RESTRICTED

MINISTRY OF DEFENCE
DIRECTORATE OF STANDARDISATION

MANUAL OF CODIFICATION
(1999)

DIRECTORATE OF STANDARDISATION
DEPARTMENT OF DEFENCE PRODUCTION AND SUPPLIES
MINISTRY OF DEFENCE
H BLOCK, DHQ PO
NEW DELHI - 110 011
RESTRICTED

FOREWORD

Over 10 years have elapsed since the Manual of Codification was last revised. During
this period several changes in respect of the organisational infrastructure as well as technology
and procedural changes in term of Information Technology and Networking Principles have
taken place and necessitated the revision of the Manual. The Standardisation Cells, AsHSP, User
Organizations, Defence PSUs and Standardisation through the Standardisation Network to
facilitate exchange of information both ways at a faster pace.
2.
The Electronic Data Processing technique being employed for the purpose of codification
and cataloguing has also introduced several modern sophistications to cater for a codification and
inventory management of the vast range of complex and diverse equipment used in the Armed
forces, coupled with requirements for ease in communication and retrieval.
3.
A scientific codification can be immensely useful to Engineers/Designers and it can help
to reduce inventory carrying costs for the spares/rotables.
4.
I hope that the revised edition of this Manual will render valuable assistance in proper
and systematic codification of the Defence inventory, so that the benefits of standardisation,
rationalisation and simplification reaches every concerned Defence Organisation.

Sd/(APJ ABDUL KALAM)

SA to RM
Chairman, Standardisation Committee
New Delhi
Jan 99

CONTENTS
CHAPTER TITLE
I

INTRODUCTION

II

ORGANISATION

III

CODIFICATION PRIORITIES AND USER RESPONSIBILITIES

IV

ITEM IDENTIFICATION PROCEDURE

CLASSIFICATION OF ITEMS AND CATALOGUING

VI

IIG SYSTEM OF CODIFICATION AND GENERAL

INSTRUCTIONS FOR FILLING REVISED DCA-11 (IIG) FORMS

VII

CACOSA PROCEDURE

VIII

ENTRY CONTROL CELL

APPENDICES
APPENDIX A

ORGANISATION OF C & C GROUP

APPENDIX B

SPECIMEN REVISED DCA 11 (IIG) FORM & REVISED IIG

FORM

APPENDIX C

CONTRACTUAL CLAUSE

APPENDIX D

RESPONSIBILITIES OF CONCERNED AGENCIES

APPENDIX E

LIST OF AsHSP/FEEDER AGENCIES AND THEIR CODES

APPENDIX F

SPECIMEN PAGE OF A CATALOGUE

APPENDIX G

CACOSA NETWORK DIAGRAM

CHAPTER - I
INTRODUCTION
1.00

Scope.
(a)
(b)
(c)
(d)
(e)
(f)
(g)

This Chapter describes:-

Definition of Codification.
Codification Process.
Definition of Cataloguing.
Essentials of a Catalogue.
Need for Codification in Defence.
Benefits of Codification.
Importance of Codification on Joint Services Basis.

(h) Defence Stores Codification System.

(j) Introduction of CACOSA Procedure.
1.01
Definition of Codification.
Codification implies evolution and employment of
a code or a system that uses a uniform pattern of numbering the items and denoting each item by
a well defined scientific nomenclature which will uniquely identify a store when so referred to.
1.02

Codification Process.

Codification process involves:-

(a) Item Identification.

Identifying items on the basis of their characteristics,
usage and manufacture and assigning an approved item name and description.
(b) Classification.
with the system.

Classifying items into appropriate classes in accordance

(c) Allotment of a Number. Assigning to items a unique item identification

number which is called Defence Stores Catalogue Number (DS Cat No.) under the
Defence Stores Codification System. Cataloguing is the resultant activity of the
codification and involves besides the allotment of DS Cat No., arranging the items in
a certain sequence to form a catalogue. The catalogue is essentially a list of items that
are in use.
(d) Recording of Identification Data.
Keeping a record of the identification
data of all items codified and allotted DS Cat Nos. for compiling a catalogue and for
checking whether a similar item has not already been codified.
1.03
Definition of Cataloguing.
Cataloguing is the procedure whereby a designer
manufacturer, inspector, stockist or supplier prepares an inventory of his wares. The system and
the organisation for doing so depends upon the size and the magnitude of the task (numbers of
item involved); the larger the number of items the more elaborate is the machinery needed for the
preparation and maintenance of catalogues and allied publications.

1.04
Essentials of a Catalute.
the following simple functions:-

However elaborate a catalogue may be, it must fulfil

(a) Provision i.e., an authority for preparation of provision demand on the basis of
which indents for purchase or manufacture are placed by stock holding organisations.
(b) Stock holding i.e., a classified index to guide storage depots in accounting and
storage functions.
(c) Unit demands and issues i.e. to enable items to be correctly and adequately
described by the demanding units and enables the issuing depots to despatch the
correct items.

