Opportunities to Improve Oversight of the Use of the Collections Care and Preservation Fund

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Date Issued

Thursday, February 12, 2026

Submitting OIG

Smithsonian Institution OIG

Agencies Reviewed/Investigated

Smithsonian Institution

Report Number

OIG-A-26-02

Report Description

The objective of this audit was to determine the extent to which the National Collections Program had effective controls over the processes to award monies from the Collections Care and Preservation Fund (CCPF) and ensure that these funds were spent in accordance with their intended purposes.

We made nine recommendations for Smithsonian management to strengthen controls over the awarding and monitoring of CCPF funds, ensure that recipient units timely submit interim and final reports on project results, and require that units follow proper procedures in administering the Pan-Smithsonian Cryo Initiative. Management concurred with all nine recommendations.

Report Type

Audit

Agency Wide

Yes

Number of Recommendations

Questioned Costs

Funds for Better Use

Report updated under NDAA 5274

Open Recommendations

This report has 5 open recommendations.

Recommendation Number	Significant Recommendation	Recommended Questioned Costs	Recommended Funds for Better Use
OIG-A-26-02-01	Yes	$0	$0
Update and fully implement the Collections Care Initiative Interim Guidelines to: (a) require that awards to NCP be approved and monitored at a higher organizational level, (b) require NCP to maintain a current list of all CCI projects and the funds awarded to them to use for oversight purposes, and (c) add specific monitoring procedures for CCI awards.
OIG-A-26-02-02	Yes	$0	$0
Develop and implement a report tracking system and procedures requiring NCP staff to remind units of approaching due dates and timely follow-up with units that miss their reporting deadlines.
OIG-A-26-02-03	Yes	$0	$0
Develop and implement policies and procedures requiring NCP staff to review PSCI reports upon receipt to: (a) ensure that they comply with applicable reporting requirements, and (b) document the results of NCP’s review of the reports.
OIG-A-26-02-04	Yes	$0	$0
Add language to award letters reminding recipients that they may not deviate from the terms of the award without prior written approval from NCP.
OIG-A-26-02-07	Yes	$0	$0
Require the PSCI program to cease paying STRI’s Cryo Collection Manager’s salary and benefits with CCI funds.