
b.The XXX Battalion Commander will appoint primary and alternate key custodians in writing IAW AR 190-11. The unit will maintain a current roster of personnel authorized to issue and receive keys and the roster will be protected from public view. Each Key Custodian is required to have a current valid DA FORM 7281-R on file. The keys will be signed out by the Key Custodian and issued to the Armorer on a DA FORM 5513-R (Key Control Register and Inventory) and returned to the Key Custodian when no longer needed. The DA FORM 5513-R will ensure continuous accountability and control of AA&E Keys. DA FORM 5513-R will be kept on file for a minimum of 90 days.
c.In the event of lost, misplaced or stolen AA&E keys the Unit Commander must be notified immediately upon discovery, an investigation initiated and the all affected locks replaced immediately. The AA&E Key Custodian must maintain a DA FORM 5513-R as the record identifying each key and padlock with its location.
d.The Keys and Locks must be serial number inventoried semi-annually and the inventory records maintained for at least one year. Padlocks and keys without serial numbers will have them stamped on the appropriate item. A master list of all keys, padlocks, their serial numbers, and their location will be compiled using standard Microsoft ™ Excel software fixed with a security password code using capital at least two capital letters, 4 numbers and 2 symbols. One hard copy shall be maintained in the arms room under lock and key away from public view.
e.All combinations of locks to containers containing AA&E must be changed annually, upon change of personnel having access, or when the combination has been subjected to a possibility compromise.
12.Sealed Container Control.
a.Tenant units may opt to use approved containers to store sensitive items/AA&E. The following steps will be taken to ensure security of sensitive items:
1)The tenant unit armorer and the XXX Battalion armorer will inventory the contents of the container.
2)All items will be listed on a DA FORM 2062 and the XXX Battalion armorer will sign the hand receipt. The hand receipt will be placed on the outside of the container so it can be clearly seen.
3)The XXX Battalion armorer will secure a seal on the container. The seal information will be logged in the seal book and both unit armorers will sign/date.
4)When the tenant unit requires access to their sealed container, the tenant unit will first examine the seal and compare it to the logged results to ensure it has not been tampered with. The tenant unit armorer will break the seal and inventory the container with the XXX Battalion armorer as a witness. Upon removal of a seal, the seal must be defaced sufficiently so that the seal cannot be used to simulate a good seal.
5)The Commander of XXX Battalion will appoint a primary and alternate (if applicable) seal custodian in writing IAW AR 190-11.
6)The Seal Custodian will conduct monthly inventories of the seals. The inventories will be maintained on file for at least one year.
13.Inventories.
a.Only those persons listed on the authorized access list will be allowed inside the arms room. The same persons must be authorized to perform monthly inventories. Inventories of sensitive items must be conducted and/or supervised by a Senior NCO E-7 (or higher) of the same unit as the sensitive items. The E-7 (or higher) will sign the inventory sheet confirming their presence for the inventory. If no such person is available a memorandum must be submitted prior to inventory explaining why. The same person cannot perform an inventory in consecutive months. Armorer’s cannot conduct the inventory. The use of a pre-printed informal memorandum listing all sensitive items by serial number is authorized. A copy of the inventory will be provided to the XXX Battalion armorer upon completion.
b.The completed monthly inventories will be retained on file for a minimum of two years if no discrepancy is found; four years if a discrepancy is found.
c.The XXX Battalion armorer must complete a physical count of all sensitive items stored in the arms room whenever arms room keys are transferred between armorers, the new armorer shall not sign for the keys until the count is complete. This inventory will be logged on a DA FORM 2062.
d.Privately Owned Firearms stored in the Arms Room will be inventoried with the military AA&E inventory on a monthly basis. DA FORM 2047 will be maintained to verify accountability for weapons turned in for direct support maintenance.
14. Ammunition storage.
a.The XXX Battalion Arms Room does not normally store ammunition. Ammunition (live round or blank, 1.4s) for training must be approved in writing by the Commander prior to the training event.
b.Normal storage terms dictate that training ammunition may be picked up and stored a maximum of five days prior to the training event, and any unfired ammunition must be returned to the ASP within five days after the conclusion of the training event.
c.Special circumstances where ammunition would need to be stored in the XXX Battalion Arms Room would be examined on a case-by-case basis.
d.The landlord arms room is only authorized to store less then 5,000 rounds of 5.56mm or 9mm ammunition. An additional quantity, exceeding the 5000 round limit, requires a waiver. The XXX Battalion Commander is the final approving authority on the storage of ammunition.
e.Ammunition authorized for storage in the Arms Room will be stored in Class 5 containers, approved standard issue metal wall locker, and secured by secondary locks. Live ammunition will not be stored loaded in magazines.