(d) Handy record i.e., an authoritative unambiguous record showing what items are
current service equipments at any given time.
1.05
Essentially a catalogue is a list of items arranged in alphabetic sequence of their
nomenclature (i.e., item name and description). To prevent confusion, there must be no
ambiguity, vagueness or variation in the exact nomenclature. Hence, the nomenclature must be
laid down by a central authority. Further to speed up the use of a catalogue for the discharge of
its function listed in para 1.04 above, it must be arranged in groups and classes based on
technical, functional, user or technical-cum-user affinity basis. As nomenclature of the items,
consisting of an item name and description are usually rather long, each item must have a short
reference or code from which an identifiable description can be decoded. This is provided by
allotting a catalogue number to the item as each catalogue number is associated with an
appropriate description.
1.06
A catalogue, therefore, consists of a number of logical groups and classes. This is the
standard system of cataloguing of universal usage. Additional information like specification,
titles and reference, drawing authority and reference, suppliers/manufacturers identity and
reference may be shown in a Catalogue.
1.07
Need for Codification in Defence.
Defence Inventory consists at present of
largely uncodified and unidentified items whose full particulars are not known and recorded.
Provision, procurement, inspection, storage, maintenance and issue documents are held in the
three services for a very large inventory of items. Quite a number of these are common usage
items having identical or similar specifications but known by different names in the three
services and held under different cat/part numbers, pattern number or reference number as in
vogue in that service. This results in duplication and multiplication of stores. The system of
classification of stores in the Army, Navy and Air force is different from each other. There is a
large variety of code structure used for domestic cataloguing in the three services. Navy and Air
Force are still managing by the large with foreign catalogues.

1.08
Benefits of Codification.
A proper and uniform codification of Defence Stores
will facilitate inventory control and management in the following manner:(a) A systematic discipline helps the users to identify the required item correctly,
stock controllers to issue, purchase authority to buy the correct item and Defence
R&D organisations to select the correct item from the existing inventory.
(b) An identification number achieves economy in transations and makes automatic
data processing possible.

(c) Codification reduces variety, prevents overstocking and reduces purchase cost
by revealing duplicate and interchangeable items.
(d) Codification helps in rationalisation, standardisation and propagates the use of
standard items.
(e)

Reveals interchangeability of items within and between the Services.

1.09
Importance of Defence Codification on Joint Services Basis.
Codification of
Defence Stores on Joint Services basis in a uniform manner is also an important task for
promoting standardisation. For promoting the standardisation activities under the guidance of
Defence Standardisation Committee for utilising the benefits of standardisation, it is necessary to
provide the medium and the means for adopting a uniform codification policy by the Services
and for centrally codifying and cataloguing the items on Joint Services basis.
1.10
In the Standardisation Directive issued by Ministry of Defence on 05 Oct 1977, the
policy laid down with regard to codification and cataloguing is as follows:Services Inventory shall be codified and catalogued under the Defence Stores
Cataloguing System. This will prove a uniform supply language for the three services.
All new introductions shall be catalogued at the first instance so as to avoid
accumulation while the remaining Services Inventory will be catalogued on Priority
Weighing.
1.11
Defence Stores Codification System. The system adopted for Defence Stores
Codification and Cataloguing in our country is based on the Federal Supply Classification
System of USA. This system has been adopted in UK and other NATO countries also. Our
Defence Stores Codification System is a simplified version of the above system as followed by
UK.
1.12
Introduction of CACOSA Procedures.
In order to create a large data of
Defence Inventory it was decided by the Government in 1977 to introduce CACOSA Procedures.
Computer search will facilitate finding out if an item has already been codified or not. Provision
for retrieval of identification data will enable various information outputs for users.

CHAPTER - II
ORGANISATION
2.00

Scope.

This Chapter describes:-

(a)
(b)
(c)
(d)

Defence Equipment Codification Committee.

Composition of Defence Equipment Codification Committee.
Functions of Defence Equipment Codification Committee.
Defence Codification Authority (DCA).

2.01
Defence Equipment Codification Committee (DECC). The important of
codification and cataloguing of Defence Stores on Joint Services basis under a uniform system
was realised as early as 1959 when DECC was set up by the Government of India to give a
practical shape to the principles of Standardisation and Codification of Defence Stores, DECC
formed originally under the Government of India letter No. 86551/Std Sectt/5860/CG (Admin)
dated 29 Jun 1959 was later re-constituted vide Govt. of India letter No.
86545/1/Coord/Std/7022/D (R&D) dated 29 Aug 1975.
This Committee is the paramount body dealing with Codification and Cataloguing
activities of Defence stores on uniform basis. Committee functions under Standardisation
Committee which is the apex body that lays down broad policies. All policy decisions on matters
pertaining to codification and cataloguing and priorities for codification are taken by DECC.
Joint Secretary (S) is the Chairman of the Committee and its membership includes
representatives from all three services, DGQA, DRDO and other organisations. Director,
Directorate of Standardisation is the member secretary of DECC.
2.02
Composition of Defence Equipment Codification Committee.
composition of Defence Equipment Codification Committee is as under:-

The present

Chairman JS(S) Department of Defence Production, Ministry of Defence, New Delhi.

