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1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problemsThe strongest theft-prevention practice at a rescue or shelter is to verify each cat’s identity and document every change in custody. Scan cats at intake, before procedures and before release or transfer; confirm who is authorized to receive them; and control access to areas where cats are held. A microchip scanner helps identify a cat, but it does not physically prevent someone from taking one.
Build identity checks into every custody change
A cat can move from intake to medical care, foster placement, an offsite event, adoption or transfer. Each move is a point where a record can become disconnected from the animal. Use a written procedure that identifies who may authorize a move, who verifies the cat and who records the handoff. Best Friends recommends scanning at intake, when an animal enters the adoption process and before adoption, alongside written procedures for return-to-owner work (Best Friends).
At intake or owner surrender
- Create an individual animal record and match the cat to the intake paperwork.
- Scan immediately with a universal microchip scanner, including cats arriving in traps and cats with ear tips. Alley Cat Allies recommends scanning every animal on intake (Alley Cat Allies).
- Record the scan result and any chip number in the cat’s record. If the person surrendering a chipped cat claims ownership, compare their identity with the registry information and document any mismatch and how it was resolved.
- If the cat is a stray or the claim is uncertain, record attempts to contact the registered owner and follow the applicable notice and stray-hold rules.
New Mexico’s regulation expressly calls for checking the owner of a microchipped animal presented for surrender. That is a state-specific example, not a nationwide requirement; check the rules that apply to your facility (New Mexico Administrative Code §16.24.7.17).
During care and before a move
Rescan before medical procedures and before changing the cat’s custody or disposition, such as a foster placement, transfer or adoption. If a chip is not detected at the expected implant site, scan the whole body and repeat the scan: chips can move. Alley Cat Allies recommends repeated scanning to reduce the risk of identification errors (Alley Cat Allies).
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For every placement or transfer, record the cat’s identifier, the authorized custodian, destination, date and time, and whether the handoff or return was completed. These fields are practical recordkeeping recommendations; the specific list is not a quoted legal standard.
At adoption or release
- Match the cat in front of you to its animal record and confirm that the recipient is the approved adopter or another authorized person.
- Scan immediately before release and complete a written transfer record. Keep the shelter’s copy.
- Give the adopter instructions to register the microchip with current contact information. Rescue guidance recommends listing the rescue as a secondary contact where the registry permits it (HumanePro).
- Where appropriate, fit a collar and personalized ID tag before departure. Visible identification complements a microchip; it does not replace the transfer record or establish that a person is authorized to take the cat (ASPCA).
Use a scanner that can find common U.S. chips
Choose a universal scanner that detects the 125 kHz, 128 kHz and 134.2 kHz frequencies commonly used for microchips in the United States. A scanner only helps when staff use it correctly and record the result; it identifies a chip, not a person’s authority to take the cat.
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If a scan returns a number, use the AAHA Universal Pet Microchip Lookup to identify the registry and contact the listed person. The lookup is a routing tool, not a complete ownership database. If the information is missing or stale, Alley Cat Allies recommends contacting the manufacturer and following the chip’s distribution trail where possible. AVID does not participate in the AAHA lookup and should be contacted directly.
Secure holding areas and adoption events
Limit public access to areas where cats are housed, and make clear which staff members or designated volunteers can move animals. At an offsite event, keep cats in secured enclosures and assign a responsible person to each area. These are prudent operational safeguards, not a nationally prescribed enclosure, lock, alarm, camera or staffing standard.
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Keep animal status and signed paperwork current at offsite adoption locations. ASPCApro’s guidance describes using an adoption-pending status and current records to manage offsite adoptions (ASPCApro). If a cat is missing or someone attempts an unauthorized removal, secure the remaining animals, preserve relevant records, notify facility leadership and appropriate authorities, and follow local reporting obligations. The response should match local law and the facility’s incident policy.
Check the rules where your shelter operates
Shelter regulation in the United States is not uniform, according to the ASPCA (ASPCA). New Mexico Administrative Code §16.24.7.17 is one concrete example: it addresses protection from theft, owner checks for microchipped surrendered animals, scans at intake and final disposition, and locked areas inaccessible to the public for animals in law-enforcement protective custody. The regulation was adopted May 25, 2021, and the hosting page says regulations are updated quarterly. Verify the current official text and local ordinances before relying on it; its provisions should not be presented as rules for every shelter.
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Do not assume that a particular adoption interview or stray-hold period is required nationwide. Confirm the applicable state and local requirements and follow the shelter’s written policy.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep identification figures in perspective
Unregistered or outdated chip records can undermine efforts to reunite a cat with a guardian. Shelter Animals Count’s checklist reports that about four in ten microchips were not registered in the database searched in a cited study, and that about six in ten surveyed adopters reported registering a chip during the first week. The passage does not specify the study or survey year; the adopter survey included more than 22,000 people (Shelter Animals Count). These figures concern registration, not theft. The available sources do not establish a current rate of adoptable-cat theft from shelters or rescues.
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