Inventory Management Isn’t Just Shelves and Bins

By Rosita Johnson

When people hear "inventory management," they might picture a dusty warehouse with shelves stacked high and someone with a clipboard walking around squinting at labels and taking notes. At ASCI, we’ve taken that dusty image and turned it into a well-oiled, data-driven, safety-first operation that moves everything from gloves to turbines.

Let's Talk Scale

Our long-term contract with one of the largest oil operators in & gas companies in Alaska was no small operation. We managed over 60,000 inventory items worth several hundred million dollars in one of the most remote and weather-challenging environments in the United States. From AA batteries to 36” pipe, every item was tracked, cycled, and managed with a 99%+ accuracy rate. That didn’t happen by accident. We developed a robust cycle count program featuring daily random counts and quarterly scheduled counts, tailored to each item’s criticality, value, and turn rate.

In addition to our cycle count program, we maintained rigorous performance tracking through quarterly Key Performance Indicators (KPIs) for the client and internal monthly reporting. These reports helped ensure inventory accuracy stayed within acceptable thresholds at all times. Any discrepancies, whether missing items or unexpected overages, were thoroughly investigated. We didn’t just log the issue and move on. For high-value or high-criticality items, we conducted full root cause analyses to understand exactly what went wrong and how to prevent it from happening again. Accuracy wasn't just a metric, it was a priority

Not Just Big, But Smart

Inventory management isn’t just about having enough stock. Stocking levels should be reviewed frequently to reflect actual usage, seasonal patterns, and upcoming project demands. Excess inventory ties up capital and space, while shortages can halt operations. Regular reviews help strike the right balance between availability and efficiency.

Equally important is having a strong surplus program in place. Items that are no longer needed, obsolete, or slow-moving shouldn’t just gather dust. We work with our clients to assess, reallocate, or dispose of surplus items through appropriate channels. Whether it’s redeployment, resale, donation, or recycling, a good surplus program reduces waste, frees up space, and even recovers value.

Our contract with a federal customer in Alaska is a strong example of end-to-end inventory control. We manage a 10,000-square-foot warehouse in Anchorage, housing 500+ line items, ranging from office supplies and tools to cleaning products and toilet paper. What makes this operation unique is that the inventory is ASCI-owned and sold to federal customers. We handle the full supply chain: procurement, inbound logistics, warehousing, inventory management, and outbound delivery. We maintain a rolling 90-day supply that’s adjusted for seasonal demand, ensuring shelves are stocked without creating waste. Overstock and aging inventory are reviewed regularly and cleared out as needed, keeping warehouse space available and operations flowing smoothly.

Inventory Specialist Performing Cycle Count

System Changes? Don't Wing It

Any time you're upgrading or transitioning to a new inventory system, it’s a high-risk moment for accuracy. A lack of clear processes or bad data can lead to major headaches, especially if you carry critical spares and/or high value items in stock. That’s why having strong processes and oversight during system transitions is extremely important.

Over the years, we’ve used our own software SmartStager to help several clients track and manage materials through ERP changes and large-scale project staging. SmartStager is a web-based cloud hosted tool that gives full transparency from order to receipt to issue, including staging at consolidation points or fabrication sites. It’s particularly useful for keeping eyes on materials in transit or waiting for project use, even flags what’s left over for possible redeployment or surplus.

If your inventory is relatively small with just a few hundred items, a robust tool like SmartStager might be more than you need. However, regardless of system size, it’s critical to have a solid process in place to validate and clean your inventory data before the old system is shut down. Transferring inaccurate or incomplete data into a new system only creates new problems with a different interface.

Safety Is Not Optional

Safety should be built into every part of the inventory management process. It is not just about wearing the right gear, although full Personal Protective Equipment (PPE), including steel-toed boots, gloves, safety glasses, and vests, should always be required. It is also about having clear and enforceable rules that guide how the work is performed, such as when and how to use a ladder. There should be specific guidelines on when ladders can be used, what type is appropriate, and when a spotter is required. For certain counts or high-risk areas, a second person must be present, not just for efficiency, but to ensure everyone stays safe.

Why It Works

Effective inventory management is about more than keeping track of what is on the shelves. It requires accurate data, consistent processes, the right tools, and a strong commitment to safety. Whether supporting a small operation or a complex supply chain, the fundamentals remain the same: know what you have, where it is, and how it moves. Transitions between systems, managing surplus, and maintaining accurate stock levels are all opportunities to improve operations and reduce waste. At ASCI, we have applied these principles across a variety of industries and environments, helping clients build practical, scalable inventory systems that work in the real world, not just on paper.

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ASCI specializes in helping businesses like yours to address supply chain management challenges. Visit our website to learn more and to arrange for a free consultation.