New World Survival · Donations and logistics
Donations and Distribution Operations Workbook
Define the acceptance policy, resource request, inventory, site layout, expense controls, incident record and closeout before opening intake.
Operating decision
1. Name the exact role
Operation name
Authorizing body
Operations lead
Finance lead
- Share verified requests
- Receive financial gifts
- Receive requested material goods
- Operate a distribution site
Recipient, service area and closing condition
Donations acceptance policy
2. Publish what the site will and will not receive
| Requested item or fund | Condition and packaging | Quantity limit | Delivery method and hours | End date |
|---|---|---|---|---|
Items the site will decline and referral destination
Stop when capacity is reached.
Gratitude does not require accepting an item the operation cannot inspect, store, protect, transport or distribute.
Resource request form
3. Verify the need before seeking supply
Requesting organization and authority
Date, time and priority
Exact item, quantity and specification
Needed by and destination
Transport and receiving contact
Approved, referred, declined or filled
Purpose, safety conditions and closeout
Household request slip (no diagnosis, no account of what happened)
| First name and phone | What is needed | By when | Passed to whom | Outcome and date |
|---|---|---|---|---|
Supply-cache inventory
4. Account for custody and usable stock
| Item and unit | Opening | Received | Released | Loss or disposal | Closing | Location |
|---|---|---|---|---|---|---|
Receiving or release record
| Date and time | Source or destination | Item and quantity | Condition | Accepted or released by |
|---|---|---|---|---|
Distribution-site layout worksheet
5. Draw the service path and restricted zones
- Vehicle, transit and pedestrian arrival
- Accessible drop-off, route and service point
- Information and communication support
- Queue, waiting and lower-stimulation area
- Receiving, inspection, storage and rejected goods
- Distribution, exit and emergency access
- Staff, records, cash and restricted areas
- Toilets, hand hygiene, waste and weather protection
Shift roster and hours
6. Staff the operation the supervisor can manage
| Role | Name | Check-in | Assignment | Supervisor | Check-out |
|---|---|---|---|---|---|
| Site lead | |||||
| Safety and access | |||||
| Receiving and inventory | |||||
| Distribution | |||||
| Finance and records | |||||
| Traffic and information |
Expense and volunteer-hours log
7. Preserve the evidence required for reconciliation
| Date | Request or purpose | Vendor or volunteer | Amount or hours | Approver | Receipt or record ID |
|---|---|---|---|---|---|
Incident and injury report
8. Record and route what happened
Emergencies
Call 911 first for any emergency, including a person who is unwell in the heat or cold. Complete this record afterward.
Call 911 first for any emergency, including a person who is unwell in the heat or cold. Complete this record afterward.
Date, time and location
Reporter and contact
People involved
Immediate action
Observed facts, injury or damage
Emergency or safeguarding notification
Supervisor and insurer notification
Evidence or record location
Follow-up owner and due date
Closeout
9. Reconcile, transfer and report
- Public intake message has been closed or corrected.
- Inventory balances and discrepancies are approved.
- Funds, receipts, restricted gifts and expenses are reconciled.
- Remaining goods have an authorized destination or disposal method.
- Incidents, injuries and safeguarding matters are routed.
- Personal information is returned, retained or destroyed under policy.
- Facility, neighbors, waste and restoration are complete.
- Results, lessons and corrections are reported.
Operations approval
Finance reconciliation approval