How to Fill in a Missing Equipment Report
The missing equipment report can be divided into four parts:
Basic information — date of loss and location where the theft occurred: country, city, and state/province/county. All are required fields
Details of the incident — how the equipment was stolen. The details of a theft are extremely valuable to share.
Missing items — manufacturer, model/item, serial number, estimated value of the item. Additional optional fields include unique identifier and photo.
Contact information — reporting company, insurance company, police, and production company contacts (whichever are relevant).
Details of the Incident
ESTA collects this data for the purpose of learning about the strategies used by thieves, and to help companies better assess their physical security and procedures.
Here are some examples of the kinds of things that are valuable to share. Tell us as much as you can.
Specify the kind of theft:
Break in to a facility
Break in or theft of a vehicle
Fraud (theft by rental)
Provide details that could help identify the thieves.
For a break-in to a facility:
How did the thief gain entry (e.g. cut through the roll-up door, drove a vehicle trough the front window)?
What security measures worked and which did not work or were defeated by the thieves
In what ways were the thieves prepared beforehand to overcome your security (e.g. they smashed the alarm horn, defeated cameras, wore masks)?
Did the thieves appear to know where targeted items were located?
Can you offer advice that would help others avoid a similar break-in?
For a break-in or theft of a vehicle:
What type of vehicle (e.g. cube van, car)?
Where was it parked?
Was it inside a perimeter (for example truck backed up against a building or inside a fence) or other security around the vehicle?
How was the lock defeated (e.g. cut padlock, jimmied the door lock, had a key)?
Do you think the thieves knew what was inside before they opened the vehicle?
For theft by Rental:
What evidence did they provide that made them seem legit?
Was insurance temporary or annual?
What checks were made to verify the customer?
With the benefit of 20/20 hindsight, is there a way the fraud could have been detected?
Entering Missing Items
Select “ADD . . .” to add an item. Each item on the order should be entered individually unless it is in a set (a set of prime lenses, or set of filters for example).
Use the dropdown to select an equipment category. These are very broad categories, for example almost ANYTHING that goes out as part of a camera rental is considered Camera (motion). This category includes monitors, data recorders, filters, batteries, head, tripod, legs, high hat etc. The only camera-related items that do not go in this category are DSLR still cameras, and camera dollies, cranes and remote heads, which have their own categories.
Manufacturer/Brand: Click on the field to bring up a list to select from. Make sure you enter the item’s maker, not the item’s name (i.e. enter ARRI, not Alexa; Vision Research, not Phantom). If the manufacturer is not among those listed, please type it into the field. The field contains predictive text so you probably just need to type in the first few letters and then select from the list that appears. Consistent names are critically important for proper search functionality.
Model/Item Number: Enter the model or item name/description. If entering a prime lens set, all the lenses can be entered as one item (e.g. Master Prime Set 12mm, 16mm, 21mm, 27mm, 35mm etc.)
Serial Number(s): This field is for the item’s unique manufacturer’s serial number. If you are entering a prime lens set, all the serial numbers for the set can be entered separated by commas (1234567, 2234567, 3234567, etc.). Be careful not to enter manufacturer’s product identifiers in this field, for example an AJ-HPX2700 is a type of camera, not a serial number.
Estimated Total Value: Enter the estimated value of the item in U.S. dollars. When entering multiple items (such as a lens set) enter the total value for the set. Note: the software totals the order automatically. There is no place that you can enter the total value for the entire order. The value of items stolen is extremely useful for compiling data for use with insurance carriers and law enforcement. It helps PLASA draw attention to the scale of equipment theft overall.
Unique Identifier (optional): Is the equipment engraved? Does it have your company's bar code labels? Is it painted a particular way? Enter whatever will help identify this equipment.
Upload Photo (optional): The police find it helpful to see what the item looks like. If you have a photo you can upload it by selecting the folder icon, and navigating to the file you want to upload.
Select “ADD”, to add the item to your equipment list. You’ll be able to edit the entry later if needed.
You will now see the item appearing in your list.
Select “ADD” again to enter the next item.
Once all missing items have been imported, select “NEXT” to move to the next tab.
As an alternative to entering each item manually, you can upload your order all at once as an Excel file, however to ensure compatibility, the items must be listed exactly as shown in the template provided.
Select “Download Template”
Open the template file in Excel
Your approach to filling in the template will vary depending on how your equipment list is formatted. We suggest the following process for copying your order into the template.
Copy the item descriptions from your order into the Model/Item column (column C) on the template
Copy the serial numbers into the Serial number column (column D) on the template
Copy the value (if available) into the Estimated Value column (column E) on the template
Enter the manufacturer or brand name for each item into column B. Consistent names are critically important for proper search functionality. The correct manufacturer/brand names are provided on the second tab of the template workbook. Please consult this list and enter the appropriate names identically in column B of the template.
In column A, select the Equipment Category from the dropdown list. If all the equipment is in one category, you can copy and paste the equipment category into every row. If some items are from a different category, select the correct category from the dropdown.
WARNING: Items must be assigned to an equipment category or they will not be imported into the system.
Unique identifier (optional). If any of the equipment has a unique identifier, enter that information in column F. Does it have your company's bar code labels? Is it painted a particular way?
Once all the information is entered correctly in the template, save the file.
Select “Excel Import” (on the bottom right of the Report Missing Equipment page).
Select the folder icon to navigate to the saved Excel file. Select the file to begin the import.
The items will populate the list on screen. Be sure to check that all the items have been imported successfully.
Once all missing items have been imported, select “NEXT” to move to the REPORTING COMPANY tab.
The information you enter on the left side of this form will appear on the missing equipment alert and in the database. The contact you enter should be the person to whom any information about the missing equipment should be directed. Enter the name of the rental company or the company reporting the loss. Enter the contact name at that company and their phone number and email address.
The items on the right side of this form are not published in the listing or in the alert. This can be a different contact person. Only ESTA will use this contact information. You must enter your email address so we can contact you.
Select “NEXT” to move to the INSURANCE COMPANY tab. (You must cycle through the remaining tabs before you will be able to SUBMIT the report, even if you have no information for these tabs.)
Enter the information indicated as applicable.
Select “NEXT” to move to the POLICE tab
Enter the information indicated if applicable.
Select “NEXT” to move to the PRODUCTION COMPANY tab
These fields provide a place to enter contact information for the production company, if the equipment was stolen while in the possession of a production company.
When you select “SUBMIT” your list of equipment is entered into the RENTAL GUARD database, and an automatic email alert is sent to all subscribers.
Before selecting SUBMIT, please check the report carefully for accuracy and completeness. ...Read more