Supplies and Food Aid - Field Handbook (UNHCR, 1989, 296 p.) CHAPTER 7 - STORAGE AND WAREHOUSING 7.1 The Importance of Proper Storage Facilities 7.2 Considerations in Planning Storage Requirements (introduction...) Chart 7.A: Determination of Warehouse Capacity Needs Chart 7.B: Weight/Volume Relationships of Common Relief Supplies Special Storage Facilities Storage Options Chart 7.C: Suitability of Available Warehouses Chart 7.D: Suggested Options for Permanent Storage Facilities in Refugee Camps* 7.3 Storekeeping Personnel, Equipment and Insurance (introduction...) Chart 7.E: Security and Safety Measures Chart 7.F: Proposed Training Session for Storekeepers Chart 7.G: Two Designs for Simple and Effective Stacking Pallets* 7.4 Good Storage Practices (introduction...) Chart 7.H: Example of a Warehouse Storage Plan Chart 7.I: Recommended Warehouse Cleaning Plan Chart 7.J: Create Interlocking Layers to Bond Stacks for Stability 7.5 Warehouse Operations (introduction...) Stores Record Keeping Chart 7.K: Warehouse Operations Flowchart Chart 7.L: Record Keeping Procedures Receiving, Handling and Issuing Stores Stores Inspection Chart 7.M: Stores Inspection - What to Look for 7.6 Stores Infestation and Pest Control (introduction...) Chart 7.N: Sampling Technique Chart 7.O: Signs of Insect Infestation Chart 7.P: Preparing for a Pest Control Treatment 7.7 Disposal of Supplies and Food Aid 7.8 Disposal of Packaging Materials (introduction...) Chart 7.Q: Alternate Use of Packaging Materials: Assessment and Control

Supplies and Food Aid - Field Handbook (UNHCR, 1989, 296 p.)

CHAPTER 7 - STORAGE AND WAREHOUSING

7.1 The Importance of Proper Storage Facilities

7.1.1 Proper selection, supervision and control of in-country warehouses and storage facilities are responsibilities which cannot be left to the storekeeper alone. All UNHCR officials in the field must take an active role to ensure that refugee supplies and food aid are adequately protected until they can be used or distributed to the beneficiaries.

7.1.2 Storage facilities for supplies and food aid are located at key points in the area of operations. Supplies arriving in the country may be held in designated open storage or covered transit sheds pending port clearance. Warehouses are needed at each transshipment point or staging area. At the national level, goods are stored prior to allocation and transport to areas of need within the country. At the regional or district level, stocked items should be sufficient to meet planned needs for all refugees in the area, including buffer stocks of food and emergency items, in case of unexpected demand or a temporary disruption in the logistics system. Supplies for direct distribution to the refugees are allocated to camp warehouses or in-settlement stores, from which the goods are released to distribution centres on prescribed distribution days.

7.1.3 In the past, significant losses have been the direct result of poor planning or neglect, causing ineffective utilization of the resources provided by donors. Taking steps to improve facilities planning and warehousing practices can reduce, and even eliminate, damages attributable to:

(a) spoilage caused by inadequate protection during inclement weather;
(b) poor warehousing practices and facilities;
(c) lack of proper security and supervision; or
(d) prolonged warehousing of supplies and food aid.

7.1.4 At the national or regional level, UNHCR offices should maintain a central inventory of storage facilities currently used to hold UNHCR supplies and food aid. Review storage requirements at least annually, to assess anticipated needs and available facilities, and to make budgetary provisions for repairs, equipment and personnel. A record for each storage unit should indicate:

(a) its location and capacity;

(b) a description which includes the type of building, its condition, number of staff, handling equipment and special facilities;

(c) security arrangements, key control and the location of spare keys;

(d) the implementing agency and the name of the contact person responsible for the warehouse; and

(e) the name of the Chief Storekeeper or other person in charge of the warehouse.

7.1.5 The guidelines set out in this chapter establish standards for planning, controlling and monitoring all storage facilities which hold UNHCR-supplied material assistance. UNHCR officials in the field must encourage implementing partners and those with direct storage responsibilities to comply with these requirements:

- Ensure that the implementing partner and the Chief Storekeeper are both aware of their own, and each other's, responsibilities for safe-guarding the supplies entrusted to them.

- Help the implementing partner to identify and provide adequate warehouse personnel.

- Advise the storekeeper about good storage practices and meaningful record keeping.

- Support the storekeeper in requesting necessary alterations, repairs and equipment.

- Help to locate and supply all necessary assistance, equipment and chemicals for pest control operations.

- Assist in identifying and explaining any losses or required disposals, including the removal of stocks which are no longer of use.

7.1.6 Additional references which were used to develop these guidelines provide more detailed information and relevant instructions on storekeeping. Request copies of these manuals from SFAS or your nearest WFP Field Office:

(a) Food Storage Manual. 2nd edition, WFP. 1983. Although this manual deals principally with food storage, the information can be applied equally to non-food items. Useful details on storage structures, general storage practices, insects and mites found in stores, fumigation, and rodent behaviour and control are included in the text.

(b) Food Storage: Handbook on good storage practice, WFP, 1979. A simple, practical, well-illustrated book for storekeepers, it demonstrates the basic principles of stores receiving, handling, stacking, cleaning, inspection, disposal, accounting and record keeping.

