How do facilities identify and manage requests and purchases of sensitive supplies?

• A. Verbal approvals only
• B. Logs, charts and electronic databases.
• C. Paper receipts only
• D. Public postings on walls

Answer: (B)

Tracking sensitive supplies requires a formal, auditable system that records every step from request to issue to reconciliation. Logs, charts, and electronic databases provide that traceability: they capture who requested the item, what item and how much, when the request was made, the approvals it underwent, who issued it, and when it was returned or restocked. This creates a clear trail that can be reviewed during audits, investigations, or inspections, helps enforce proper access, and supports timely reordering to prevent shortages or overstock. An electronic database, in particular, can enforce role-based access, generate alerts for thresholds, and maintain a searchable record of all activities, making accountability much stronger.

Verbal approvals lack a lasting record and are easy to misplace or misinterpret. Paper receipts alone do not provide centralized, real-time tracking or robust audit trails, and they can be lost or altered. Public postings on walls are insecure and not suitable for confidential or controlled items, as they expose sensitive information and do not support proper authorization controls or traceability.