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Keep it simple, low cost, low tech
If you want to get a computer application, there are easily a hundred or more excellent ones. Quality Digest does a review of them every year or so; a search of articles or buyers guides in their web site may be useful.
If you are using a manual system (or a computer spreadsheet, which amounts to the same thing) then why not try this:
· Estimate how many tools and gages you have now, and how many more you will buy in five years. Add them and multiply by 10 - that will give you an idea of how many digits to use.
o Example: if you have 150 now and may add 200 more over five years, (150+200)*10=3500 which means to use four digits for the numbering system.
· Start listing the tools in whatever random order you pick them up.
· Assign the first one the number 0001. Assign the second one the number 0002.
· And so on.
That will give you a system that is good for 9,999 items ... but you will be able to justify a computer system (and screaming for one) long before you get to that many.
Actually it doesn't matter what identification system you use, as long as
· everyone in your company (who needs to) knows what it is and how to use it,
· it is applied consistently,
· the system ensures that every tool has a unique identification,
· identifications are never ever re-used.
Also, the identification doesn't have to be a number, but numbers and/or letters are the easiest way to make sure each identification symbol is unique and easy to interpret.
When recording data, you will need at least the manufacturer, model, options (if any), description, and serial number; as well as anything else your company requires. If the tool does not have a serial number (lots of them don't), then use your identification number instead. You will probably find it useful to also record the date it was placed in service, the date the warranty expires, and the purchase cost. (Yes, that data is probably in the accounting record, but that is not always available when and where you need the data.) When you dispose of a tool, record the date and reason, but do not delete or throw away the record. And again, never re-use the identification number, because that is the "unique identification" that should only ever refer to one physical item.
By the way, calibration dates do not belong in this list. You need a separate list for calibration dates because each calibration has to have a separate entry. That is so you can easily look up the history of each tool.
If you want to get a computer application, there are easily a hundred or more excellent ones. Quality Digest does a review of them every year or so; a search of articles or buyers guides in their web site may be useful.
If you are using a manual system (or a computer spreadsheet, which amounts to the same thing) then why not try this:
· Estimate how many tools and gages you have now, and how many more you will buy in five years. Add them and multiply by 10 - that will give you an idea of how many digits to use.
o Example: if you have 150 now and may add 200 more over five years, (150+200)*10=3500 which means to use four digits for the numbering system.
· Start listing the tools in whatever random order you pick them up.
· Assign the first one the number 0001. Assign the second one the number 0002.
· And so on.
That will give you a system that is good for 9,999 items ... but you will be able to justify a computer system (and screaming for one) long before you get to that many.
Actually it doesn't matter what identification system you use, as long as
· everyone in your company (who needs to) knows what it is and how to use it,
· it is applied consistently,
· the system ensures that every tool has a unique identification,
· identifications are never ever re-used.
Also, the identification doesn't have to be a number, but numbers and/or letters are the easiest way to make sure each identification symbol is unique and easy to interpret.
When recording data, you will need at least the manufacturer, model, options (if any), description, and serial number; as well as anything else your company requires. If the tool does not have a serial number (lots of them don't), then use your identification number instead. You will probably find it useful to also record the date it was placed in service, the date the warranty expires, and the purchase cost. (Yes, that data is probably in the accounting record, but that is not always available when and where you need the data.) When you dispose of a tool, record the date and reason, but do not delete or throw away the record. And again, never re-use the identification number, because that is the "unique identification" that should only ever refer to one physical item.
By the way, calibration dates do not belong in this list. You need a separate list for calibration dates because each calibration has to have a separate entry. That is so you can easily look up the history of each tool.