7.2 Considerations in Planning Storage Requirements

7.2.1 Warehouses must provide proper secure storage, in terms of their capacity and the preservation of the quality and quantity of the items stored. Cool, dry storage facilities are optimal. Warmth and dampness encourage infestation and the growth of micro-organisms. Make every effort to prevent supplies and food aid from being exposed to sun, rain, humidity or high temperature. Open storage areas should not be used, except for very short periods for goods that will not be affected by exposure.

7.2.2 The necessary capacity of a proposed warehouse depends upon the number of refugees to be served and the quantity of goods to be stored and distributed. Make provision for anticipated reserve and buffer stocks, but avoid ordering and holding contingency supplies for indeterminate future needs. Consider consumption rates and shelf-life, and request supplies in manageable quantities.

7.2.3 The required storage area is directly related to the volume of goods, the storage plan, maximum storage height and admissible floor loading. Allow at least 20% over the required floor area for access and ventilation. For warehouses built on the ground, admissible floor loading may be 1,000 to 3,000 Kg/m2, depending on the building specifications for floor strength. If there is a basement or other open space beneath the floor, floor loading may not exceed 500 to 800 Kg/m2. Stacks of heavy items should never exceed two metres. Bagged commodities and bulky items may be stacked higher, but always ensure that floor loading is within acceptable limits for the particular warehouse facility. Stacks must never touch the walls or structural supports of the building.

7.2.4 Warehouse buildings should be conveniently located and provide protection from rain, flash floods, dampness, solar heating, rodents, insects and birds. A single large building is better than several small ones. The warehouse must be secure against theft, with adequate fencing, lighting and security personnel. The area surrounding the warehouse should be cleared and raised, to provide good drainage and easy access. Provide a special storage area for small, high-value items, and a parking, marshalling and turning area adjacent to the warehouse, inside the fence, for trucks.

Chart 7.A: Determination of Warehouse Capacity Needs

Must Know:	Example:
* Refugee population to be served * Proposed distribution * Frequency of distribution * Period of required supply * Unit volume/weight of goods * Reserve supply	Expected influx of 30,000 refugees One tent per family (average of 6 family members) One time only. Three months 1 MT = 25 tents = 5 m3 10%
Calculations: Allocate 550 m2 + 20% for access and ventilation = 660 m2 of floor space.

Chart 7.B: Weight/Volume Relationships of Common Relief Supplies

1 MT		Occupies	Number of Units
Grain		2 m3	Depending on unit weight of bags.
Powdered Milk (bags or cartons)		3 m3	Depending on unit weight of bags or cartons.
Edible Oil
	(200 litre drums)	1.5 m3	Approximately 5 drums
	(tins in cartons)	2 m3	6 tins/25 Kg per carton or 40 cartons.
Medical Supplies		3 m3
Kitchen Utensils (35 to 50 Kg cartons)		4.5 m3	20 to 30 cartons, depending on unit weight.
Blankets (compressed)		4-5 m3	Approximately 700 heavy blankets.
Blankets (loose)		9 m3
Tents		4-5 m3	Approximately 25 family ridge tents.

Special Storage Facilities

7.2.5 Medical supplies and drug shipments can contain a large number of small, highly valued and often restricted items with a limited shelf-life. A separate, secure storage area is necessary for controlled substances. Antibiotics and vaccines require temperature-controlled cold storage arrangements, with sufficient capacity and a reliable power source. Combustible items, such as alcohol and ether, must be stored separately, preferably in a cool, secure shed in the compound outside the main warehouse. Use special care in storing and handling these supplies, to prevent surpluses or supply failures, and to avoid costly losses. Develop procedures for controlling, preserving and releasing medical supplies and drugs in consultation with key medical personnel in the refugee programme.

7.2.6 Materials such as fuels, explosives, compressed gases, insecticides and other flammable, toxic or corrosive substances are considered hazardous. International regulations require special markings to identify the dangers inherent in these products. Apply basic common sense for proper storage:

- Make all warehouse personnel aware of the particular hazards associated with dangerous goods.

- Follow warning instructions on the package label carefully.

- Stack hazardous materials with due care, providing signs which prominently display their dangers and warnings to all those who have access to the storage area.

- Store flammable substances separately, away from the main warehouse building. Do not permit smoking or open flames of any kind within 10 metres of the storage area. Keep fire extinguishers and sand buckets nearby.

- Substances which vapourize easily, whether flammable or toxic, must be kept cool.

- Never store chemicals such as fertilizers, pesticides or cement in a warehouse where foodstuffs are located.

Storage Options

7.2.7 When storage space is required, examine all available options and weigh their suitability in terms of the criteria listed here. Borrow or rent existing facilities from the government, other UN agencies or international organizations, implementing partners or local commercial sources. Unconventional structures, such as schools, offices or vacant factories, may serve as potential warehouses. Negotiate repairs which may be necessary to the roof, doors, windows, floors, locks, lighting or fencing.

7.2.8 Where no suitable structures exist, consider building the necessary facilities. Construct a warehouse using local materials, such as corrugated iron sheets, wood, bamboo or thatch. For long-term operations and large capacity stores, pre-fabricated buildings can be purchased through SFAS at Headquarters and imported. Technical and managerial skills are needed for site supervision to ensure proper construction and installation of selected warehouse buildings.