15. Privately owned weapons and Ammunition.
a.Storage of privately owned weapons and ammunition will be in accordance with AR 190-11 and (list any other pertinent to Army/Fort Carson regulations).
b.Anyone wanting to store privately owned weapons in the arms room will provide all relevant information regarding ownership, registration, and any special rack or equipment necessary to store the weapon. Locally fabricated containers must meet the applicable Technical Data Package standards with the certificate posted on the rack/container. Personnel must immediately, upon bringing their POW on base, register the POW with Fort Carson, Security Police at (Bldg XXXX).
c.POW Owner must provide copies of all paperwork to the unit armorer. The armorer will provide a DA FORM 3749 to the owner for each weapon. If the owner wishes to remove the weapon for personal use, written authority from his/her Commander must be obtained prior to the date of removal. The memo should have the time/date of pick-up, time/date of expected return, reason of removal, emergency contact information, and any other information relevant to the weapons usage. Pick up and return will be scheduled during normal duty hours and the appointment made as far in advance as possible ( but not less than three working days prior to requested issue date).
d.There is no ‘emergency’ clause for POW use. POW and ammunition will be stored separately from military AA&E in locked containers. Locally fabricated containers will meet the applicable Technical Data Package standards and be posted with a certificate.
e.Applicable local regulations about ownership, registration and possession of POW’s will be posted on the unit’s bulletin board. (Refer to attachment XXX of this SOP) Newly assigned personnel will be briefed by the Commander in his/her newly assigned personnel briefing on POW and related regulations.
f. No POW’s will be allowed on or stored at any unit barracks facility. Personnel residing in family quarters will be permitted to store their POW’s at their residence after being registered.
16. Loss or theft.
a.Any loss or suspected theft of AA&E stored in the XXX Battalion will be immediately reported to the Military police at 526-XXXX by the person or unit that identifies the loss.
b.The XXX Battalion Commander and the tenant unit Commander will be notified immediately afterward. The unit commander will make all required reports according to their unit SOPs.
17. Opening of Arms Room
a.A DA Form 702 will be filled out indicating the date and time that the Arms Room was opened and closed. Failure to comply will result in limited or zero access to the Arms Room.
b.After hours emergencies should be directed to the Military Police desk, 526-XXXX. The MPs have the ability to contact XXX Battalion and inform them of any issues concerning the arms room.
c.The Military police have the ability to store weapons temporarily, although their space is limited. This should be considered if an individual is returning in the middle of the night, for example.
18. Weapons Maintenance Procedures.
a.Prior to any soldier working in the arms room performing unit maintenance on weapons he/she shall successfully complete a resident course of instruction from the US Army Logistics School, Fort Carson, CO. and obtain a certification skill level.
b.The certificate of certification shall be valid for a period of two years from the date of issue. It will be displayed on the inside wall of the arms room away from public view. Prior to its expiration, the soldier must return to the logistics school and be re-certified. This requirement will be subjected to inspection. Failure to comply will result in denied access to the arms room.
c. It is the commander’s responsibility to ensure that the soldier completes the recertification test prior to the certificate expiring; otherwise the soldier must complete the entire residence course again.
d.The Commander of the tenant unit is responsible for ensuring that all weapons stored in the XXX Battalion Arms Room are properly maintained in accordance with the appropriate TM’s for that piece of equipment. When the tenant unit wishes to perform cleaning and maintenance, they must notify the armorer and make arrangements to have the arms room open during a previously agreed upon time.
e.The landlord armorer has limited cleaning supplies on hand therefore tenant units should plan to bring with them everything they may need. Tenants are expected to police up after themselves after they have finished. All units are equally responsible for orderliness and cleanliness.
f.Any sensitive items/equipment found unsecured in the arms room, or adjoining area, will be secured by the XXX Battalion armorer. Release of such equipment or item will be only to the Commander of the unit.
g.Preventive Maintenance Checks and Services (PMCS) will be performed IAW the appropriate Technical Manual (TM)-10 and -20 level and DA PAM 738-750.
h.Prior to any -20 PMCS scheduled maintenance being performed by the armorer, weapons shall be cleaned in accordance with the -10 manual pertinent to that equipment.
i.Operators of issued equipment shall complete the DA Form 2404 in accordance with DA PAM 738-750 prior to returning equipment annotating any defects found. A -10 manual for the issued equipment, DA Form 2404 and a pencil, all contained in a waterproof plastic (Zippy Bag) shall be issued with the equipment.
j.Armorer’s finding unclean weapons that cannot be properly inspected will be reported to the appropriate commander for action.
