Stores Depots Management Overview

A daily log to record materials received at the yard, including details like date, wagon/cart number, railway receipt, consignor's name, material description, and weights.

A specific register (S-1215) functioning as a log for all incoming materials, including those from local stations for complete depot record.

Materials delivered without accompanying paperwork. Yard Foreman must record details, instantly report situation, & try to procure papers.

Unique identification number for the transport vehicle carrying the materials.

Identifying details on the railway receipt for the transported materials.

Detailed description of the received materials, including type and quantity.

Total weight of the wagon including the material loaded.

A special type of purchase return used when materials are received on loan from other railways.

A register (S. 1223) kept by the depot storekeeper to track materials borrowed from other railways.

The account where credits for borrowed materials from other railways are recorded.

The preferred method for exchanging materials between railways, rather than loaning.

Materials received at the depot that don't fit the standard categories of stores listed in paragraph 1218.

Materials that are returned to the depot because they don't meet the requester's specifications.

A document created when rejected stores are returned to stock.

A specific register used to keep track of miscellaneous receipts at the depot.

A person responsible for managing materials in a storehouse or depot, ensuring safety and proper record-keeping.

A document that records the movement of keys for stores and offices, including receiving and returning times.

A secure container used to transport and store keys, often locked with another key.

A single key that can unlock multiple locks, providing access to various storehouses or offices for emergencies.

A person responsible for managing timekeeping and key security in a depot or storehouse.

At closing, keys are collected, secured in despatch boxes, and locked in a safe. The safe's key is locked in another box, and the final key is given to the Depot Store Keeper.

The Time-Keeper's safe is further locked with a key kept in another glass-covered box, and this box's key is given to the Depot Store Keeper to ensure the safe's security.

The Key Register documents when the keys are picked up and returned, ensuring accountability and preventing unauthorized access.

A clerk is designated each week to receive keys and open the ward.

The Time-Keeper or their Assistant must remain in the office until all keys are received and locked in the safe, ensuring security until all keys are accounted for.

The Depot Store-keeper is responsible for protecting store and scrap materials from deterioration and loss. Valuable items should be kept in locked sheds and bins. Special care should be taken with flammable materials like fabrics, rubber, and charcoal.

Flammable materials like Polyester & Cotton fabrics, rubber, plastic, charcoal, timber, hemp, and petroleum products require extra attention to prevent fire hazards.

Security staff at the depot responsible for watch and ward work, patrolling, and ensuring safety.

A contingent of the RPF usually provides security at the depot gate, patrolling, and maintaining watch.

Chowkidari staff should ideally be recruited from army and police pensioners who are physically fit, per Railway's Medical Officer.

Chowkidari staff should always wear the Railway's uniform while on duty.

The hours of duty for chowkidari staff must comply with this Act and its rules.

A schedule showing the hours of duty for each depot should be prepared and kept available.

During night shifts, chowkidars should patrol the yard, checking locks on doors, gates, godowns, and reporting any suspicious activity to the Head Rakshak.

The Depot Store-keeper instructs chowkidars daily on their patrol times for the following night, and these times should vary from day to day.

All materials are received in the wards through the Receipt Section, alongside vouchers, with entries made on the Receipt Section's registers.

Upon receipt, materials are meticulously checked against the vouchers, ensuring quantity and specifications match the details provided.

All iron and steel bars are marked with approved paint colors upon arrival, indicating their quality and grade, except for Class II steel which remains unmarked.

This type of steel is distinguished by the absence of any color marking, in contrast to other steel grades which are marked with specific colors.

The standard marking colors for iron and steel bars are defined by the I.R.S. Specification A. 436, signifying different grades and qualities.

The General Manager, in consultation with the Chief Accounts Officer, sets security deposit amounts for staff handling stores. This ensures accountability.

All incoming materials are initially placed in a Receipt Shed, separated from existing stock. This prevents mixing and ensures proper tracking.

The Yard Foreman manages the receiving process, including weighing incoming vehicles and unloading materials while ensuring proper documentation is present.

Upon receipt, materials are meticulously checked to ensure the correct quantity and specifications match the accompanying vouchers. This ensures quality and accuracy.

Class II steel is identified by being unmarked, unlike other grades that have specific color codes.

These security personnel are responsible for patrolling the depot, ensuring the safety of stores and materials. They report any suspicious activity.

Flammable materials, like fabrics, rubber, and charcoal, require extra attention to prevent fire hazards. These are kept separately and in safe environments to minimize risks.

The Yard Foreman manages the receiving process, including weighing incoming vehicles and unloading materials. They also make sure all necessary paperwork is present.

Class II steel is identified by being unmarked, unlike other grades that have specific color codes. This helps distinguish it without relying on color.

All materials are received in the wards through the Receipt Section along with vouchers. The Receipt Section also keeps a register for each item.

Upon receipt, materials are meticulously checked against the vouchers. This ensures the correct quantity and specifications match, guaranteeing quality and accuracy.

Essential equipment like fire extinguishers, water hydrants, and hose pipes needed to combat fires in store depots.

Materials like hemp, oil, and charcoal can catch fire on their own due to chemical reactions, without an external flame.

A method of organizing materials in a depot by stacking them in uniform rows and layers for easy inventory management.

Painted markings on bins that show pre-defined quantities of materials, allowing storekeepers to quickly estimate stock levels.

A responsible staff member oversees the movement of materials to prevent damage and ensure worker safety.

Some depot staff are trained in first aid to respond to accidents during material handling.

They are responsible for keeping the stores safe from damage and loss, especially valuable and flammable items.

Moving stores from one depot to another. It requires proper documentation and accounting for shortages.

A designated area in a depot where specific types of stores are kept.

The person responsible for managing a specific ward and its stores.

A lower-level employee who assists the main Depot Store-keeper in managing a ward's stores.

Responsible for the safekeeping of stores in their ward and carrying out instructions related to safety and storage.

The actual arrival of goods into the ward, accompanied by proper documentation.

Managing the storing and dispensing of materials within the ward.

Creating documents to record the transfer of materials from the ward.

Administrative tasks involved in managing stores, excluding physical handling.