7.2.9 For distribution centres in refugee camps, study the feasibility of constructing a multi-purpose building or integrating a secure storage room into other refugee community facilities, such as a school, workshop, office or feeding unit. Where goods may only be stored for a few days each month, the centre can be used for other purposes during its non-storage period, thereby becoming pan of the social infrastructure within the camp.

7.2.10 Particularly for emergency or short-term storage, improvise needs using cargo containers, bulk storage containers, railway wagons, barges, ships' holds, tents or tarpaulins and dunnage. Take special precautions, however, because closed containers, railway wagons and barges may be subjected to severe solar heating if not shaded. Check barges and ships' holds to see that the bilge water level is kept low and hatch covers are leakproof. Erect tents only on a prepared raised surface, preferably gravel filled, and surrounded by ditches for water drainage. Inside, place goods on dunnage, pallets or ground sheets, and cover stacks with plastic sheets for added protection.

Chart 7.C: Suitability of Available Warehouses

1. Sufficient capacity to meet forecast requirements for temporary or transit storage, reserve and buffer stocks.

2. Good access by road, rail or water to facilitate receiving and issuing supplies. Consider upgrading access to permit supply movement during or immediately following periods of poor weather conditions, compared with additional capacity needed to store buffer stocks.

3. Sufficient floor area to permit easy stock handling and access to all stacks for inspection, stock-taking, and insect and pest control.

4. Sound construction, dry and well-ventilated. Leakproof roof. No broken windows. Doors should close securely with no gaps. Ventilation under the eaves, covered with metal mesh, reduces in-store temperature.

5. Flat, solid floor with easy access for loading and unloading. Smooth, crack-free concrete floors are preferable, with rodent entry points cemented over to 100 mm thickness. If wooden floor, repair holes, fill gaps between floor boards, clean and treat space below floor with a suitable insecticide.

6. Walls clean, and as smooth as possible. Whitewash them.

7. Office space for warehouse supervisor, staff and warehouse records. Toilet and wash-up facilities. Regular garbage disposal.

8. Special requirements (e.g., electricity) for cold rooms, freezers, storage of harmful substances.

9. Lighting in building and surrounding area. Adequate electricity for 24-hour lighting preferable. Security fence at least 3 metres high, one (or more) watchmen.

10. Building thoroughly cleaned before use, and at regular intervals.

11. Repairs completed before use, or undertaken as soon as identified.

Chart 7.D: Suggested Options for Permanent Storage Facilities in Refugee Camps*

* Recommended in a report to UNHCR by Hendrikson Associerte Consultants GmbH., "Evaluation of the Food Storage Situation in Refugee Camps in Eastern Sudan", 1987.

7.3 Storekeeping Personnel, Equipment and Insurance

7.3.1 Select and appoint the best available personnel, and give them clearly defined job descriptions, responsibilities and instructions. Provide training in all major storage aspects.

7.3.2 Storekeepers must recognize their responsibility to take proper care of the goods entrusted to them, from the time of arrival to the time of issue. They must be managers, supervisors and inspectors, as well as record keepers.

7.3.3 Provide day and night security guards, and other personnel necessary for 24-hour protection of the warehouse and its contents.

7.3.4 To fulfil their duties effectively, warehouse personnel require planned working hours and shifts, prescribed standards for good job performance, and good office support, tools and equipment. Regular staff meetings are advised, to give instructions and exchange information on protection and quality assurance matters.

7.3.5 Provide adequate supplies and equipment, as follows:

(a) sufficient quantities of forms, ledgers and other stationery to keep proper storage records;

(b) small tools for opening cases, such as hammers, pliers, crow-bars, steel cutters;

(c) spare sacks, needles and twine, and other small containers or cartons to repack supplies where packaging has been damaged;

(d) scales for weighing commodities, sieves of suitable sizes, and two-wheeled hand trolleys for moving supplies in the warehouse;

(e) brooms, dust pans, brushes, refuse bins for cleaning the warehouse and disposing of collected waste; and

(f) first aid kit, flashlight, fire extinguisher and other firefighting equipment, both inside and outside the storage building.

7.3.6 Examine needs for power generators, and equipment such as forklifts and conveyors to handle large quantities of supplies or heavy items. Get expert advice to help identify needs and develop specifications. Always overestimate the capacities required by at least 30 per cent. Particularly in large warehouses, where whole pallets must be shifted, a forklift may be essential. Consider The maximum height required and the type of power (petrol, diesel, electric) - in some cases, exhaust fumes must be avoided.

7.3.7 Use dunnage, or pallets, to raise supplies off the floor whenever possible. Dunnage is mandatory in stores lacking proper floors or where moisture can penetrate, and for all bagged foodstuffs to permit air circulation. If wood is available locally, place stored supplies on loose planks or build pallets; otherwise, use thick woven mats or plastic sheeting under the stacks. Pallets should be clean, level and free of projecting nails or splinters. If wooden pallets are not readily available, request SFAS at Headquarters to have suppliers state on Bills of Lading that pallets used on vessels should be delivered with the shipment to the consignee.

7.3.8 Avoid allowing spilled grains or other waste to collect under the dunnage on the floor, where rodents can feed and insects can breed. Lift dunnage and pallets off the floor when cleaning.

