These should include records of tools in and out, tools lost, tools under repair and purchase of new tools. Records are no problem as long as they kept up to date. Records are essential whether you have a few or many tools, as memory is not good enough, especially when it comes to handing on the administration to someone else. The information can be stored conventionally in files and log books, or electronically.
The following system is suggested:
- Keep copies of all correspondence. Never send a letter or email without keeping a copy, and ensure that it is dated and identifies both sender and recipient. Letters are best kept in a lever arch file in date order.
- Keep all delivery advice notes, bills, receipts etc, in a lever arch file in date order.
- Maintain a log recording losses (if noticed), breakages, deliveries, repairs, spare parts used, tool loans (if you allow them) and returns. One line per event with a date is sufficient. keep a separate log for items which need specialist repair and maintenance. These may include winches, chainsaws, workshop power tools, fire extinguishers and gas bottles. note any forward dates for regular service checks, plus dates when items which have a limited life, such as helmets, should be replaced.
- Once a year do a stock take of everything in the toolstore and workshop. Compare the resulting list with the previous year’s stock take, and taking into account the log, highlight any discrepancies. Make the lists as detailed as you can, for example if you have similar tools of different makes or designs, record the quantity of each type. Ideally each tool should be stamped with its own serial number (for details see ‘Security’). Painted stock numbers wear off too quickly to be much use. Having compared your stock take with the previous year’s, list your losses or gains, and take action as necessary to improve your administration.
Keep the files on a shelf in the workshop, together with instructional manuals and any other relevant literature.
A pinboard with paper and non-removable pen is useful for messages and reminders.
