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Unit Two

The document discusses storing technical equipment, software, and documents securely. It covers inventory control procedures, computerized inventory systems, stock levels, accessing stock, factors influencing inventory levels, locating stores, security, stock rotation, storing computer equipment by removing batteries and cables, protecting against ESD, wrapping fragile items, choosing storage containers, adding desiccants, and software inventory management.

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Berihun Tenaye Ali
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28 views21 pages

Unit Two

The document discusses storing technical equipment, software, and documents securely. It covers inventory control procedures, computerized inventory systems, stock levels, accessing stock, factors influencing inventory levels, locating stores, security, stock rotation, storing computer equipment by removing batteries and cables, protecting against ESD, wrapping fragile items, choosing storage containers, adding desiccants, and software inventory management.

Uploaded by

Berihun Tenaye Ali
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Unit two: Store technical documentation

Unit Outline
 Store equipment, software and documents securely
 Storing computer equipment
 Storing computer software
Store equipment, software and documents securely
 Stock describes the goods that an organization currently holds. For example, if an
organization makes computers, they need to keep a stock of hard disks, system boards,
network cards, monitors, cabling and so on

Stock of computers (source: Google image)

 Inventory is a list of what you actually have, and a description of it.


Cont’d…
Stock Control
 Procedures for inventory control to make sure you never run out of stock, you need a good way of
managing it.
 Stock control is an important part of running a business efficiently.
 In order to do this, you need an inventory-control system (sometimes called a stock-control system) that tells people

how to obtain items from stores.


Cont’d…
Computerized inventory-control systems
 Computerized inventory-control systems, like any computer system, rely on the correct
information being entered into them.
 They are only as useful as the data that is fed into them. Therefore, it is important that
when stock is reordered or used, it is always entered into the system.
Cont’d…
Stock levels

 Inventory-control systems are used to maintain an optimum level of stock.


 Some companies use a system called just-in-time. This means that they keep minimal
stock and then they order more just before, or as, it is needed. This only works if you have
reliable suppliers who deliver on time and at short notice. An alternative to a just-in-time
system is to keep large quantities of everything. This isn’t practical, because you don’t
want to tie up a lot of money on goods that are sitting on a shelf waiting to be used or sold.
Cont’d…
 In the IT business, it is even more important not to keep excess stock, because a disk drive
or PC or network card you buy today could become obsolete or superseded in a short time.
 What most organizations do is try and keep stock levels as low as possible, so that they
have enough stock for the usual demand and a little extra to cover extraordinary needs.
Cont’d…
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 .
 when a purchased item is scanned at the checkout, the inventory system reduces the number
of items in stock automatically by one.
 If you need to enter a stock movement into a computerized inventory, you will probably just
need to enter the item number or name, the amount of stock used or returned, and where it
was used or taken from.
 All the other details, such as your name and the date, will be filled in for you
Factors that influence the level of inventory

 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 organization from delays
Cont’d…

 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
Cont’d…
The size and use of storerooms for IT will differ between organizations. Factors that can influence
decisions about IT store rooms 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 organization
 Future plans for expansion.
Cont’d…
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 organization 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.
Cont’d…
 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.
Cont’d…

Security

 You should always store computer hardware and software in a secure place, in order to prevent theft.
 Access to a store room must be restricted to authorized personnel. Security also means protection
against fire, flood, mould and insect pests.
Cont’d…
Stock rotation

 Consumables are used in many different situations in organizations.


 Consumables Ex: paper for the printers and photocopiers, wipes and cleaning fluid to clean
equipment ,new toner cartridges for laser printers.
 You will need to ensure that the oldest stock is used first; a technique or principle called stock
rotation.
Storing computer equipment
 Remove batteries and ink cartridges, and detach cables and peripherals
 Always remove the batteries before storing battery-operated electronics.
 If you leave the batteries in, they will discharge slowly over time, and once depleted may leak
deposits of potassium carbonate, which can ruin the device.
 Remove ink cartridges from printers, or they may leak while not in use.
 Also, detach all cables and accessories from your devices before storing them
 . Otherwise metal-to-metal contact between the connections of the cable and device can cause the
cables to seize in their sockets.
Cont’d…
 Protect against ESD

 Computer parts that include chips or electronic circuitry – such as motherboards, drives,
graphics and sound cards, and memory cards – are vulnerable to damage from electrostatic
discharge (ESD).

 To protect this type of component, place it in an anti-static bag.


Cont’d…

 Wrap fragile items

 For extra protection, add a layer of bubble wrap over the antistatic bag you use.
 Note that you should not use plastic covers for any of your devices. These trap moisture, which
can damage sensitive components.
Cont’d…
 Choose the right container for storing electronics
 Add a desiccant and seal the container
 It's a good idea to add a desiccant, like a silica gel sachet, to the box.
 This will absorb moisture, helping keep the interior dry.
 Finally, seal the box, making sure that there are no gaps for insects or dust to enter
Storing computer software
 Software inventory management is the process of keeping a record of all the software and
applications used within an IT environment.
 It is a part of IT asset management that enables the recording of type, size, data, vendor
and other related data of software installations.
Cont’d…

Software inventory management processes usually include:


 Keeping a record of the quantity of software or applications installed, installation date, size, etc.
 Type of software installed or deployed within the IT infrastructure such as billing, payroll, CRM,
etc.
 Expiry and license renewal dates
 Software update cycle (when was the software last updated and when is the next update due)

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