Member Secretary Director of Standardisation
Members
MINISTRY OF DEFENCE
Director General of Aeronautical Quality Assurance (DGAQA)
Defence Research & Development Organisation (DRDO / DRDO Tech Coord)
Director General of Armed Forces Medical Services (DGAFMS)
Directorate General of Quality Assurance (DGQA)
Director General of Quality Assurance (Admin-19)
Director of Quality Assurance (Vehicles) DQA(V)
Director of Quality Assurance (Electronics) DQA(L)
Director of Quality Assurance General Stores DQA(GS)
Director of Quality Assurance Engineering Equipment DQA(EE)
Director of Quality Assurance (Armament) DQA(A)
Director of Quality Assurance (Naval) DQAN
Director of Quality Assurance (Warship Project) - DQA(WP)
Army Headquarters
Director General of Ordnance Services (DGOS)
E-in-C Engineer-in-Chief, Engineer-in-Chiefs Branch (E-in-C)

ADGWE
Std Cell (Army)
Naval Headquarters
DGAS
Director of Naval Armament Inspection - DNAI
Director of Naval Air Material - DNAM
Director of Systems (Electrical) DOS(L)
Director of Systems Engineering DOS(E)
Std Cell (Navy)
Directorate of Clothing & Victualling - DCV
Air Headquarters
Director of Maintenance Cataloguing DD(Cat)
Directorate of Quality Assurance Services (Aero) - DDQAS
Std Cell (Air force)
Directorate of Stores
Ordnance Factory Board
Representative of Ordnance Factory Board
Vehicle Factory, Jabalpur
Representative of Vehicle Factory, Jabalpur
PUBLIC SECTOR UNDERTAKING - PSUs
Representative of PSUs for Defence Production & Supplies
2.03
Functions of Defence Equipment Codification Committee.
DECC are given below:-

Functions of

(a)
To formulate and keep under review a Joint Service Codification Policy and
evolve a suitable Codification System taking into consideration international
activities in the field.
(b)

To make recommendations for the implementation of codification policy.

(c)

To keep close liaison with the Standardisation Committee.

(d)

To guide and monitor activities of the Defence Codification Authority.

(e)

To formulate rules and procedures for Joint Services Cataloguing.

2.04
Defence Codification Authority (DCA):- For implementation and execution of the
tasks under the broad policies laid down by the DECC and to provide Secretariat to this
Committee, the DCA was set up in 1960.

2.05
DCA forms an interest part of the Directorate of Standardisation and is organized as
per details given at Appendix A.
2.06

Charter of Duties of DCA.

(a)

The charter of duties of DCA is given below:-

To provide secretariat for the DECC.

(b) To formulate and promulgate rules and procedures for codification and
cataloguing on Joint Services basis within the frame work of the broad policies laid
down by the DECC.
(c) To co-ordinate the activities of the various codification organisations of the
three Services.
(d) Codify and catalogue the equipment/stores of Defence Inventory according to
the laid down priorities.
(e) To co-ordinate codification problems referred to it by the Services/branches and
put up to DECC as and when necessary.
(f)
To determine categories of stores considered suitable for codification on Joint
Services basis.
(g) To prepare, compile and promulgate complete information for use of the
concerned agencies in the Services/branches.
(h) To ensure uniformity in the promulgation of codification information by all
concerned.
(j)
To maintain close liaison with DRDO and production/ provision authorities so
as to keep Defence Stores codification documents up-to-date.
(k) To liaise with recognised commercial/industrial organisations including
Defence Public Sector Undertakings on matter of codification as considered
necessary.
(l)
To study the codification activities of other countries (specially those which are
source of supply and UK whose system we have adopted) with a view to streamlining
our own.

CHAPTER - III
CODIFICATION PRIORITIES AND USER RESPONSIBILITIES
3.00

Scope.
(a)
(b)
(c)
(d)
(e)
(f)
(g)

This Chapter describes:-

Selection of items for codification.

Assessment of annual work load for planning purposes.
Ranging of spares for new equipment.
Provision of details of items to be codified.
Promulgation of codification data.
Cataloguing Procedure.
Responsibilities of concerned agencies.

3.01
The procedure outlined in subsequent paras are generally applicable to all sponsoring
authorities. Specific procedures, if necessary, are to be mutually agreed between DCA and
sponsoring authority.
3.02
Selection of Items for Codification.
Only P (Provisioned) items are to be
codified and catalogued according to the following priorities (The codification will commence
on receipt of complete paper particulars / approval of pilot sample):(a)

Priority I
(i)

All newly introduced indigenous equipment and items.

(ii) Selected existing uncodified inventory of inter Service nature based on

common usage, high cost, high volume.
(iii) Components and spares of all imported items/equipments. (Vide Dte of
Std letter No. 1800/DECC/Coord/Std dt. 21 Aug 2001)
(b)

Priority II
All complete equipment and specialist items from the uncodified existing
inventory of inter service usage.

