As a reminder, according to the Basics, you should take an inventory of your equipment every 4 months (in April, in August and in December).

And for your information, any MEMO account can do an inventory of an equipment even if it is not listed on its tablet.


When organizing an inventory, the list of locations to be inventoried has to be defined (example: offices, then hospital, finally pharmacy,…), by following a few practical tips  for inventory preparation, before and after the inventory :

  • Before an inventory, verify that all EQ have a unique MSF number with the report MSF100D
  • Before an inventory, identify the equipment without labels in order to assign them one.
    • Note: if a lot of equipment is unlabelled, you could review the reception procedure and define who does what.
  • Plan the different phases of the inventory and communicate the dates to the different departments.
    • Note: To speed up the execution of an inventory, do it together with department managers.
  • Identify the HR who will take the inventory so that they can include it in their activity plan and can be dedicated fully to it without being distracted.
    • Note: as indicated in the Basics, inventories must be carried out by a person independent of the  day-to-day management (segregation of duties).
  • Carry out this inventory over a short period of time in order to limit the movement of equipment.
    • Note: if travel is imperative, it must be communicated in advance to the logistics team.
  • After the inventory, manage the case of MISSING or never-inventoried equipment.
    • Note: If necessary, take out this equipment from the fleet in agreement with the Coordination.