| 1. |
A stocktaking commenced at WCED offices and will continue up to 24 November 2006.
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| 2. |
The service provider, Ngubane & Company, will visit your offices to conduct the stocktaking, label all equipment that was not barcoded during the last stocktaking or which was acquired thereafter, and mark unmarked items with an "RSA" mark.
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| 3.1 |
an asset controller is appointed to assist the service provider to clarify uncertainties and to facilitate access to offices. The asset controller is the person who controls the movement of inventory items and who has been already identified by your office. A letter of appointment of your asset controller is attached for your signature (Head Office excluded).
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| 3.2 |
the service provider is given access to all rooms and locations.
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| 3.3 |
keys to all locked offices (those of staff who are on leave or out of the office) are obtained and made available.
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| 3.4 |
items which are kept in a cabinet or cupboard are availed for verification and marking.
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| 3.5 |
all laptops, cameras, computers, etc. issued to officials are available for audit purposes.
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| 3.6 |
all private property in the offices is clearly labelled "PRIVATE PROPERTY" on the right-hand side so that those items are not bar-coded and entered on the inventory.
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| 3.7 |
all obsolete (not in use or broken) furniture and equipment are clearly identified.
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| 3.8 |
a 24-hour bonding period is allowed after the barcode is attached to the item, so as to prevent the barcode from going missing.
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| 3.9 |
furniture and equipment are not moved between offices without informing the asset controller during the stocktaking.
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| 3.10 |
a list of furniture and equipment moved from one office to another since the stocktaking in January 2006 is made available to the contractor.
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| 4. |
All Responsibility Managers will receive a printout reflecting all the stock items in all offices under their control, and which they will be required to sign within 48 hours after receipt of the printout. (Any movement of furniture and equipment after this period must be reflected on the movement form, as referred to in Circular 28/2005, dated 25 May 2005.)
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| 5. |
A signed original inventory must be placed behind the door of each room and a signed copy thereof must be filed.
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| 6. |
Copies of all signed inventories must be placed on file at the specific office/directorate. This process must be managed by the asset controller.
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| 7. |
Any enquiries regarding the content of this minute may be directed to the following persons:
Mr D Scholtz tel. 021 467 2799
Mr D Jacobs tel. 021 467 2012
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| 8. |
Your co-operation will be appreciated.
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SIGNED: W.L. CARELSE
HEAD: EDUCATION
DATE: 2006:10:25
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