Definition
Storage is the controlled physical arrangement of materials in designated locations so that inventory remains identifiable, accessible, secure and protected while awaiting use, transfer or disposition. Preservation is the planned protection and maintenance of material against deterioration caused by moisture, corrosion, temperature, dust, contamination, mechanical damage, chemical reaction, shelf-life expiry and other conditions.
Objectives
- Preserve physical and functional condition of inventory.
- Prevent avoidable deterioration, damage and material loss.
- Maintain clear identification and traceability.
- Use Stores space safely and efficiently.
- Maintain accessibility for issue and physical verification.
- Control shelf life and expiry-sensitive materials.
- Reduce preservation-related inventory write-offs.
- Maintain material availability at the required point of use.
Storage Planning
Professional storage considers physical characteristics, handling method, movement frequency, security, environmental requirements, compatibility, shelf-life, criticality and space utilization. Storage design should support safe movement and efficient retrieval.
Material-Specific Storage
| Material | Key Storage Considerations |
|---|---|
| Bearings | Clean, dry, vibration-controlled storage; retain packaging |
| Electrical items | Dry, clean, protected from moisture and impact |
| Rubber products | Control heat, sunlight, ozone and deformation |
| Lubricants | Seal containers, identify grade, control contamination |
| Chemicals | Compatibility, containment, ventilation and statutory controls |
| Cables | Protect from mechanical damage and unsuitable bending |
| Critical spares | Identification, preservation schedule and periodic inspection |
Preservation Inspection
- Identify preservation-sensitive inventory.
- Define inspection frequency.
- Check packaging, corrosion, contamination and physical condition.
- Check shelf-life and expiry dates.
- Perform lubrication, rotation, sealing or other required preservation activity.
- Record findings and corrective action.
- Escalate deteriorated material for technical evaluation.
Shelf-Life Control
Shelf-life control should use receipt date, manufacturing date, expiry date or other approved ageing attributes as applicable. FEFO should be used where expiry or use-by date governs issue sequence.
Common Errors
- Treating storage as passive parking of materials.
- Ignoring preservation schedules.
- Storing incompatible chemicals together.
- Leaving sensitive material exposed after opening packaging.
- Failing to record expiry dates.
- Using damaged packaging without technical evaluation.
- Allowing long-stored critical spares to remain uninspected.
KPIs
Preservation Compliance
Percentage of due preservation actions completed.
Storage Damage Rate
Inventory damaged during storage relative to stored population.
Expiry Loss
Value of material lost due to expiry.
Space Utilization
Used storage capacity relative to available capacity.
Excel / MIS Application
Useful fields include Item Code, Description, Location, Batch/Lot, Receipt Date, Manufacture Date, Expiry Date, Preservation Requirement, Last Preservation Date, Next Due Date, Condition, Action and Responsible Person.
Related Areas
Stores Management · Inventory Management · Purchase Management · Material Planning · ERP & MIS