Why one log beats everyone's memory
Once water reaches inventory, memories of what sat where fade fast. Different people remember different pallets, and the shipping records don't always match what was physically on the rack. One loss log, started early and owned by one person, becomes the source of truth for the claim, for supplier credits and for your own reconciliation.
The layout below is plain on purpose, so it works in a spreadsheet, on a clipboard or on a printed form. What matters is consistent categories and honest entries. If a number is an estimate, write that it's an estimate.
Watch the versions. Spreadsheets multiply fast when several people touch them, and by the end of an event there can be four copies with four totals. Decide in advance where the master file lives, who can edit it and how changes get tracked. On paper, scan the sheets at the end of every shift so there's a dated backup. When someone later asks who counted what, a dated trail beats anyone's recollection.
Suggested columns
| Column | What to enter | Format |
|---|---|---|
| Date and time | When the item was assessed | Date plus time of day |
| Location | Zone, aisle, rack and level | Zone letter and bay number |
| Item or SKU | The product identifier | As it appears in your system |
| Quantity | Units, cartons or pallets | A number with its unit |
| Condition | Dry, damp, soaked or contaminated | One of the four terms |
| Group | Keep, hold or discard candidate | One of the three terms |
| Photo reference | File name or photo number | A plain file name |
| Notes | Anything unusual | Free text |
Habits that keep the log trustworthy
Condition terms everyone should share
- Dry
- No visible or measurable moisture on the goods or the packaging.
- Damp
- Packaging or surfaces are moist, but the contents look unaffected.
- Soaked
- Goods or packaging were saturated or sat under water.
- Contaminated
- Contact with dirty water, chemicals or unknown liquids is suspected.
When to update the log
- First shift
- Start the log with the first counts and photos.
- Each day after
- Update conditions and groups as goods get reviewed.
- After the insurer or a supplier weighs in
- Record each decision and who made it.
- Close-out
- Reconcile against the shipping records and finalize.
Common questions
Should the log include items that are fine?
Yes, at least for the affected zone. A record of what stayed dry shows where the loss ends.
Who sees the log?
Usually operations, finance and the insurer. Share only what each one needs.
General information for Commerce City, not a quote or professional advice. In an emergency, call 911.