Important Note

In all categories selection should start with those items, which are going to remain in
Service for the longest time.
3.03
Assessment of Annual Workload for Planning Purpose.
For Planning
purposed, the codification workload is to be assessed annually. Authorities responsible for new
introductions are to provide to DCA following details of major equipments (consisting of over
100 times of supply) required to be codified in a particular year (01 Apr to 31 Mar) by 31 Dec of
the preceding year: (a) Name and description of the equipment.
(b) Name and address of supplier/main contractor.
(c) Date of placing of order.
(d) Ranging of programme.
3.04
Any subsequent change in the procurement programme which may appreciably affect
the codification workload are to be promptly indicated to the DCA by the concerned authority.
3.05
Ranging of Spares for New Equipment. To enable codification to be completed in
time, it is imperative that the data needed for item identification purpose should be made
available at the earliest possible stage. This imposes on concerned authorities a commitment to
ensure that the determination of range of spares to support each new equipment is undertaken at
the earliest.
3.06
Provision of Details of Items to be Codified. The sponsoring authorities must
arrange to supply identification details of items to be codified as soon as practicable. In case of
Defence R & D projects, it should be done immediately after design for any particular element of
the equipment or system becomes sufficiently stable. For other equipment it should be done
immediately after the indent to procure has bee established. Where parts lists are a mandatory
requirement, the codification work should commence at the draft Part List (PL) stage. Only items
to be provisioned as included in the scales should be codified. Where delay is anticipated in
ranging of the items, a copy of draft PL should be forwarded to DCA alongwith AHSP
recommendations regarding range of provisioned items.
3.07
The preferred format for forwarding identification details of the item to be codified is
on the form DCA-11 (IIG) forms. Specimen of the form is given at Appendix B. Instructions
for filling of these forms are given in Chapter VI. While forwarding these forms, following
details should be included:(a) The DS Cat No where the compiler of the item has been able to establish that
the item has been previously codified.
(b) All known service or the domestic and foreign reference numbers relating to the
item.
(c) The name appearing on the drawing and the approved item name in case the
compiler has been able to establish the same.

(d) The main contractor/suppliers name and address and a part number/drawing
number, where the item forms a part of an equipment and the main contractor/
supplier identifies it under his own part number/drawing number.
(e) The manufacturers name and address and his part number/drawing number for
an individual item included in an equipment which is not manufactured by the main
contractor e.g. brought out item.
(f)

Any relevant standard or other specifications.

(g) An indication whether the item is specific to an equipment having no other

application or common use item.

(h) An indication whether the item is or may be of multi manufacturer i.e. the item
is identified by more than one manufacturers reference.
(j)
Indication whether the item may be of multi manufacture type but has been
specially selected by the designer by the application of specific list or as a product of
one manufacturer and the designer confirms that no other product is acceptable.
(k)

Any proprietary or design rights known.

3.08
Arrangement for the Supply of Drawing Specification and Related
Documents.
For the purpose of item identification, the DCA may require relevant drawings,
technical information, specification etc. As it may not be possible for concerned departments to
supply these in time, the authorities sponsoring the introduction of new equipment may insert an
appropriate clause (See Appendix C) in such main contract for equipment manufacturer to
supply the necessary details on request. The drawings etc so provided will not be used except for
codification and will be returned back to the manufacturer by the DCA on completing the
codification work. It has been decided to include the IIG form as a part of contract to the
supplying agencies so that the items are codified prior to the induction.
3.09
Codification of Classified Equipment.
Organisations engaged in
development work may obtain block number in relevant classes from DCA for allotment to
assemblies, sub-assemblies and components of secret nature. Common usage items of secret
equipment may be referred to DCA in the normal manner without disclosing the details of main
assembly/sub-assembly.
3.10
Promulgation of Codification Data.
The codification data of all items is being
promulgated to all concerned agencies in the form of Defence Equipment Catalogues. The
Catalogues are promulgated Group-class wise, System wise and Equipment Stocking Depot
wise.

3.11
DS Cat Nos. and approved item name as mentioned in these catalogues will be used
in the documents to be published by DCA.
3.12
Class-wise and characteristic-wise computer output listings and their amendments
will be distributed to agencies concerned by DCA from time to time.
3.13
Identification data of items requested for by various agencies will be made available
to them by DCA.
3.14
Any changes desired in the identification details of codified items will be referred to
the DCA by the AHSP/concerned agencies of the Services. DCA will examine such proposals
and decide whether the suggested changes warrant any amendment to the identification detail
and/or a change of DS Cat No. of the item and inform accordingly.
3.15
Cataloguing Procedure.
The codification data on all stores are finally compiled
and published in the form of Defence Equipment Catalogues by the DCA for use by the AHSP,
indenting / provisioning authorities, Depots, DRDO and other user agencies for use as well as
publishing their own working documents.
3.16
Standardisation of catalogue format should be as decided in DECC meetings. For
descriptions of items the system of description pattern cards in vogue of UK will be bought into
use by DCA. Necessary description pattern cards for the purpose will be procured from UK.
3.17
Responsibilities of Concerned Agencies.
The responsibilities of concerned
agencies of the three Services are summarised in tabulated form at Appendix D.

