STOCKRECORDS : As far as record-keeping is concerned, recording stock levels is likely to be most time-consuming. There are three kinds of record that are required. First is acquisition register where all purchases are entered. The second is stock register which reflect purchase, issue and active stock and the third one is laboratory indent register. The stock registers are maintained in stores. The sample of stock registers maintained in India is given below. One of the most important things to remember when you make a stock register is to count the pages and sign it. Here we have an example of stock level records of biology lab. If you are following numerical classification then you may have register no. 1 for chemicals, Register No. 2 for glassware, Register No. 3 for apparatus, Register No. 4 for biological material, Register No. 5 alcohol etc. Now each year you can have a fresh register but again in the next year you will have Register No. 1 for chemicals and so on.
In India audio-video aids and books are maintained as a part of departmental library. Whichever system you use, you should keep a list detailing stock kept in each lab, preparation room etc; from this you can draw up a "master" stock list of overall stock levels. Stock arriving or departing should be noted on both lists.
A separate register may be maintained for stock of rectified spirit, alcohol, lab Animal, radioactive material, poisons etc.
The time of year when you take stock will vary with your workplace.
However, it is likely that the official inventory will need to be made up at the end of each financial year, e.g. 31"' March.
The departmental stock records are probably best made up during a holiday or slack period. It is easier if two persons can take stock - one to count and one to record. Either file cards or a stock-book can be used to record stock levels in each lab/prep room/ storage area. File cards have the advantage that they are easier to keep in alphabetical order.
Figure: Illustrate stock-book entries