k.Armorer’s shall perform PMCS in accordance with the applicable -23&P manual for the equipment being inspected. All steps in the - 20 manual PMCS table shall be performed by the armorer. His/her signature on the DA Form 2404 is certifying that the completed inspection was performed in accordance with the technical manual for that piece of equipment.
l.All defects found will be listed on DA FORM 2404 or DA FORM 5988-E for each weapon. When the armorer completes his/her inspection, DD Form 314 will be annotated as outlined in DA Pam 738-750 and the DA Form 2404 will be dated and signed. Columns a through e will be left blank if no defects are found. The completed DA Form 2404 will be maintained on file until the next scheduled maintenance for that equipment is conducted.
m.At least 90% of all weapons must be fully mission capable at all times. A cleaning kit must be on hand for each weapon. All TM’s and changes are on hand. All fixed headspace machine gun barrels are matched with receiver and each barrel will be tagged with its receiver serial number.
n.Scheduled services, which include function tests, are performed and proper annotations are recorded on DD 314 or ULLS services records. Weapons with NMC faults beyond level -20 maintenance will be annotated on DA FORM 2404 must be sent to Direct Support (DS) within 24 hours. All DA Forms 2407 shall be maintained IAW DA Pam 738-750.
o.Armorer’s toolbox is complete and hand receipted for on DA FORM 2062, and shortages are listed on a Shortage Annex. It will be inventoried monthly and the hand receipt shall be reviewed quarterly.
p.Weapons that must be sent to Direct Support for maintenance will be turned in to:
______________________/_______________/_________________/________________________
Support Unit Name, UIC Phone Number, Support POC Name
19.Contingency Plan.
During times of increased security or vulnerability, this plan outlines general procedures that will occur.
a.Natural disasters. For known natural disasters will an appropriate lead time, all sensitive items will be relocated to another location deemed safe at the time of movement. If no warning of impending disaster is available, then immediately after notification the NCOIC of the arms room will have armed guards posted. All key personnel will be notified and a status sent to XXX Brigade. The unit and tenant unit(s) Commander will conduct a 100% sensitive items inventory and report damage/loss as appropriate.
b.National Emergencies. Handled same as natural disasters. Commanders will decide if AA&E will be issued for use.
c.Terrorist/Criminal Threat. The arms room shall be equipped with an intrusion detection system and monitored. During periods of increased threats, security measures will be modified IAW the installation physical security plan and the Commanders decision.
d.Emergency Distribution of AA&E. In the event that the need arises for immediate distribution of AA&E from the arms room, soldiers will sign out their assigned weapon and the Commander will be responsible for allocating, distributing or otherwise securing un-issued AA&E and other sensitive items.
e.Evacuation of AA&E. If a situation occurs that necessitates the immediate removal of AA&E from a person/area, at least one armorer will be present. If a soldier is injured or must be evacuated, the AA&E will be returned to the armorer. If the soldier is in a group, the OIC/NCOIC will take control of AA&E until it can be turned into the armorer.
f.Deployments. Deployment in the XXX Battalion is normally an individual matter. If a situation occurs while a soldier is deployed, the soldier will act in accordance to local policy of the unit to which attached.
20.Construction Standards.
a.The Arms Room will maintain physical security standards IAW AR 190-11. Adequate security lighting will be provided, as well as a continuously illuminated light source above the main entrance to preclude illegal acts during periods of reduced visibility. The light source will be covered by a protective grill and all switches, circuits and wiring will be protected and hidden.
b.The Arms Room will be posted by multi-lingual (English and the language(s) of the host country) signs identifying the Arms Room as a Restricted Area. A valid DA FORM 4604-R (Security Construction Statement) will be maintained on file in the Arms Room and updated every three years. The DA FORM 4604-R will identify the highest category of AA&E authorized for storage in the Arms Room.
c.Weapons racks and containers must weigh in excess of 500 pounds or they will be fastened to the structure or fastened together in a group totaling more than 500 pounds with bolts or chains and equipped with secondary padlocks. All weapon racks will be constructed in such a way so as to prevent removal of any weapon by disassembly.
d.If locally fabricated racks, wall lockers, or metal containers are used, the supporting DPW will certify that the racks were constructed according to the applicable Technical Data Package standards and the certificates will be posted on the racks/containers.
e.All tools, hammers, bolt cutters, chisels, crowbars, hacksaws, cutting torches or other similar items will be secured and not readily accessible to an intruder. All high-value items will be stored in a locked container and the Commander must authorize storage in writing.
21. Points of contact.
POC’s of the XXX Battalion are:
a. Commander:DSN 554-xxxx
b. First Sergeant:DSN 554-xxxx
c. Armorer:DSN 554-xxxx
d. S-4 NCOIC:DSN 554-xxxx/xxxx
SCOTT P, MAYERSON
COL, INF
Commanding