CHAPTER - IV
ITEM IDENTIFICATION PROCEDURE
4.00

Scope.
(a)
(b)
(c)
(d)

This Chapter describes:-

Type of item Identification.

Formulation of item name.
Description of items.
Characteristic Coding System.

4.01
Type of Item Identification.
There are basically two types of item identification
i.e. the descriptive and the reference. The others are a combination of these two. A descriptive
type of item identification is one in which an item identified by enumeration of its
characteristics. In the reference method, the identification of an item is established by the
reference number/part number of its manufacturer. The system adopted for codification of
Defence Stores in our country is the reference cum characteristics system.
4.02
Type-1 (Descriptive) Item Identification.
A type 1 item identification is used
for an item of supply, not limited to the product of a single manufacturer, where it is practicable
to identify it on the basis of a description of its characteristics. For example, a bolt, which may
be manufactured by several firms, is capable to being positively identified in terms of its
characteristics (e.g. material, type of head, dimensions, thread finish etc).

4.03
Type 1-a (Descriptive/Reference) Item Identification. Type 1-a Item Identification
is used for item of supply limited to a single specific item of production where it is practicable to
identify it on the basis of a description of its characteristics but where a statement of the
manufacturer and his reference is a necessary element of item identification. This type of item
identification might be appropriate, for instance, single end item which, even thought it is interchangeable with others, needs to be separately identified for maintenance purpose because each
has different internal components. A type 1-a item identification may also be used to describe
item where a manufacturers item of production. For example Generators made by several
manufacturers as a whole may be interchangeable but generators made by different
manufacturers have different internal components which are serviced items and therefore
generator made by different manufacturers are different items of supply and identified by Type 1a method of item identification.
4.04
Type 1-b (Descriptive / Reference / Descriptive) Item Identification. Type 1-b
Item Identification is used where the item of supply is limited to a single specific item of
production which can be described in terms of its characteristics and where the manufacturer and
his reference are necessary elements to the item identification. However, in this case, the
manufacturers reference is not single item identifying but needs to be augmented with additional
data in order to describe a specific item For example, a DC Generator of certain make where the
manufacturers reference procuring authority, therefore will have to specify

wattage in addition to manufacturers reference. Type 1-b item identification may also apply for
an item which is more specific than the normal production run of the manufacturer, or where the
item has been modified by the manufacturer to suit a particular need and additional description
data in addition to his part number for its normal item of production is necessary.
4.05
Type 2 (Reference Method) Item Identification.
This method is used where it
is not necessary or practicable to record the technical characteristics in detail and items of supply
concept is established positively in the manufacturers reference system. For example, an
antenna for a Radio Set may be identified by a manufacturers Part No.
4.06
Type 2-A (Reference/Descriptive) Item Identification.
This method is used
when the manufacturers reference is not wholly item identifying, but requires a statement of
differentiation data to distinguish the item from other items bearing the same manufacturers
reference. For example, steering shaft which is described by reference method may require a
mention of the length of the shaft in addition to manufacturers part number since the
manufacturers part number can identify various shafts of varying lengths.
4.07
Formulation of Item Names.
An item name conveys the concept of a particular
item of supply concerned e.g. BOLT, MACHINE establishes the concept of a bolt of a particular
type.

4.08

Common Rules for Item Names

(a) Inverted Nomenclature. The NATO codification system normally uses
inverted nomenclature for its item names. This system enables bringing together like
items in an alphabetical listing e.g. a thrust ball bearing is known by item name
BEARING BALL THRUST. There are some exceptions is cases where item concept
cannot be established by using the inverted manufacturer. In such cases words are
written in straight forward reference.
(b) Capital Letters.
All item names are written in capital letters in catalogues
and part lists to distinguish them from ensuing description.
(i)
(ii)

Full Stops:
Commas:
(aa)
(ab)
(ac)

Full Stops are never used in item names.

Commas are used in item names to :-

Separate a modifier from item name.

Separate one modifier from a preceding modifier.
Separate one portion from another portion in item names
comprising three or more principal component parts. For
example :CAMERA, MOTION, PICTURE
SAW, HAND, CROSS CUTTING

(c) Brackets are not used to enclose any portion of an item name except in the
names of chemicals and official drugs. For example :DI

(O-CARBOXPHENYL) DISULPHIDE

(d) Hyphens & Conjunctions.

