Annual Inventory Tips and Tricks
Determine a starting point.
If you are inventorying several offices or areas,
determine a starting point for the area and work in a logical
direction, making sure to visit every possible location within
your office area, including: offices, common areas, storage
rooms, classrooms, and hallways.
Let your department know that you are taking inventory.
It may be helpful to send an email to those people whose offices you must
inventory, asking them to make sure all inventory items are plainly
visible in their offices. For example, a person may not use
his/her computer speakers, and may have them stored in a cabinet.
Inventory all areas in your department once before beginning
follow-up on missed items.
You may discover that some inventory items are not located in the room or
building listed on the inventory report. Most inventory is easily moved,
and offices may have been relocated, so visit each area once before
concentrating on any missing items.
An inventory is complete
when:
- All items have been located, and marked.
- The person who conducted the inventory has signed and dated the last
page of the inventory.
- Any items not located are properly documented so that they can be
removed from your department's inventory. Examples of acceptable
documentation include:
- University Police reports
- Work orders
- A memo from the Budget Administrator detailing disposition of
the equipment.
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