Organization and Record Keeping

We’ve all had that moment at the grocery store when we’re trying to remember if we have an item at home or if we need to buy more. We’ve also all experienced blanking on where we stored something, especially if we put it “in a safe place” so we could easily find it later. This can be irritating in day to day life, but the consequences get much worse in an emergency situation where we simply don’t have the time find the item or the ability to get more of some supplies.

Several of our contributors have talked about misplacing a prep item or rediscovering an item thought irrevocably lost. It happens to all of us; in fact, it happened to me recently when I was trying to find a particular item in my workshop (I had just put it down two seconds ago) and during my search I wound up finding a tool I’d thought long gone. Yes, I did eventually find the item I was originally looking for, and no, it wasn't a 10mm socket.

For another example, at my house we have a variety of storage tubs in the basement for seasonal decorations, yard and garden supplies, and the like. Each tub is labeled as to its general contents, but lacks a detailed list... which is how we wound up misplacing a pair of scissors for over six months when it was accidentally put in the wrong tub. Record keeping and organizational plans are important!

Something I put together, and my wife and I update on a somewhat irregular basis, is an inventory of our baking and spice supplies. I created a Google Docs spreadsheet with multiple tabs so we can reference the lists while at the store.

A sample of the author's spice inventory

I’m planning on doing something similar for longer-term food storage, adding "purchased on [date]" and "best used by [date]" columns. If necessary (and it would probably be a good idea), I may create another list of general preps and their locations. Having these lists on Google Docs adds to accessibility, but also increases the risk of discovery if my account is hacked. This is not a big deal with spices, but it’s a major violation of Operational Security (OpSec) for things like ammunition. Thankfully, there are a variety of software and hardcopy solutions available for record keeping.

When creating a list of this type, the Keep It Simple, Stupid (KISS) principle should apply. What information is really needed about this particular group of items? Make sure to include all pertinent data, but don’t get too granular. It should be quick and simple to enter records. Once created, any lists should be reviewed and updated on a regular basis.

Of course, this is all easier said than done, but just like building up a food supply, it doesn’t need to be completed all at once. Start small and add items and lists as time permits. Once the lists have been created, maintaining them should be easier.

Keep calm and inventory on.

Best Ways to Prep Cheaply: Logistics

If you don't know what you have, how will you be able to find it when you need it?

Vehicle Inventory Management

In response to last week's post, a question was asked regarding how to manage supplies kept in a vehicle:

Could someone possibly give their opinion on a good method to rotate their automobile supplies, that they carry as a bug out kit, sort of the 72 hour type, or what you want to call it. Things like my more extensive first aid kit, water supplies, ammo, shotgun shells, tools, cooking utensils, etc. 

These kinds of supplies are infrequently used, so simply making them part of a regular stock rotation is an impractical solution. This means that managing these items requires a bit of special attention.

The key to managing infrequent items is having a schedule and checking them at regular intervals. Luckily, your vehicle has several of these: You license it yearly, change oil and rotate tires 2-4 times yearly, and fuel it frequently. These intervals make wonderful points to perform checks on your vehicle and supplies.

Fuel Stop Checks
When you fuel your vehicle, check your oil and coolant. If you keep any spare fluids in your car, or a fuel can, check levels on those as well. These are the items you'll use the most, and the items most likely to need replacement. Any other vehicle consumables (exhaust fluid, etc.) should get checked on this interval.

Oil Change Checks
Depending on your vehicle manufacturer's instructions, your car will likely get its oil changed 2-4 times per year. Tires should also be rotated on a similar schedule. This preventative maintenance will save you a world of pain. 

If you keep food in your vehicle, check it when you change your oil. The same goes for anything else with an expiration date. Mark the expiration date on each item's package, so that it is easy to quickly check. Rotate out and replace any item that is due to come up before your next oil change, and use it up if possible to prevent waste.

Registration Checks

Once a year (in most states, at least) you have to register your vehicle and get new tags on your license plates. This time is a great reminder to check supplies in your vehicle that may need to be replaced, but that won't go critically bad simply from age.

• Inventory your first aid kit and replace any needed items. 
• Check and replace the batteries on any lights or other electronics kept in your car. 
• If you keep any spare parts in your car, make sure that they're still there and in working order. 
• Those of us with experience in older cars often keep belts and other parts that are prone to breakage and simple to replace in the vehicle. More modern cars are far less prone to problems, but it's still a decent habit to get into. 
• This is also a good time to make sure that any tools that should be in the vehicle are present and in proper working order.

All of this is made even simpler if you make a list of all the supplies you want (or should have on hand) in your vehicle. List any consumables, food, tools, or other supplies, and simply work down it at the appropriate intervals. The checks themselves will likely take less than 15 minutes each, but can save you hours on the side of the road and may very well save your life.

Lokidude

Inventory Management

A question was posed in the BCP Facebook group regarding how folks manage their supplies and keep track of stock levels. (By the way, keep the questions coming. It's nice to know what people want to learn about.) Oddly enough, this particular question fell right into my background. I answered it briefly on Facebook, but I'd like to expand upon that answer here.

Done right, proper inventory management saves you time, money, and the embarrassment of being caught without. Many years ago, before I was a professional builder of things, I was a salesman specializing in managing parts supplies for manufacturing facilities and commercial operations. That's a long and fancy way of saying that I made sure folks didn't run out of things. I realized early on that this skill set meshed nicely with my faith's teaching of emergency preparedness. While the products being stocked are different, the techniques used are the same, and can be applied by anyone willing to put forth a little effort and attention.

Implementation
Implementing a management system is easiest if you start small.

1. Pick about a dozen items that you feel you go through frequently. 
2. Decide a maximum amount that you want on hand at any given time. This can depend on storage space, budget, and how much you can use before an item expires. 
3. Choose a minimum amount which leaves you enough to prevent running out before your next regular shopping trip. This becomes the point where you restock the item. 
4. Before you go shopping, note which items are at minimum, and buy enough to bring you back to maximum. 
5. The quick and dirty way to do this is to put a tag for each item at its storage location, with the minimum and maximum listed. 
6. As you get used to doing this, begin adding other items and grow your system.

The system above works great for smaller households like mine. With only two people, communication is easy and things aren't likely to fall through the cracks. However, for larger households, or folks who want to manage lots of items, there is an easier way.

Kanban
The Kanban method uses a physical signal to call for restock. Professionally, I've used a variety of signals for this. For household supplies, something as simple as a 3x5 index card works wonders.

1. Write the name of the item, and the min and max quantities on the card. 
2. This card goes in front of the minimum quantity on your shelf. 
3. When you get to each card, put them in an envelope, box, or other location. 
4. When you go shopping, simply take the cards with you, and you have your shopping list. 

This system takes a bit of setup at the start, but is dead simple afterward.

As a simple example, let's use an item from my pantry. We keep boxed macaroni and cheese on hand (hey, it's a comfort food from my childhood, and it's cheap). Our minimum quantity is 2 boxes, because we're not likely to use more than that in a week. Our maximum quantity is 10 boxes, mostly because I can buy in 4 packs sometimes. The kanban card would sit in front of the second to last box on the shelf. As we eat through our supply and reach the card, it goes in an envelope until we restock. We rotate our stock so we use the older product first, and re-insert the card at the second to last box.

Mac and Cheese Kanban card. It really is that simple. 

It's a whole lot of words, but it makes for a fairly simple system. All it requires is that you pay attention before you shop. It can be adjusted at any time, and requires no other work to keep running. It also levels out high and low supply points, and you won't be caught unaware.

Lokidude