Security Stock module

See Security Stock Registry entries for details of Registry entries to configure security stock.

The Security Stock module keeps track of secure certificate stock within your organization. Use this module to record the receipt of security stock by your organization; its distribution within your organization; its return to secure storage; missing and void security stock.

The Security Stock module is designed to keep track of the movement of secure certificate stock within an organization. You will use it to record the receipt of security stock by your organization; its distribution to individuals, teams and departments within your organization; its return to secure storage; as well as missing and void security stock. Associated with the module are a number of scripts which report on lost or missing stock. By using the Security Stock module, it is possible to maintain a complete record of the movement of each sheet of security stock in a batch from the time it arrives in your organization.

As we can see below on the Security Stock module's Distribution tab, a hierarchical presentation of the history of security stock within a batch is built progressively as staff record the distribution and return of stock, as well as missing and void stock:

A Security Stock record includes details about Security Stock:

  • Received by the organization
  • Distributed within the organization
  • Returned to storage
  • Missing and unaccounted for
  • Void due to damage

Note: As every institution is able to customize Vitalware to suit its requirements, there are many different versions of Vitalware. Even where institutions have the same modules, the tabs included in each instance of the module may be different; and even where institutions have tabs with the same name, the fields on those tabs may be different. For that reason this section only provides a general description of modules, tabs and fields.

Note: Use the Field Level Help to find a description of a field as it is used in your organization. A field description can be added to every field, describing its specific use by your institution.

Tab Description

Stock

The management of security stock begins with the receipt of stock (typically uniquely numbered certificate paper) by your organization.

A new record can be created using a Barcode Scanner or by manual keying of details. The new record has a Record Type of Stock, and holds details of the type of stock (e.g. Security Paper), its status (e.g. Received) and, most importantly, the Start and End numbers for this batch of security stock (these can be barcode numbers or unique sequential numbering, e.g. sheets 1000 to 2000).

The records of any distribution, return, missing or void security stock from this batch are linked to this parent Stock record so that a complete history of all stock within a given batch is maintained (see the Distribution tab below).

Issue

When a range of security stock is distributed (issued) to individuals / groups / departments within your organization, a record is created with a Record Type of Issue.

Return

When previously issued security stock is returned to secure storage, a record is created with a Record Type of Return.

Missing

Security stock that is missing may never have been delivered (it was missing from the original batch of security stock delivered by the printer) or it may have gone missing from stock that was delivered.

A record with a Record Type of Missing is created to capture this information.

Void

Security stock that is void is stock that has been damaged in some way and cannot be used.

A record with a Record Type of Voided is created to capture this information.

Distribution

The Distribution tab provides a hierarchical view of the distribution and return of all stock from a batch, and any missing or void security stock from the same batch.

To display a record in the Stock Distribution list, select its row, e.g. [Issue - In Use] and click the View Attachments button.

Notes

See Notes tab for details.

Multimedia

See Multimedia tab for details.

Security

See Security tab for details.

Audit

See Audit tab for details.

Admin

See Admin tab for details.