Level One Final

Accessing stock and inventory control
Entry of data into an inventory system may be done by either a stores person, an operator or
a clerk who receives the information in a stock request or requisition form (generated by people
needing more stock), or via delivery notes (from stores when new stock arrives).
Level of inventory
Factors that can influence the level of inventory, or the number of any item held in store,
include:
 Operational needs: The Company may be expanding or reducing in numbers of
people, or the amount of business it does.
 Shelf life: Some items including software have a use-by or expiry date.
 Delivery: How long it takes to get an item from the supplier; the longer it takes to
deliver, the more items that have to be kept in store to protect the organisation
from delays.
 Installation: How fast a product can be installed; if quickly, there needs to be
an adequate supply to keep up with the number of installations.
 Costs: How much money is available to invest in stock not actually being used?
How much money is available to rent storage space?
 Storage capacity: How much room is available?
Store room design, layout, location and security
The size and use of storerooms for IT will differ between organisations. Factors that can
influence decisions about IT storerooms include:
 the size and complexity of the IT system or network
 money and space available for building space and fittings
 policies on delivery from suppliers and distribution to clients
 location of the IT functions in relation to the rest of the organisation
future plans for expansion.
Design considerations
In addition to the need of a clean, dry and well lit environment, safety must also be considered
in the design of IT storerooms. Heavy equipment such as printers should be stacked in racks so
that they cannot damage items underneath,
Locating stores
The location of storeroom facilities will be influenced by factors, including the:
 Expense: the rental cost of office space or a warehouse filled with boxes and
shelves can be a burdensome.
 Volume: the organisation may have a policy of buying large quantities of
technology in order to be ready for any eventuality. However, the bigger the
company, the more space is needed for that spare stock. A large company may
have so much spare IT inventory that they need a warehouse or a distribution
centre for it.
 Access: storage location is closely related to the supply of equipment to users
and the need to get to parts and replacements quickly.
 Size: small- and medium-sized business may only need one storeroom from
where they can easily dispatch replacements or parts to client workstations.
Larger groups with branches may need storerooms to be located close to users.
Security
You should always store computer hardware and software in a secure place, in order to
prevent theft. Access to a storeroom must be restricted to authorised personnel.
Security also means protection against fire, flood, mould and insect pests. You must
also make sure that there are real connections between the stored stock and the
inventory records.
Types and attributes of documentation
A document is information and the supporting medium that carries the information.
The medium can be paper (hard copy), a magnetic, electronic, or optical computer disc, a
photograph or master sample, or a combination.
A set of documents, such as specifications, records, manuals or plans is frequently

called ‘documentation.
Reference items that may be kept on open shelving (but must still be accounted for),
include:
 procedural and technical manuals
 technical reference books and textbooks
 catalogues
 directories
 manufacturer’s specifications
 technical magazines, journals
 case histories
 Training guides.
Software manuals on paper or CD ROM for a particular software program may be kept
at the workstation running the application.
Levels of access and the currency of documents- General access

All documents have common requirements, they must be:
 Available when needed: As in all human endeavours, time is a constraint in IT;
documents must be available on request as most of the time the particular
information sought will help decision-making.
Availability: when documentation and associated assets are accessible by
authorised users when required.
 Easy to find: In order to retrieve a document (to find a piece of information or

update it) efficiently, it must be stored under a classification scheme.
 Current (up-to-date): Normally, a document has an owner who is in charge of
maintaining it, but in order to update a document, a business process called
‘change control’ must be followed.
Organizing documentation
Why classify documentation?

The purpose of classifying documentation is to store it in an organised manner. This
then allows timely and easier access to the right documents when needed. More
generally, documents can be managed in line with the organisation’s business goals
and objectives.
The three main (and related) reasons why an organisation needs to organise its
documentation, are that this:
 allows them to find information more easily
 allows faster response to any type of query
 makes work easier.
The basics of a well organized system
Documents should be organized so that people are keen to use them. Users should
not need to learn complicated hierarchies, or constantly refer to convoluted indexes to
find a document — if a system is complex and hard to use, people end up not using
it at all. The aim is to avoid people having to guess or make judgments on where to
store or look for relevant documentation.
Storing documentation
Physical storage
A large range of office furniture and fittings can be used to store or display
documents. Some are fireproof while others are designed to hold volume or
quantity. You can see a variety of storage units used in different libraries.
Confidential documents may be kept in a very secure place, such as a storeroom.
Other books may be kept in bookcases or open steel shelves. Periodicals, journals,
magazines and brochures may need to be kept in boxes on shelves, to help locate
specific issues.
A large library will probably need a system of access to books called a Compactus,
which is shelving on wheels, to allow more shelf space in a compact area.
Different formats and location control
Technical documents and help information are supplied on a variety of different media
that the IT department must store and manage.
The different media include:
 books  CDs  digital images  film
 microfiche  Internet online  paper  video.
Each different media format may require different means of storage and sometimes,
different ways of filing and management.

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Accessing stock and inventory control

Types and attributes of documentation

A set of documents, such as specifications, records, manuals or plans is frequently

Levels of access and the currency of documents- General access

 Easy to find: In order to retrieve a document (to find a piece of information or

Why classify documentation?

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