7.3.9 Normally, The owner of the building is responsible for building insurance coverage - third party liability, fire, water damage, window breakage. The implementing partner assigned overall responsibility for the goods stored in the warehouse must provide insurance to cover the goods themselves against risks, including fire, theft with break and entry, damage due to natural causes and burst pipes. Please note that no insurance company will cover losses resulting from pilferage or contamination by pests; these losses can only be reduced through improved warehouse management and control.

Chart 7.E: Security and Safety Measures

1. Exercise strict control of keys.

2. Restrict access to the storage area to authorized personnel only.

3. Check vehicles leaving the warehouse compound.

4. Prohibit smoking in the warehouse.

5. Provide conveniently located firefighting equipment.

6. Prescribe responsibilities and action in case of fire.

Chart 7.F: Proposed Training Session for Storekeepers

Aim:	To provide instruction to improve general storage practices and reduce the incidence of loss or damage to stored supplies and food aid.
Duration:	3 to 5 days.
Topics:	· Stock accounting/stock records
	· Stores hygiene and security
	· Stacking of commodities
	· Stock control and rotation
	· Inspection of warehouses and stored commodities
	· Reporting requirements
	· Rodent control
	· Insect infestation control
Training Materials:	· WFP Food Storage Manual and/or Food Storage: Handbook on good storage practice.
	· Specimen forms for record keeping, stores inspection and reporting.
	· Specimens and/or photographs of insect- and rat-damaged commodities and packaging.
	· Examples of insecticides, sprayers, protective clothing, rat traps, baits, etc.
	· Bag sampler, test sieve, magnifying lens, temperature probe, if detailed commodity inspections and technicalities to be discussed.

Chart 7.G: Two Designs for Simple and Effective Stacking Pallets*

* As suggested in the WFP Food Storage Manual, 2nd edition, 1983

7.4 Good Storage Practices

7.4.1 Each storage facility requires a storage plan, to allocate sufficient space for goods before a consignment arrives. Ideally, the floor of the warehouse is laid out in a painted grid pattern, and marked in chalk each time to designate the area for each stack. In addition, maintain a chart of the storage plan, to identify available space at a glance and to locate stored supplies and their date of receipt easily.

7.4.2 Never store goods directly against walls, pipes, pillars, roof trusses or partitions because stacks place unacceptable stress on them, become inaccessible and are subject to dampness. Separate stacks using straight aisles at least one metre wide, to provide access for inspection, cleaning and loading. Keep foodstuffs well separated from other supplies to avoid damage from contamination. Store fuels, lubricants and other hazardous substances in a separate building or a designated, protected area outside the main warehouse.

7.4.3 Prepare a cleaning plan for the warehouse, comprising the tasks, timing and assigned staff duties. Include specific cleaning duties in the job description for each warehouse staff member, and follow up to ensure that the work is done thoroughly, as scheduled. Daily, remove all dirt, rubbish and small quantities of dirty spillage unfit for use, and destroy it by burning (well away from the warehouse) or through the garbage disposal system, if one exists.

7.4.4 Stack supplies and food commodities neatly on pallets placed on a clean floor. Pallets should never project beyond the bottom of the stack. Different items, different packages and consignments arriving at different times should be kept in different stacks. Build stacks carefully to ensure stability, maximize available space and facilitate stocktaking. With rectangular bags or boxes, the simplest method to «bond» the stack is to orient layers in different directions. This will prevent the stack from falling over.

7.4.5 Goods must be issued in the order in which they were received. Remember this when planning the stack layout, so that stacks placed earlier at the rear of the warehouse are easily accessible when it comes time to issue them.

7.4.6 Position stacks to benefit from available light and ventilation. Good natural or electrical lighting will make inspection easier. Ventilation and good air circulation is best for quality preservation in hot, dry climates. Do not obstruct ventilators.

7.4.7 Limit stack heights to prevent excessive floor loading or pressure damage to the packaging or the contents, and to avoid excessive floor loading. Packages can be crushed or split by compacting caused by the weight of the packages piled above. Excessive weight on the floor may cause structural damage to the warehouse. Individual stack dimensions at the floor should not exceed 6 metres by 6 metres, to facilitate inspection and cleaning.

7.4.8 Stack packages in their upright position, especially those containing cans or bottles.

7.4.9 Stack damaged goods separately. Do not stack different types of damaged goods together. Repair or repack if possible. Issue these first if they are usable.

7.4.10 In tents or improvised shelters, never allow stacks to touch the fabric of the tent or the walls or roof of the shelter. In open areas, keep stacks away from the perimeter fence.

Chart 7.H: Example of a Warehouse Storage Plan

Storage Planning Technique:

1. Plan a grid layout, allocate space for each consignment and chalk floor for stacking.

2. Store food and non-food items separately.

3. Allow at least a one-metre space around stacks and between stacks, walls, pillars, beams or other obstructions.

4. Provide enough space to permit easy access to each stack for loading and unloading.

5. Store separate consignments of the same goods in separate stacks. Use FIFO principle when issuing supplies.

Chart 7.I: Recommended Warehouse Cleaning Plan

Before using the warehouse:

· Thoroughly clean floors, walls, ceiling, partitions, support beams, windows, doors and frames. Treatment with Insecticide may be advised.

· Clear weeds and clean up rubbish In the area surrounding the warehouse building, to remove potential food sources for rodents and to eliminate places where insects may breed.

Always clean any spillage promptly, especially foodstuffs and oil.

