There are different types of store codes designed to suit the requirement. These may be based upon the type of store item, the Purpose for which items are used or on any other application of that item. The common methods of store codification are as follows:
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1. Alphabetical codification
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2. Numerical codification
3. Mnemonic codification
4. Combined alphabetical & numerical codification
5. Decimal codification
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6. British/Brisch codification
7. Kodak codification
8. Colour codification.
1. Alphabetical Codification:
In this method, letters of the alphabet are used to describe an item. Sometimes combinations of alphabets are designed to give a mnemonic meaning e.g.,
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BT-Bolt
NT-NUT
PN-PIN
SC-Screw
RT-Rivet
SM-Steel Mild
SMA-Steel Mild Angle
SMC-Steel Mild Channel
Since the numbers of Alphabets are limited, even with a combination of letters as above there is a serious limitation to the number of items which can be uniquely coded under this method. Further, sometimes the same combinations of the alphabets are capable of different meanings.
It is also not easy to evolve a combination of letters to give a mnemonic meaning in which case alphabets have to be used without attaching any particular meaning. This method is not suitable except for tiny organisations where the number of items to be coded is very, very limited.
2. Numerical Codification:
Against the alphabetical system, the numerical system is based on numbers, simple numbers, block numbers or dash/stroke numbers. Examples are:
(a) Simple Number:
One number is allotted against each material, with some other number being kept as provision for other items.
(b) Block Number:
The numbers are so designed as that material of similar nature or group comes under one block. As, for example, raw material block comes under 1-1000, consumable oil and lubricant materials block comes under 1001-2000, packaging materials block come under 2001-3000, jigs, tools and fixtures materials block come under 3001-4000 and so on.
Again, Raw material block may be subdivided into small blocks according to the category of materials, as for example, iron, steel and allied group, copper, nickel, alloy etc.
1-100, 101-200, 201-300, 301-100, 401-500 respectively.
(c) Dash/Stroke Number:
A further improvement over the block numbering is Dash/Stroke’ numbering system. A Dash or stroke is put against the main element of the material in order to code the material in the same group.
3. Mnemonic Codification:
When we use letters to help memory, we call such a system a mnemonic system. This system is therefore, a special application of the alphabetical system. Alphabets are allotted to an item according to its initials or abbreviation. For example,
Mnemonic system alone is confusing since one symbol may convey impression of two or more objects, as for example, ‘FIT may mean furniture or fuel or St may indicate stationery or steel.
4. Combined Alphabetical & Numerical Codification:
This system, as the name suggests, is the combination of both the alphabetical and the numerical system described before. In order to improve upon the alphabetical system, and also to take advantage of the numerical system, this system allows alphabets to be retained to a limited extent and then uses the number codes.
The materials are first grouped under some main classes and then it allows sub grouping under numbering system. The table 14.2 states the illustration for combined alphabetical and numerical codification system.
5. Decimal Codification:
Under this system of codification, within the range often numerals 0-9, some significance is attached to every digit in the code. Thus, the whole range of items in stores can be codified without difficulty. Generally 7 to 8 digits will be found sufficient for all practical purposes, but it may also be extended upto 10 digits in order to accommodate any other characteristic of the material desired to be described.
The entire ranges of items have first to be classified under a broad class. Further classification will follow some group patterns, according to their particular nature. Further sub-divisions will follow for type, size, grade, shape, condition etc.
Thus, digital numbering order will be first digit will signify the broad class, the second digit, will signify the group, third digit will signify the sub-group, fourth digit will signify the type, fifth digit will signify the size, sixth digit will signify the grade, seventh digit will signify the shape and eighth digit will signify the condition and so on.
This means that after the stores’ items have been primarily classified under broad classes, each group and sub-grouping will again allow 8 different classifications according to type, size, grade etc.
Under this significant and sequential numerical decimal system of coding, much importance is attached to digital significance of each and every digit and then the sequential order follows as described above. From the diagram (Fig. 14.2 (a)), the digital code structure may be visualised.
If however for any particular class characteristic, more than 10 sub-divisions are necessary, the one digit decimal system can be necessary, the one digit decimal system can be substituted for two-digit decimal system. For example if for type, size and grade, it is thought that provisions have to be made for more than ten, it may be done by a decimal after two digit numerals. This will make a provision for 100 items in each group starting from 00-99 (Fig. 14.2 (b)).
6. British/Brisch Codification:
The Brisch system named after a prominent consulting engineer in the UK consists of seven digits and is applied in three phases. The items are grouped into suitable preliminary categories, such as assemblies, sub assemblies, components, off the shelf items.
After these preliminary categories, items are grouped with in the respective groups in order to bring similar items together. The Brisch system, though it consists only of seven digits, is quite comprehensive as the basis is on logical major groupings.
7. Kodak Codification:
The Kodak system has been developed by East Man Kodak Company of New York which consists of 10 digits of numerical code. The logic of major grouping is based on sources of supply. All materials are divided into 100 basic classifications, contributed only by procurement considerations.
For instance, a bolt is listed as hard ware item if this is listed in hard ware catalogues and available with hard ware suppliers. If this bolt, however, is available only as part of the machine, it will be available under maintenance. Each class is divided into 10 sub-classes. For example, if class 20 represents cutting tools then 200 represents drills, reamers, counter bars etc.
8. Colour Codification:
This system uses colour marking for easier and more ready identification on metals, bars, pipe, drum and cable. Common colour codes for metals are as follows (Table 14.3):
If the above items are sub-divided then the colour of the sub-divided items can be represented as follows (Table 14.4):
Secondary colours can be used to give more information e.g., blue and white could indicate high speed steel, and so on.
Colour identification is the best method to identify steels of different types. Indian standard institute have also issued a few standards on colour making as under:
IS 2049-1963: Colour code for the identification of wrought steels for general engineering purposes.
IS 2379-1963: Colour code for the identification of pipe lines.
IS 2479-1969: Colour code for the identification of aluminium and aluminium alloys for general engineering purposes.
Where ever standard colour codes are available, as above, they may be used with advantage. Where no such codes have been evolved so far, the organisation must develop a local code where ever a mix-up is feared. It will be disastrous if no such initiative is taken.