When an item name consists of a combination
of the basic name applicable to two or more items, the item name as a hyphenated
name word, or a basic name phrase consisting of the applicable basic name joined by
conjunctions except that the conjunctions or is not used. For example:RECORDER-REPRODUCER CORD AND TASSEL HOOK AND EYE
4.09
Basic Name.
consists of :(a)

A basic name establishes the basic concept of the item. Such Name

Either a single word (basic name) or a hyphenated name. For example :-

CHAIR
SOCKET-SWITCH
(b)

Or a group of minimum numbers of words (Basic name phrase) for example:SEWING MACHINE
TERMINAL BOARD

4.10
A basic name may have one or two definitions in Codification Handbook IND-H6-1.
As and example two definitions of adaptor given in Codification Hand Book IND-H6-1 are
reproduced below :(i) Mechnical. Any modifying part or device designed to facilitate connection,
provide accommodation, enable application and to broaden or permit the use of a
given item with an unlike item of mechanical equipment when two items are not
designed for direct matching to each other.
(ii) Electrical.
An item which provides the necessary accommodation to
electrically connect two or more items whose design or function will not normally
permit their connection. It may also provide mechanical connection.
4.11
In Codification Handbook IND-H6-1, some basic names are followed by a numeral
inside parenthesis. Such a numeral points to the applicable definition of the basic name. The
parenthesis is not to be used in other documents such as catalogues, parts lists etc. For example :ADAPTOR (2), ANTENNA TO TRANSMITTER

4.12
Basic Name Modifiers. A modifier when added to the basic name, expresses the
degree of differentiation necessary to restrict the item concept area established by the basic name
to the more specific single item concept conveyed by the developed item name. For example :SAW, HAND, CROSS CUTTING
4.13
Approved Item Name. Approved item names are listed in capitals in Codification
Hand Book IND-H6-1. An approved item name consists of a basic name which may be followed
by one or two modifiers separated by a comma to differentiate between concepts of item each
having the same basic name. For example :COAL TAR
HANDSET
ROLLER, BEARING

PIN, STRAIGHT HEADLESS

4.14
Colloquial Names.
A colloquial name is any name applied by industry or a
Government Department to an item for which an approved item name exists. Colloquial names
published in Codification Hand Books IND-H6-1 are shown in running letters and are cross
referenced to the appropriate approved item name, e.g. roller steel, anti-friction see ROLLER,
BEARING.
4.15
Manufacturers Item Name
A manufacturers item name may be accepted only
when the item is specially designed for its parent assembly by a manufacturer having no other
application and a suitable item name is not found in the Codification Hand Book IND-H6-1. For
example, an item Hanger Barrel designed for carriage of 81 MM Mortar on a mule saddle is
given the item name HANGER BARREL, which is the name given to it by the manufacturer.
4.16

Indian Name.

An Indian name is to be used under the following circumstances:-

(a)
An approved item name does not exists in Codification Handbook IND-H6-1
for the item. Normally this does not happen and a thorough checking of the
Codification Handbook IND-H6-1 and IND-H2-3 is necessary. Certain colloquial
names may not appear in Codification Handbook IND-H6-1 but the relevant
approved item name may appear in a different form. For example SPLIT PIT
appears as CLIP RETAINING. Sometimes consulting of dictionary may be needed.
For example approved item name for Capacitor Styroflex: is CAPACITOR
FIXED, PLASTICS DIELECTRIC.
(b)
Sometimes Indian name is considered more appropriate for an item than its
British name. Care is to be taken to ensure that foreign names are not thrust upon as a
substitute for popular Indian Names. For example, a TAWA is more suitable than its
equivalent name PLATE BAKING PIE given in Codification Handbook IND-H6-1.
4.17
Approval and Recording of Indian Item Names.
All Indian item names are
required to be approved by DCA, Directorate of Standardisation and recorded by them.
4.18
Item Name Code. Each item name is associated with a five digit item name code
e.g. CLAMP REPAIR PIPE HAS AN ITEM CODE 05071. Item name is to be used in the
computer record for the purpose of data processing. Whenever and Indian name has been
accepted and there is no British equivalent, an item name code starting with letter I is to be
recorded by DCA. In case an Indian name is used in lieu of British name, the item name code of
Codification Handbook IND-H6-1 is to be used. When a manufacturers item name is accepted
and item name code 77777 is to be used.
4.19
Description of Items.
Items are known either by their approved item names given
in block letters in Codification Hand Book IND-H6-1 or Indian item names or manufacturers
Item names. The object of describing an item is to identify it so that the functions of demand and
supply may be adequately performed.

4.20
Characteristics Coding System. In UK Item Identification Guides (IIGs) have
been developed for a number of items. In this system, the characteristics of items covered by
these IIGs are recorded on computer media using a question and answer technique. Codes have
been developed for all applicable characteristics and the answers to these are either recorded in
clear text or in a coded form. This system enables comparison of characteristics of an item with
data bank item to check if the item has already been codified. Also computer listing of item to
given values / parameters could be obtained.
4.21
Each IIG lists a series of codes representative of all kinds of item identification data.
These codes enable recording of all descriptive and administrative data about an item on
computer media.
4.22
Index of Item Identification Guides.
Section A of Codification Handbook INDH6-1 lists all approved item names and against each name relevant to an item of supply
codifiable to an UK IIG quotes the serial number of the relevant UK IIG. Section B of
Codification Handbook IND-H6-1 lists all UK IIGs by serial number and their applicability to
the names of the item and their corresponding item name codes.

CHAPTER - V
CLASSIFICATION OF ITEMS AND CATALOGUING
5.00

Scope.

This Chapter describes:-

(a) Groups and Classes.