Each day, sweep the floor and dispose of the sweepings.

At the end of each week, clean the building walls and the sides of each stack. Clean up weeds and rubbish in the area surrounding the warehouse.

At the end of each month, clean the entire warehouse thoroughly, from top to bottom.

As scheduled for periodic cleaning:

· Sweep the walls, stacks, and floor, wall/floor joints and all comers.

· Clean the roof beams and tops of the walls.

· Clean doors, frames and door channels.

· Clean in sequence, from top to bottom, and from the farthest point inside the warehouse towards the door(s).

· If walls and/or floors have been sprayed with insecticide, unnecessary or excessive brushing will remove it.

Chart 7.J: Create Interlocking Layers to Bond Stacks for Stability

Orient rectangular packages or bags in opposite directions in alternating layers

7.5 Warehouse Operations

7.5.1 The Chief Storekeeper in each storage facility must exercise due care in protecting and accounting for the supplies and food aid entrusted to him. The complexity of requirements will vary, depending upon the size of the facility, the nature of the goods in storage, its position in the logistics chain, and the reporting relationships for accountability. Basic operating standards and controls are, however, essential for good commodity management.

Stores Record Keeping

7.5.2 Maintain records of all incoming and outgoing stock, and stock on hand, and check them against physical stocks on a regular basis:

- The Stock Control Ledger provides a chronological picture of receipts and issues, source or destination, quantities and item descriptions. Each entry is cross-referenced to the corresponding official receipt/issue voucher, release authorization, truck waybill or other document which is kept on file to substantiate the action taken.

- A Store Card (see Form SFAS/FH-7 in the Forms Annex) is established for each type of goods or commodity stored in the warehouse. All receipts and issues are recorded, providing a complete history for the item, and the current total balance on hand.

- A Stack Record Card (see Form SFAS/FH-8 in the Forms Annex) is affixed to each stack in the warehouse, showing the receipt and any issues of the goods in the stack, and the balance on hand. The reverse side of the card may be used to record treatments administered to the goods in the stack.

- A Stores Inspection Report (see Form SFAS/FH-9 in the Forms Annex) is completed each time the Chief Storekeeper inspects the warehouse.

7.5.3 Each month, the Chief Storekeeper must submit a Monthly Summary Report to the person responsible for overall warehouse operations, including stock quantities on hand, and total receipts and issues during the month by type of goods. Any significant actions for the period are reported, such as pest control treatments, losses or repairs. Recommendations for required repairs, supply re-orders and other information are also made in this report.

Chart 7.K: Warehouse Operations Flowchart

Chart 7.L: Record Keeping Procedures

1. Use Stock Control Ledgers, Store Cards and Stack Record Cards.

2. Record all receipts, issues and balance on hand. Retain a copy of the receipt/issue voucher or waybill for verification.

3. Record all inspections and pest control treatments.

4. Verify records by conducting a physical stock count at least every six months.

5. For any stocked item lost or disposed of, record the quantity, and an explanation of the loss or the reasons for disposal and the method.

6. Submit a Monthly Summary to the senior official responsible for warehouse operations.

Receiving, Handling and Issuing Stores

7.5.4 Ideally, larger warehouses should have separate doors and work areas for receiving and issuing supplies. This arrangement will eliminate any confusion and potential scheduling problems when these activities occur simultaneously.

7.5.5 Every consignment arriving at a warehouse must be counted and inspected carefully as the goods are being unloaded. Look for damaged packaging or commodities, and check for losses:

(a) sacks with holes, or split bags;
(b) broken or partially open crates;
(c) dented, buckled or leaking drums or cans;
(d) signs of wetness or stains on the surface of bags or cartons; or
(e) signs of insect infestation.

7.5.6 The quantities received should agree with those listed on the waybill, stores requisition or packing list. Where tampering is evident, carefully check the contents of packages for missing items. Weigh sample bags of bulk commodities to confirm unit weights. Take random samples of commodities to check for quality, when appropriate.

7.5.7 Record the number of units/weight of the goods received, and any amount which has been damaged or lost. Submit consignment receiving reports to the appropriate authority or agent, noting damage, shortage, excess or non-conformance, quantities, conditions and any extenuating circumstances. Initiate insurance claims and follow up on claims documentation where necessary.

7.5.8 Instruct and supervise porters handling goods in the warehouse, to ensure that the goods are moved and stored efficiently with a minimum of damage. Never load or unload in the rain. Provide forklifts and/or conveyors, with trained operators, for large or heavy consignments. Use trolleys if these are available. Goods must not be dragged along the floor, dropped or thrown. Do not permit porters to use hooks which damage packaging and bags.

7.5.9 Only authorized officials may sign a written release order to issue supplies from storage. On receipt of a release order, the Chief Storekeeper confirms that the supplies are on-hand and supervises their turnover to the receiver's agent taking delivery. Stored goods are issued on a «first-in, first-out» - FIFO - basis, i.e., the stores received first are issued first because they have been stored for the longest period. This rule is applied consistently, except for usable damaged goods, which are always issued first, regardless when they arrived. Record the issue in the warehouse records.

