SOP : Distribution and Management of Membership Booklets and Pamphlets

13 May 2025

This SOP outlines the standardised procedure for ordering, storing, and distributing

company media materials—including membership booklets, pamphlets, car

competition flyers, and other printed materials—across all branches and

representatives. The goal is to improve accountability, reduce wastage, and ensure

streamlined access to materials.

This procedure applies to all staff, branch representatives, and departments who

require printed media materials for operational and marketing purposes.

2. PROCEDURE

Step 1: Submitting a Request

● All material orders must be submitted through the Consumables Order JotForm

on the staff portal.

● Orders should specify the exact quantities needed, the orders will be in bundles

of 50.

Step 2: Processing and Booking Out

● The Acquisitions Administrator will receive the request, check stock availability,

and book out the requested items.

● The Acquisitions Administrator will coordinate with a company driver for

collection and delivery.

Step 3: Collection and Signature

● The requesting party must sign for the materials upon receipt.

● A copy of the signed handover may be retained by the Acquisitions

Administrator for records.

Step 4: Usage Guidelines

● Membership books and pamphlets must be used sparingly and responsibly.

● Do not stockpile materials; order only what you will realistically use.

● There is weekly driver availability, so frequent small orders are encouraged

instead of bulk requests.

All stock is centrally stored at the NLA premises near the Acquisitions Administrator. No

stock will be kept at Head Office.

Failure to comply with this SOP may result in restricted access to printed materials. The

cost of waste is high, and all staff are expected to support cost-saving and

accountability measures.

By order Nanique Joubert Wisani/NLA

Download this SOP here:

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