1. CODIFICATION
Navindu Munidasa
MSc Logistics and Supply Chain (UK) (Reading); BSc Operations and
Logistics Management (UK); Dip in Computer Hardware and Networking ;
Certificate in Motor Mechanism (CGTTI); Certificate in Workshop Practices
(CGTTI)
2. 9 COMMON METHODS OF STORE
MANAGEMENT AND CODIFICATION
1. Alphabetical
codification
2. Numerical
codification
3. Mnemonic
codification
4. Combined
alphabetical &
numerical codification
5. Decimal
codification
6. British/Brisch
codification
7. Kodak codification 8. Colour codification 9. NATO codification
3. 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.,
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 organizations where the number of items to be coded is very, very limited.
4. 2. NUMERICAL
CODIFICATION
• Against the
alphabetical system,
the numerical system is
based on numbers,
simple numbers, block
numbers or
dash/stroke numbers.
Examples are:
5. (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
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
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.
6. 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.
7. 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.
8. 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.
9. • 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 visualized.
• 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)).
10. 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.
11. 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.
12. 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 colors can be used to give more
information e.g., blue and white could
indicate high speed steel, and so on.