7.5.10 A Stores Requisition/Issue Voucher (see Form SFAS/FH-10 in the Forms Annex) is prepared in three copies for each release order, with the receiver's agent signing to acknowledge receipt of the goods. Two copies accompany the issued consignment to their destination, while the original is filed with the release order. The receiver's agent obtains the signature of the receiver at the destination, returning one copy to the warehouse for matching with the original Stores Requisition/Issue Voucher to confirm final delivery.

7.5.11 At least semi-annually, and quarterly if possible, conduct a physical inventory of all supplies and food aid in the warehouse to verify that the quantities on hand agree with the quantities shown on the Store Cards and Stack Record Cards. Report any shortages to the senior official responsible for warehouse operations, and investigate the reasons for these shortages. Do not delete quantities from the stores records without proper authority to do so.

Stores Inspection

7.5.12 The Chief Storekeeper must inspect the storage area, the warehouse building and the storage stacks weekly. Examine stored items carefully and take prompt corrective action to protect supplies and prevent losses. Storage conditions and retention periods for various kinds of refugee supplies are shown in Annex XXVI. Complete a Stores Inspection Report (see Form SFAS/FH-9 in the Forms Annex), indicating all actions required to repair structural damages or to control commodity damage, and follow up to confirm and record the action taken.

Chart 7.M: Stores Inspection - What to Look for

Building and Area Inspection

· Roof leakage or signs of flooding.
· Broken windows or ventilators.
· Badly fitted or damaged doors.
· Cracked walls or floors.
· Dirty or dusty interior.
· Signs of rodent entry.
· Damaged fences.
· Broken or burnt out lights.
· Inoperative or missing equipment.
· Presence of trash, discarded items.

Stores Inspection

· Look for spilled commodities.

· Look between bags or packages in the stack, along seams, for signs of insects (webs, cocoons, etc.) or rodent damage.

· Look around the stack base and under pallets for signs of insects or rodents (e.g., nests, droppings).

· Look for water damage, mould, caking, discolouration, stained bags or packaging leaks.

· Examine stacks for damaged items mixed in with regular stock. Check that damaged goods are stacked separately in the warehouse.

· Check expiry dates on items with limited shelf life.

· In stored grain stacks, lift the top bag and feel the bag underneath for heating, which can indicate germination or infestation in the stack.

· Look for swelling or rusting cans.

· Flying insects are usually a sign of heavy infestation - sample foodstuffs as necessary and examine other stacked supplies more thoroughly.

· Watch for signs of theft.

..........................................

Check in dark places using a good flashlight.

Remember to inspect the outside of the warehouse building and the surrounding area.

For additional tips on stores inspection, see Annex XXVI.

7.6 Stores Infestation and Pest Control

7.6.1 To ensure that the material assistance provided ultimately reaches the intended beneficiaries, in the quality and quantity supplied, stored goods must be protected against pest infestation. In addition to other damages caused by excessive moisture or high temperature, birds, rodents and insects damage as much as 10 per cent of stored cereals on a worldwide average; this figure can be as high as 20 to 30 per cent in sub-tropical regions, especially when foodstuffs are stored over long periods. To reduce potential losses, susceptible foodstuffs should never be stored longer than four months. While their danger to food is obvious, pests also damage fabrics (tents, blankets, cloth, etc.) and the packaging of other items.

7.6.2 Inspect warehouses and stored items carefully on a regular basis. Watch for signs of infestation. Consider sampling foodstuffs periodically. Separate infested stocks immediately from stocks in good condition. Consult with local experts in WFP, the government agriculture department and commercial fumigators. Also, refer to the WFP Food Storage Manual, which provides detailed explanations and descriptions of pest infestation symptoms and pest control measures.

7.6.3 Rats, mice and birds destroy packaging, consume foodstuffs and contaminate stored items with their excrement. In particular, rats and mice are carriers of diseases such as leptospirosis, amoebiasis, certain forms of typhus and, through their parasites, they can spread plague. The best way to prevent infestation is to improve the state of the warehouse and the surrounding area. Eliminate places where they can gain access to the building, and where rodents can breed or feed. Traps and poisonous rodent bait can also be placed inside the warehouse, but use poison with extreme caution if other animals or children are in the area, and do not permit poison to come in contact with foodstuffs.

7.6.4 Employ both preventive and curative measures to kill insects at all stages of their development - eggs, larvae, chrysalis, adult. At the same time, remember that the processes applied must not damage the commodities themselves, nor present any risk to those engaged in pest control or to the beneficiaries who will later receive the goods.

7.6.5 Chemical methods of pest control have the most widespread use today. Their purpose is two-fold:

(a) to prevent insect damage by eliminating any possibility of infestation in foodstuffs or warehouses; and

(b) to fight infestation by reaching and killing as much of the insect population as possible.

7.6.6 The choice of the optimum pest control product, dosage and method of application is crucial. This decision should be based on previous experience, or left to an expert. Pest control advisors should demonstrate knowledge of current methods, techniques and products for pest control, particularly when selecting chemicals which may be extremely dangerous if not properly applied. Pending treatment, chemicals for pest control must be kept in a separate locked store. The pest control team should be trained to use protective clothing and to employ safe application techniques before administering any treatment.

7.6.7 For prevention, commodities are often sprayed during bagging or loading operations. Suppliers should indicate when this has been done, specifying the type of product used, the date of the last treatment, and the duration of the protection. This information is helpful for warehouse personnel when planning future treatments.

