S 2.52 Supply and monitoring of consumables

Initiation responsibility: IT Security Officer, Head of Internal Services

Implementation responsibility: User, Administrator

Many devices commonly used in offices, for example fax machines, printers, etc, depend on certain consumables (e.g. paper, toners, data backup tapes) in order to be able to function. Therefore there must be a reliable supply of these consumables on site. There should be clear and unambiguous regulations as to which consumables should be ordered by whom and who is responsible for refilling.

Certain resources should not be purchased or refilled by any employee, very expensive products or technically complex components for example, but only by authorised personnel.

All users should be informed of whom to notify when consumables need to be reordered or refilled. For each type of consumable, there should be one person appointed responsible for the monitoring and supply. This person in charge is responsible for

• checking regularly whether enough supplies are available and on-site refilling is required,
• informing the purchasing office in a timely manner when consumables need to be reordered,
• suitably disposing of used or empty consumables, and
• replacing the consumables in the device if this is not to be done by the users.

The supply of consumables must be adequately ensured by the purchasing office.

Review questions:

• Is there a regulation as to who refills and/or orders which consumables?
• Have all users been informed of whom to notify when consumables need to be reordered or refilled?