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Page Title: Inventory Records and Files
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but you are more likely to have a good inventory when it progresses rapidly and smoothly. Inventory Personnel Your  ship’s  supply  officer  is  responsible  for  the proper   physical   inventory   of   stock   material   and controlled  equipage  in  supply  department  custody  and should  provide  advisory  assistance  relative  to  the physical  inventory  of  stock  material,  controlled equipage, and presentation silver in the custody of other departments. Material in supply department custody should  be  inventoried  by  qualified  personnel  assigned by the supply officer. Such assignments must be based on consideration of the knowledge and experience or training  of  individuals  in  relation  to  the  size  and complexity  of  the  task  to  be  accomplished  in conformance  with  the  inventory  schedule.  Unless personnel  resources  permit  adequate  training  and constant use of selected inventory teams, inventories normally must be taken by the material custodians, provided they are considered to be properly qualified and  provided  the  nature  of  the  material  (certain classified  material,  precious  metals,  alcohol,  narcotics, and other sensitive or highly pilferable items) does not require inventory by the supply officer personally or by a  specifically  designated  person.  Other  department heads  must  assign  inventory  tasks  in  their  respective departments to reliable personnel who will discharge their  assignments  consistent  with  supply  department inventory procedures and guidance officer. RECONCILING  DIFFERENCES from the supply The stock records SK also has an important role in making  sure  a  good  inventory  and  the  functions performed   by   the   stock   recordskeeper   must   be considered when you formulate the inventory plans. The stock  recordskeeper’s  normal  workload  will  be  greatly increased because of posting the inventory and verifying the locations. It is probably better to have the inventory data forwarded to the office at regular intervals to permit posting as the inventory progresses rather than to wait until a storeroom is completed. In this way, differences in count or location can be investigated and verified or corrected  before  normal  operations  are  resumed  in  the storeroom. Guidelines covering inventory gains and losses and consolidating  or  changing  locations  should  be  included in the instructions given before the inventory. By so doing, inventory personnel will know when they should make  decisions  and  when  they  should  seek  your  advice. This   not   only   gives   them   experience   in   making decisions, but it also relieves you of routine details that can just as well be performed by subordinates. INVENTORY RECORDS AND FILES The  following  paragraphs  will  explain  the  records and files to be used by nonautomated ships for the inventory management of repair parts and consumables. These records and files that you use to keep record of issues, receipts, and locations of such material are vital to a good inventory. STOCK RECORDS A  Stock  Record  Card,  Afloat,  NAVSUP  Form 1114m or NAVSUP Form 1114 (Manual), should be maintained for each stocked MAM, RSS, repair part or consumable, and for each SIM DTO item. If your ship has been commissioned or has completed an ILO since July 1974, you should be maintaining the following colored  cards: l  Blue–for  reactor  plant  items,  Q  COSAL  items . Red or red border–special category items, DLR, shelf-life,  hazardous,  and  classified . Buff–for all other items Stock   records   in   all   ships   should   include outstanding  requisitions  numbers  and  a  history  of  all receipt and expenditure transactions, as well as all management data required for proper inventory control. All your stock record cards should be retained until your next ILO. The distinction and application of the two types  of  stock  record  cards  are  described  in  the following  paragraphs. NAVSUP Form 1114m The NAVSUP Form 1114m is an IBM type of stock record  card  in  which  significant  management  data elements are keypunched to provide a nonautomated ship with the capability to obtain various automatic data processing   equipment.   The   form   also   contains additional data blocks for manual entries of check marks or  12-character  codes  for  reflecting  supplementary management  data,  when  applicable.  A  complete  set  of NAVSUP  Forms  1114m,  keypunched  and  interpreted  in the format described in the ILO manual, is provided by the  ILO  ADP  facility  at  NSC  Oakland  to  each nonautomated  ship  upon  completion  of  an  ILO.  A complete  set  of  keypunched  and  interpreted  NAVSUP 8-9

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