7.6.8 Warehouses can be sprayed to prevent infestation. Treatment should only be applied to clean surfaces, however, as dust absorbs the products used. As a curative measure, warehouses may also be treated to kill insects, but this has no lasting effect because the insecticide must make contact with the insects to kill them. Apply the treatment at a time when the insects are most active, usually just before nightfall. Foodstuffs exposed to insecticide sprays should not be consumed for several weeks.

7.6.9 Fumigation of bulk foodstuffs is frequently used to eliminate insects at all stages in their development. The active phase of the insecticide can penetrate and destroy insects inside the stacks. Fumigation must take place in a closed and preferably airtight space. Penetration cannot be fully guaranteed, however, and infested bags in the middle of a large stack may remain unaffected. Following treatment, the gas is usually eliminated spontaneously after a few days of good ventilation. Too frequent treatment is not recommended, and other measures should be employed subsequently to prevent reinfestation.

7.6.10 Where the evidence indicates that treatment is necessary, supplies and food aid should be fumigated at the main or district warehouse, before being dispersed to numerous other locations in smaller consignments. The shipping of infested supplies demonstrates poor commodity management in the first place. The scheduling of pest control treatments at numerous sites is significantly more difficult than treating the supplies at one main location.

Chart 7.N: Sampling Technique

1. Take samples from all four sides and the top of a stack of bagged commodities using a bag sampler. Samples should form an Imaginary "W" mark on the surface of the stack. Remove about five bags at random from the top surface to collect samples from deeper layers as well.

2. Weigh the samples.

3. Sieve the entire sample from the stack slowly, allowing insects and grain to pass through.

4. Count the number of insects and identify them.

5. Express the number of insects per Kg.

For example: If a 5.42 Kg total sample was found to contain 8 insects, the number of insects per Kg equals 8/5.42, or 1.48 insects per Kg (which indicates heavy infestation).

Chart 7.O: Signs of Insect Infestation

Infestation	Building Inspection	Stores Inspection	Sampling Inspection
None	None or few Insects found on walls, floors, beams or any equipment In the building.	No signs of Insects found in the course of a thorough search of the stack.	No insects found after sieving many samples from different parts of the stack.
Light	Insects found regularly, Individually or In twos or threes In the course of a prolonged search.	Small numbers of insects occuring irregularly.	Insects not obvious in samples before sieving. No more than one insect per 3 Kg sample, or 10 insects per sack of 70 Kg.
Medium	Insects occuring regularly and frequently, often in aggregations, but nowhere so obvious as to draw attention to them.	Insects obvious, occuring regularly, perhaps in small aggregations.	Insects obvious in samples before sieving. No more than two insects per 3 Kg sample.
Heavy	Insects obvious immediately on commencing inspection, crawling actively up walls, etc.	Insects Immediately obvious, crawling actively on the outside of the stack, on top or on the floor around the base.	Insects in considerable numbers obvious in samples before sieving. Between two and ten insects sieved from a 3 Kg sample.
Very Heavy	Insects present in exceptional numbers.	Insects so numerous and active that a rustling sound can be heard inside the stack. A thick band of Insects or cast skins around the base or on top of the stack.	Insects obvious before and after sieving in very large numbers.

Chart 7.P: Preparing for a Pest Control Treatment

1. Clean the warehouse and storage stacks thoroughly before spraying or fumigation. Stacks must have enough space all around them to permit treatment.

2. Prevent possible leakage to the outdoors by sealing windows, ventilators and doors.

3. Instruct all people not involved in the treatment application to stay well away from the treatment area.

4. Display warning notices prominently during treatment.

5. Obey all instructions of the pest control team leader.

7.7 Disposal of Supplies and Food Aid

7.7.1 Arrange for the disposal of unusable, spoiled or damaged supplies and food aid held in storage as soon as possible. Seek proper authority and advice, however, before proceeding.

7.7.2 Separate spoiled or damaged goods and foodstuffs from usable supplies, to avoid further damage. Store them in another place, pending disposal. Infested commodities should be treated promptly. The storekeeper continues to be responsible for these supplies until their final disposition, and due care is needed to prevent further deterioration, pilferage or contamination of other stores.

7.7.3 Other possible reasons for disposing of supplies and food aid provided by UNHCR may include:

- The size or status of the local refugee population has changed, making the provision of requested assistance redundant or excessive.

- Supplies or food aid has been provided which is unacceptable for use by the local refugee population.

- In-kind contributions have been especially requested for sale locally, to generate local currency for other refugee assistance purposes.

- The programme or project for which the assistance was intended has been terminated.

7.7.4 For stored goods which are no longer required or damaged beyond repair or use, the Chief Storekeeper must prepare a written report, detailing the items, quantity, condition and recommended action. In the case of food stocks, consult with local health authorities to determine suitable disposal action. Obtain expeditious agreement and approval from the relevant project management or UNHCR authority. Consider the following options or required actions:

- Identify the costs, parts or expertise necessary to repair damaged goods or to fumigate foodstuffs.

- Sell stocks which are unusable for refugees in the local market or donate them to welfare or community institutions.

- Have food tested because it may be suitable for animal food, even if it is not usable for human consumption.

- Prepare a submission to the UNHCR Property Survey Board at Headquarters (see Annex XXV) for goods belonging to UNHCR and obtain their approval before proceeding.

