From what I have seen, inventory sheets are all pretty much been the same. IE, broken down by cabinet and what is in it. A list on one side of the page and places to check them off on the other. At the top is usually a date section, and what truck, along with names who did the inventory. At the bottom a small space for REMARKS or NOTES.
However, how departments do inventory, strangely enough, can be very different. I've been in two department's that had two different approaches to the same concept. Both department's did weekly inventory checks on their practice nights, but how they did them were both unique. Both had their advantages and disadvantages.
Truck checks done weekly, after their weekly practice. Everything was checked thoroughly, including fluid levels on trucks, generators, tools, etc. The sheets themselves actually held a months worth of "check marks" for each week, and a few extras for large events, such as big calls. After the checks were done, the members had a quick meeting to debrief practice and also go over the lists (IE, anything broken or missing).
Also did truck checks weekly, only their checks were done before practice to allow more actual "hands on time" with the tools. Each week a general inventory was completed, but each week also had a specific focus. IE, a thorough check of FR equipment during week 1, small engines on week 2, special rescue (ropes, water rescue) on week 3, etc, for the month. The sheets themselves only held one weeks worth of check marks. If something was missing, it was up to the officer or firefighter of that truck to find out where it was.
- Having a months worth of "check mark boxes" vs only that weeks allowed for better tracking of tools. IE, if the left handed hose wrench was here the last three weeks, but isn't now, where did it go? However, having a single week on a sheet also allowed the sheets to be updated when equipment moves from truck to truck more regularly, which is a big issue in my current department (mainly because we have so many units)
- Having truck checks before practice is nice because it allows it to get done and out of the way, thus hopefully giving us more time to practice. However, doing checks after practice ensures that everything is put away properly.
- Those that show up just before practice still do inventory at the end of the night, vs doing it before practice and the same people keep coming in just as inventory finishes up.
- Having a thorough check each week is often time consuming, cutting down on actual practice time, but you know that it is getting checked all the time. However, on the reverse side, checking the same thing each week often leads to complacency.
- Doing a thorough inventory on items like the FR kits one week 1, rope rescue on week 2, cuts down on inventory times, but also means that the ropes, for example, can go a month without anything more than a general check to make sure they are still there.
Overall, I still have not decided which one I like best. As I said, each one has its pros and cons. I don't have any sheets that I can post a copy of right now, but I think you get the general idea.
Good luck with the project!
"No one ever called the fire department for doing something smart"
"If you don't like what you see, Why don't you fight it?
If you know there's something wrong, Why don't you right it?"