Standard Practice for Inventory by Exception (IBE)

SIGNIFICANCE AND USE
5.1 Asset verification is conducted to assess the accuracy of asset records and verify information regarding the asset.  
5.2 Before considering a physical inventory method, take into account the current policies and procedures of your entity. Questions such as what items must be inventoried, how often inventories need to occur, and why are we conducting an inventory are important to support these policies.  
5.3 IBE decreases the time required to conduct an inventory, especially as operational and asset management systems achieve a greater level of integration.  
5.4 The procedures and plans for an IBE must be documented and approved in accordance with Practice E2132.  
5.5 IBE allows the physical inventory process to only focus on locating assets that were not touched or physically inventoried.  
5.6 IBE decreases the number of assets requiring an inventory reconciliation during a specific cycle. This can greatly increase the productivity of staff who are tasked with performing a physical inventory.
SCOPE
1.1 This practice describes the method used to verify the existence of items on record using IBE. It does not provide a method for verification of completeness of records.  
1.2 In accordance with the provisions of Practice E2132, this practice clarifies the implementation of IBE as an effective and efficient inventory practice.  
1.3 This practice does not override or increase requirements specific to governmental authorities. To the greatest extent practicable, the guidance in this practice should be considered by these entities where efficiencies can be gained.  
1.4 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety, health, and environmental practices and determine the applicability of regulatory limitations prior to use.  
1.5 This international standard was developed in accordance with internationally recognized principles on standardization established in the Decision on Principles for the Development of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.

General Information

Status
Published
Publication Date
30-Jun-2021
Technical Committee
Drafting Committee
Current Stage
Ref Project

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ASTM E3298-21 - Standard Practice for Inventory by Exception (IBE)
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This international standard was developed in accordance with internationally recognized principles on standardization established in the Decision on Principles for the
Development of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.
Designation: E3298 − 21
Standard Practice for
1
Inventory by Exception (IBE)
This standard is issued under the fixed designation E3298; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
INTRODUCTION
Physical inventory verification is the process of comparing an entity’s official list of assets to the
actual assets.This requires planning and execution that can incur a significant dedication of resources.
Inventory verification is used to verify or assess if controls are working. Controls are used to verify
the existence, condition, and location of an asset. Traditional inventory verification is conducted by
directly touching assets by means of a sight-touch method during a scheduled inventory period.
The verification that assets exist can also be performed indirectly using IBE. IBE counts assets that
have been touched physically or electronically during the inventory cycle as already inventoried. IBE
includes actions or transactions where assets are touched by independent systems or disinterested
parties throughout the inventory cycle. Documentation supporting the transaction should be included
as part of the accountable record.
When implementing this type of inventory, it is extremely important to define what constitutes a
touch. A touch in this context verifies asset existence.
1. Scope 2. Referenced Documents
2
1.1 This practice describes the method used to verify the 2.1 ASTM Standards:
existence of items on record using IBE. It does not provide a E2132 Practice for Inventory Verification: Electronic and
method for verification of completeness of records. Physical Inventory of Assets
E2135 Terminology for Property and Asset Management
1.2 In accordance with the provisions of Practice E2132,
E2495 Practice for Prioritizing Asset Resources in
this practice clarifies the implementation of IBE as an effective
Acquisition, Utilization, and Disposition
and efficient inventory practice.
E2608 Practice for Equipment Control Matrix (ECM)
1.3 This practice does not override or increase requirements
specific to governmental authorities. To the greatest extent
3. Terminology
practicable, the guidance in this practice should be considered
3.1 Definitions—Fordefinitionsrelatedtopropertyandasset
by these entities where efficiencies can be gained.
management, refer to Terminology E2135.
1.4 This standard does not purport to address all of the
3.2 Definitions of Terms Specific to This Standard:
safety concerns, if any, associated with its use. It is the
3.2.1 disinterested parties—persons without stewardship,
responsibility of the user of this standard to establish appro-
pecuniary, fiduciary, or other responsibilities or interest.
priate safety, health, and environmental practices and deter-
3.2.1.1 Discussion—Disinterested parties in the context of
mine the applicability of regulatory limitations prior to use.
this practice are those entity and contracted personnel who are
1.5 This international standard was developed in accor-
required to perform activities outlined in 6.2 who do not have
dance with internationally recognized principles on standard-
asset ownership or custodial responsibility outside of the
ization established in the Decision on Principles for the
specific action being performed in relation to those outlined in
Development of International Standards, Guides and Recom-
6.2.Any party who has a segregated duty in the asset addition,
mendations issued by the World Trade Organization Technical
deletion, or edit process is inherently NOT a disinterested
Barriers to Trade (TBT) Committee.
party.
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This practice is under the jurisdiction of ASTM Committee E53 on Asset
2
Management and is the direct responsibility of Subcommittee E53.01 on Process For referenced ASTM standards, visit the ASTM website, www.astm.org, or
Management. contact ASTM Customer Service at service@astm.org. For Annual Book of ASTM
Current edition approved July 1, 2021. Published July 2021. DOI: 10.1520/ Standards volume information, refer to the standard’s Document Summary page on
E3298-21. the ASTM website.
Copyright © ASTM International, 100 Barr Harbor Drive, PO Box C700, West Conshohocken, PA 19428-2959. United States
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E3298 − 21
3.2.2 electronic asset verification (EAV)—electronically 5.3 IBEdecreasesthetimerequiredtoconductaninventory,
confirming the existence, location, and status of an asset or especially as operational and asset
...

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