BDT 255Logistics and Supply Chain Management
Store Management and Store Safety
8 minute read
What you will learn
- Define a store and a store keeper
- State the responsibilities of a store keeper
- Describe how a store is organised
- Describe the sources of supplies and the forms used to requisition them
- List the hazards a store faces and the safety measures for each
- Explain how records are protected
Key points
- A store is a place where supplies are received, kept and issued. The store keeper is the person responsible for them.
- The store keeper is accountable for the stock, the records and the security of the store.
- A well-organised store has a logical layout, labelled shelves, clear aisles and separate areas for different kinds of stock.
- Supplies come from higher stores, local purchase (LPO), donations and government supply.
- Hazards are theft and burglary, fire, chemicals, natural disasters and pilferage.
- Records need protection too, through locked cabinets and backups.
- Only authorised people should enter the store, and keys should be controlled.
Definitions
- A store is a place where supplies are received, kept and issued.
- Ownership of the store rests with the organisation, such as the hospital or the government. The store keeper does not own the stock. He or she is accountable for it.
- A store keeper is the person given the job of receiving, storing, issuing and recording supplies, and keeping the store safe.
Responsibilities of the store keeper
- Receive deliveries and check them.
- Keep the stock safe and in good condition, in the right place and conditions.
- Issue supplies only on an approved requisition.
- Keep accurate records: bin cards, ledgers and vouchers.
- Check stock regularly, using FEFO and expiry checks.
- Report stock levels, shortages, damage and losses promptly.
- Control keys and who enters the store.
- Keep the store clean, tidy and safe.
- Help with stock verification by auditors and inspectors.
Organising the store
A well-organised store saves time, and makes errors and loss easier to spot.
- Group items logically, for example tablets, liquids, creams, injections, and supplies.
- Use labelled shelves and keep each item in the same place.
- Keep aisles clear and wide enough to work and to escape.
- Keep stock off the floor and away from walls.
- Separate cold-chain, controlled drugs, flammables, expired stock and damaged stock.
- Put fast-moving items near the door, and heavy items low down.
- Keep a plan of the store, and a list of stock by location.
Sources of supply
| Source | How supplies are requested |
|---|---|
| Higher stores (for example a central or state store) | Requisition form, with approval |
| Local purchase | A local purchase order (LPO) sent to an approved supplier |
| Government supply | Issues under the supply programme, with vouchers |
| Donations from NGOs, voluntary organisations and others | Receipt with a record of the donor, the items and their expiry dates |
Whatever the source, the supplies must be received, checked and recorded in the same way.
Store safety
| Hazard | Measures |
|---|---|
| Burglary and theft | Strong doors and locks, window bars, good lighting, a limited number of keys, a security guard if possible, an alarm |
| Pilferage (small, repeated theft) | Regular counts, checks of records against stock, two people for counting, and no bags in the store |
| Fire | No smoking, extinguishers in working order, staff trained to use them, clear exits, no overloaded electrical sockets, flammables stored apart |
| Chemical hazards | Labels, safe storage of corrosives and flammables, spill kits, gloves and eye protection, and ventilation |
| Natural disasters (flood, storm) | Store above flood level, a sound roof, stock off the floor, and a plan to move stock |
| Pests (rats, insects) | A clean store, proper waste disposal, sealed packs, and regular pest control |
| Heat and damp | Ventilation, shading, and keeping the roof and walls in good repair |
| Loss of power | A generator or back-up for refrigerators, and a plan to save vaccines |
Security of records
The records are as important as the stock.
- Keep ledgers and vouchers locked away when not in use.
- Make copies or back-ups, for example a photograph or digital copy, kept in another place.
- Control who can write in or change the records, and never use correction fluid or erase an entry. Cross out, initial and rewrite.
- Back up any computer records regularly, and protect them with a password.
Good habits
- Limit store entry to authorised persons, and keep a visitors' record.
- Count and inspect the store regularly.
- Report any loss, damage or break-in immediately.
- Know the emergency plan and where the extinguishers and first-aid box are.
Exam focus
- Define store and store keeper, and list the store keeper's responsibilities.
- List the hazards a store faces and the measures to control each.
- State the sources of supply for a store.
- Common mistake: forgetting to protect the records as well as the stock.
Quick check
Test yourself before you move on. Pick an answer to see the explanation.
1.The store keeper is:
2.Which of these is a source of supply for a hospital or health unit store?
3.Which of these is a safety measure against fire?
4.Pilferage means:
5.Why should copies of the store records be kept in another place?