SOP #771: Warehousing and Material Storage

Purpose and Scope

To formalize a departmental policy regarding the storage of material at our warehouse locations, as well as define prohibited locations for storage.

Policy and Procedures

"Covered locations" where material storage is allowed:

• Demske Culinary Support Center
• East End
• Storeroom
  • Limited to cross-docking with a maximum duration of two weeks
• Harris Hall
  • Limited to basement only

"Warehouse managers" are as follows:

• General Manager of Vending Operations - Demske Culinary Support Center
• Director of Maintenance - East End
• Director of Maintenance - Storeroom
• Senior Interior Designer - Harris Hall

Locations prohibited for use as storage:

• The following locations are strictly prohibited from being used for storage:
  • Wells Hall
  • Western Maintenance
  • Recycling Center
    • Exceptions
      • PFD Trucking materials and supplies
  • Mechanical Rooms
  • Trailers
  • Attics
    • Exceptions
      • Farmer School of Business
        • Designated storage room
      • Roudebush Hall
        • Where fire suppression exists
• Oversight
  • The Director of Maintenance or designee will review these locations quarterly for compliance with this policy
• Departments may not use spaces for storage that are not assigned to that department

Fire Safety:

• The types of materials stored in approved areas must be consistent with the design of the sprinkler system in these areas.
  • Materials such as mattresses, plastics, and furniture made of polyurethane foam, are not permitted in sprinklered buildings. Contact the University Fire Marshal for guidance on storing these types of materials.

Approvals:

• An approval is required in advance of material arriving at a covered location
• Request for approval must be made in writing via email to the Senior Director of Operations at PFD
• The request for approval email must copy the following individuals
  • Associate Vice President of Physical Facilities
  • The appropriate “Warehouse Manager”
  • Assistant Manager of Trucking
• The request for approval must contain the following information:
  • A complete inventory - in spreadsheet form - of the items to be warehoused
    • Name of the item
    • Quantity of the item
    • The latest date the item is expected to be removed from storage
  • The name and contact information of the person responsible for these items
  • Desired storage location and why.  For example, climate control needs.
    • Physical Facilities Department will evaluate the products being stored for suitability with fire safety codes
  • Expected arrival date of items
• Approved requests will be entered into the work order system for tracking purposes

Arrival and Unloading:

• Once an approval is received, arrival of material for storage must be coordinated with the “Warehouse Manager” should the expected arrival date of items change
• The “Warehouse Manager” or their designee must be physically present at the location during the arrival of items for storage
• Requirements in order for a truck to be unloaded and items stored:
  • All items must be labeled and match the inventory spreadsheet
    • Items not labeled or not on the inventory spreadsheet cannot be unloaded.  NO EXCEPTIONS.
    • If items are boxed, box labels are acceptable
• The “Warehouse Manager” must reject any items for unloading that do not meet these requirements
  • If Miami University Trucking is used, the Assistant Manager of Trucking must make sure items comply with this SOP at the time of loading.

Storage:

• Warehoused items will be stored in a neat and orderly manner at all times
• The “Warehouse Manager” will notify the person responsible for these items, the Senior Director of Operations and the Associate Vice President of Physical Facilities any time items are warehoused beyond their expected warehouse date
• Owners of items currently in storage at a covered location prior to implementation of this policy will be required to:
  • Label items that are to be kept in storage
  • Create an inventory of items to be kept in storage
    • Name of the item
    • Quantity of the item
    • The latest date the item is expected to be removed from storage
  • Send the completed inventory to the Senior Director of Operations and the Associate Vice President of Physical Facilities
• Owners of items currently in storage at a prohibited location must develop a plan with due dates for removal of these items
  • Send completed removal plan to the Senior Director of Operations and the Associate Vice President of Physical Facilities

Disposal:

• Items stored in any location without authorization may result in the disposal of these items

Revision History

• December, 2024