(b) Use of Cataloguing Hand Books and Codification Hand Books in determination
of class of an item.
(c) Classification of items where a specific class exists.
(d) Classification of items where no specific class exists.
(e) Classification of items having multiple application.
(f) Defence Services Catalogue Numbers.
(g) System of allotting DS Catalogue numbers.
(h) Change of class of an item.
5.01
Group And Classes.
The Defence Store Classification system is based on the
Federal Supply Classification (FSC) System of USA which was also adopted by UK and other
NATO countries. FSC is a commodity classification system designed to serve the functions of
supply management.
5.02
The FSC utilises a four digit classification structure. The first two digits of the code
number identify the group and the last two digit identify the class within each group.
5.03
The entire range of Defence Stores has been divided into 90 groups represented by
numerals from 10 to 99. Each group is further divided into 99 classes represented by numerals
form 01 to 99.
5.04
The structure of FSC as presently established, consists of 77 groups which are sub
divided into 605 classes. A group of stores comprises of equipment stores of similar nature,
function, structure and so on. Each class covers a relatively homogeneous area of commodities in
respect of their physical or performance characteristics or in the respect that the items included
therein are such as are usually requisitioned or issued together or constitute a related grouping
for supply management purposes.
5.05
Code numbers are so assigned to the groups and classes as to make it possible to
expand the number of groups and classes if required. In most instances, gaps have been left
within each groups between the numbers assigned to adjacent classes to permit the insertion of
new classes in logical sequence when necessary because of technological advances or to
accomplish other desirable additions and changes.
5.06

Examples of Groups and Classes

(a) Groups 10 covers Weapons
(b) Group 11 covers Nuclear Ordnance

(c) Group-Class 1005 represents class 05 within group 10 and covers Guns through
30 mm.

(d) Group-Class 1120 represents class 20 within group 11 and covers Nuclear Depth
Charges.
5.07
Use of Cataloguing Hand Book and Codification Hand Book in Determination of
Class of an Item.
The publications necessary to be referred for the determination of
Group-class of an item are :(a) Cataloguing Hand Book H2-1
(b) Cataloguing Hand Book H2-2
(c) Cataloguing Hand Book H2-3
5.08
Cataloguing Hand Book H2-1. Federal Supply Classification Part I Groups and
Classes also known as Cataloguing Hand Book H2-1 presents the classification structure
showing all the groups and classes listed in four digits FSC Code numbering system. Main
inclusions and or exceptions which extend and or limit the coverage of a particular group or class
are shown immediately below the title as note. For example:(a) Group 48 Valves :
This group exclude valves designed for use on
individual types of equipment system. Excluded are such items as tyre valves, Engine
intake and exhaust valves, carburettor valves, water mixing valves and flush valves.
(b) Group-Class 5305 Screws:
No exclusion or inclusion is specified.
Accordingly all screws whether special or general will be shown in group class 5305.
For example, in the case of field gun 105/37E 1, the item screw guide to drawing DG
P-210013 has been allotted DS Cat No 5305-005138 although it is peculiar to the gun
and the AHSP continues to be CQA(W).
5.09
Cataloguing Hand Book H2-2 and H2-3.
These two publications are also
known as Federal Supply Classification Part 2 and Part 3. These publications are Numeric Index
and Alphabetic Index respectively giving approved item name and their related colloquial names
published in Codification Hand Book H6-1 Section A. In these publications all items names are
not approved item names. Since sometimes modifies have been omitted for the sake of brevity.
(a) Cataloguing Hand Book H2-2.
This presents the names of items included
within each class, listed alphabetically under the class number and title. The classes
are shown group by group in the numeric order of FSC Code numbering system.
Main inclusion and/or exceptions which extend and/or limit the coverage of a
particular class are shown immediately before the title:For example : Group Class 6145 for Write and Cable, Electircal
Note:- This group class includes only bulk electrical wire and cable. Excluded from
this group class are electrical wire and items of definite length, either wit processed
ends or terminated in fittings.

(b) Cataloguing Hand Book H2-3.

This is an alphabetic index of all names of
items which appears in Part H2-2. Opposite each entry is shown the applicable FSC
code number for the class.
5.10
Codification Hand Book IND-H6-1.
This is an alphabetical Index of all
approved item names and is referred for determining appropriate name of an item to be codified.
It also has a column in which either the applicable group/groups or appropriate class as indicated
against all the items. In case when specific class is mentioned against in item name in
Codification Hand Book, reference to Cataloguing Hand Book H2-1, H2-2 and H2-3 is
generally not necessary except for confirmation purposes. However in cases, where group/groups
are indicated against an item name, reference has to be made to Hand Book H2-1, H2-2, H2-3 to
establish the class of the item. Each item of supply is to be classified in one and only one class.
The following are examples of outlines in Codification Hand Book IND-H6-1.
Entry in IND-H6-1
Sl. No.

Item Name

1.

A-FRAME CRANE EXCAVATION

2.

ACCUMULATOR HYDRAULIC
DUMMY

3.

BEDSTEAD

4.

ADAPTOR, CABLE TESTING

5.

