Overview
We have tools, resources and systems and we need to answer the same questions for each:
- What is it?
- Who does it belong to?
- Where is it (or where should it be?)
- Is it available or assigned/checked out by a particular person?
- Where do I find out more about the thing?
We currently track this stuff in a google sheet. When it grows up it wants to be a database.
How it works
The google sheet is owned by the `system@` eugenemakerspace.com account. If you don't have access to edit this already, you can request access, or ask a lead or board member to update the inventory for you.
There's an app script attached to that sheet that gives us a simple web page for each item. That's handy as with a URL we can create short links and QR Codes. The app script basically just enumerates the column values and links up the URLs in there.
The schema: what each column means
ID
is the unique identifier. We use the ID in the URLs that get bookmarked, QR Coded etc. IDs need to be stable and shouldn't be changed once an item is entered into the inventory.
Name
is a short product or descriptive name. Ideally this fits on a label & trips off the tonque. It doesn't need to be unique, but if it helps to disambiguate, you can add a number or something (e.g. Thing 1 and Thing 2)
Quantity
there was a thought that we might track consumables or groups of things as one inventory item. TBD. Everything is quantity 1 right now.
Status
One of a few states indicating if its available and usable or otherwise
Assigned to
Who to contact about a thing. Some things may for exclusive use by a member - like lockers or other storage area. Or if tool is under repair, it should be assigned to a single individual as point of contact.
Location
Where does it live? One of a list of locations at the space.
Details URL
Usually a link to a wiki page - its the first stop for more information on the thing.
Agreement URL
For donated or loaned tools and equipment, we try to save and link a copy of the agreement the owner signed to google drive and link it here.
Inventory URL
We use euglink.org to create shortened URLs from the long script.google.com/a/macros/eugenemaker... etc URLs that can be shared, referenced, QR-Coded, etc. Tracking that here helps keep a single short URL per inventory item.
Owner
Who owns the thing? Most of our equipment is owned by Eugene Makerspace. Some is on loan.
Notes
Short notes. Use the Details URL for more than a few words.