- Before disposing of donated items, confirm the proposed action with the donor, through the geographic desk and FRS at Headquarters for UNHCR donations.

- Where food is completely unusable, recommend burning or burying the supplies (in the presence of a UNHCR official). Use caution if it is buried, because local people may try to recover the food for themselves, ignoring the potential health hazard. Buried food can be made more unusable by covering it with waste oil or other liquid. If food is destroyed, obtain a certificate of destruction to confirm and record the action.

7.7.5 Make every effort to recover some or all of a loss through sale or exchange. To establish a value for the goods, conduct a survey of the local market. When approved for sale or exchange, advertise in the local newspapers or hold an auction, and apply the principles of competitive bidding. The contract for disposition must include the nature, quality and condition of the goods, the quantity, the price or value, and the conditions of delivery, contract fulfillment or terms of payment. Goods are usually sold «as is, where is», meaning that the buyer accepts the condition of the goods at the time of purchase, and is responsible for promptly removing the goods from their pre-sale storage location.

7.7.6 When selling spoiled food as animal fodder, be circumspect about the highest price. The primary objective is to ensure that the food is used exclusively for animal consumption, and not to maximize returns from the sale. For this reason, examine the highest bid. Does the potential buyer own animals? Is there any possibility that the food could find its way to the local markets, or into the diet of the local people who would be unaware of the hazards? The buyer must hold UNHCR harmless against any claims arising from the use of the food.

7.7.7 Deposit any cash acquired from sale or exchange in a special account. Subsequent use of these funds must comply with the conditions set out in the agreement on disposal action by all project management and UNHCR authorities concerned. Report the balance in the special account and any use of the funds on a regular basis to the UNHCR Branch Office, together with other periodic financial reports. The UNHCR Branch Office is responsible for forwarding this information to the geographic desk at Headquarters.

7.7.8 On completion of disposal, the Chief Storekeeper may delete the goods and the amounts from the warehouse records. The senior official responsible for warehouse operations should also maintain a complete file on each disposal, including copies of all relevant reports, correspondence, approvals, certificates and contracts of sale or exchange.

7.8 Disposal of Packaging Materials

7.8.1 The materials used to package consignments of refugee supplies and food aid -sacks, cartons, crates, cans, plastic bottles and steel drums - have a residual value and alternate uses once they are empty. They should not be neglected, discarded, or left to be pilfered in some unused corner. Store them properly, so that they retain their value and do not simply accommodate insects, rats or mice. Stack them neatly, on dunnage if appropriate, in a separate, specified storage area.

7.8.2 Guidelines and procedures for the disposal of packaging materials must be established on a country-by-country basis, in consideration of the following alternatives:

- Distribute them to the refugees for household use.

- Supply them to the commodity management staff for repacking of damaged packages or other storage purposes.

- Sell them and use the sales proceeds to enhance the refugee programme.

7.8.3 The use of funds generated from the sale of packaging materials can reduce the hard currency requirements for local refugee projects or provide additional projects to alleviate the refugee burden on the host country. For smaller assistance programmes, if any saleable packaging is available, the proceeds may be used as petty cash for needed items, such as pencils, account books or warehouse stationery supplies. In larger programmes, the proceeds can be an important source of funds which may be used to improve the commodity management system by providing staff training, purchasing local storage or transportation insurance, improving storage facilities, or supplying useful handling equipment. Other possibilities may be suggested. Establish a special project for the use of sales proceeds, and obtain approval through the geographic desk at Headquarters.

7.8.4 Basic controls and accountability for packaging materials must be instituted in parallel with other aspects of the commodity management system. The complexity of the packaging materials component depends upon their quantity, utility and value. Since many of the reusable containers result from the distribution of food commodities, and a significant portion of refugee food is provided by WFP, close collaboration with this organization, as well as concerned implementing partners, is necessary.

7.8.5 Where packaging from donors is being considered for alternate use, try to «cancel» any donor label affixed to the sacks or containers before disposition, perhaps with a painted «X». Refugees or buyers may trade the packaging in the marketplace; they will reappear full of local commodities, for sale. Sacks full of local maize marked «Gift of the European Community» can create a wrong impression among journalists and others strolling through the local marketplace!

7.8.6 All commodity management staff and storage personnel must follow prescribed procedures for accounting, control and disposal of packaging materials. If all or part of the packaging is disposed of centrally, arrange to return empty containers on vehicles which have delivered new supplies from the central facility.

7.8.7 Revenue generated from the sale of packaging materials and its subsequent use must be accounted for separately, with reports submitted periodically to all concerned implementing partners and organizations, including the UNHCR geographic desk at Headquarters.

Chart 7.Q: Alternate Use of Packaging Materials: Assessment and Control

1. What types of packaging materials are received? In what approximate quantities?

2. Where are they "emptied"? That is, where do the packaging materials become available for alternate use? In what quantities?

3. What potential use can be made of the packaging materials at their available location? Must they be moved to another location? How?

4. For distribution to the refugees, what availability/eligibility criteria apply?

5. For repacking of goods in damaged containers, what criteria apply? Where are the materials needed?

6. For the sale of packaging materials:

· Who is responsible? Where?
· What is the sales procedure?
· How are the sales proceeds accounted for?
· Who decides on the use of sales proceeds?
· What procedures apply to the use of the sales proceeds?

7. How is the use of packaging materials accounted for, controlled, monitored and reported?