BAG, ACCUMULATOR

Group Class
3815
14

Appropriate
Classification of the item
Class 3815 only
Some class in group 14

20,65,71

Some class in Group-class

20,65 or 71

66*

Either (a) some of the in

group 66 or (b) the class
appropriate to the items
next higher classifiable
assembly.

14,16,29,49*

Some class in group 14, 16,

29 or 49 or in the class
appropriate to the items
next higher classifiable
assembly.

5.11
Classification of Item Where Specific Class Exists.
Where a specific class is
applicable to a particular item that item shall be classified in the specific class and not with its
next higher classifiable assembly except as indicated below :(a) A specially designed item shall be classified with its next higher assembly in the
class established there of when and only when the classification system requires such
classification. The requirements that a specifically designed item shall be classified
with the equipment for which it is specifically designed is indicated in the cataloguing
handbook :-

(i)
A note at the head of the class in Cataloguing Hand Book H2-1 or H2-2
directing that specially designed items are to be classified with their next higher
classifiable assemblies. For example item to be classified is brake drum.
Reference to H2-2 indicates Class 3040 Miscellaneous Power Transmission
Equipment with the following note:Items specifically designed for specific case on or with specific
individual types of equipment are excluded from this class and are to be
classfied on the same classes as their next higher assembly. Hence this
item will be included in the same class as its higher assembly if it is
specially designed.
(ii)
A Modifier :
The modifier Multi-application is added to the name of
the item indexed in cataloguing Hand Book H2-2 indicating that specially
designed items are to be classified with their next higher assembly. For example,
Item to be classified is abrasive Wheel. H2-2 indicates Group-class 5345
Abrasive wheels multi application only are permitted in this class. Abrasive
wheels with single application will be included in the same class as the next
higher assembly.
(iii)
An exception: An item of exception applied to an entry I cataloguing
Hand Book H2-2 excluding the item. For example item to be classified is Dental
abrasive band, Hand book H2-2 class 5345. Discs and stones, Abrasive. Bands,
abrasive, except dental.
(b) When an item of supply has been classified as a specially designed item with its
higher classified assembly, the class code number originally assigned shall be
changed to that of a multiple class when concrete evidence becomes available that the
item actually does have multiple applications.
5.12
Classification of Items Having Multiple Applications.
In case of an item which
is to be classified with its higher assembly but which is used on/or with different assemblies
classified in two or more classes, the class shall be assigned in accordance with the following:(a) When a variety of applications to assembly classified in different classes is
known to exist at the time of the sub assembly, part attachment, or accessory is
initially classified the class number assigned shall be that which will be most useful in
supply management, selected on the basis of.
(i)
(ii)
(iii)

The most significant application of the item.

The class number least likely to be obsoleted.
The greatest number of applications of the item.

(b) When a class number assigned after a consideration of the known applications
and the application(s) within the class assigned becomes obsolete a new class number
shall be selected in accordance with the preceding sub-para.

(c) When items assigned to a class on the relationship to a higher assembly and later
on discovered to be sued on additional assemblies also which are not in the same
class, then the class number originally assigned shall continue to be used.
5.13
Defence Stores Catalogue Number.
The Defence Stores Catalogue Number (DS
Cat No.) of an item consists of ten digits viz first for digits pertaining to the appropriate group
class code number and the remaining six digits to the item identification number. In each DS
Class a 6 digit block of numbers for allocation to the items within that class is earmarked. Each
block of number starts from 000001 and finishes at 999999 thus providing for allocation of
999999 items numbers in each group class. These numbers are non-significant. DS Cat No. is
written as follows :4 digit hyphen (-), 3 digits space (blank), 3 digits thus accounting for all the ten digits.
For example 5305-000 525.
5.14
System of Allotting DS Catalogue Numbers. For the allotment of catalogue
numbers, DCA, Directorate of Standardisation allots the Group class, INC and IIG to the item
based on its name and descriptions and forwards the same to CACOSA for allotment of Six digit
part numbers. To check duplication, computer screening is carried out in respect of items whose
identification is held on computer media with the help of the following:(a) Item name code.
(b) Manufacturers code and his reference/part No.
(c) Other identifying data.
5.15
Change of Class of an Item.
A DS Cat No. once allotted will usually be retained
throughout the service life of the item. If however at any stage the item has to be merged with
another item of the same class, the earlier DS Cat No. will be retained. In case the item has to be
allotted a different class (if a new class has been created or the item was classified in a wrong
class) the item will be allotted the next serial number in the new class.

CHAPTER - VI
IIG SYSTEM OF CODIFICATION & GENERAL INSTRUCTIONS FOR
FILLING REVISED DCA-11 (IIG) FORMS
6.00
Introduction.
The system adopted for codification of Defence Stores in our
country is Group Class reference cum characteristics system of codification. This system is
based on the federal supply classification system of USA and has been adopted by UK and other
NATO countries also. Our Defence Stores Codification System is a simplified version of the
above system. The system adopted is known as the Item of Supply Information System (ISIS). In
this system, the references and characteristics data of an item is established by replying a range
of set questions in a specified manner for full screening of that item. The main steps involved
are:(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)

Selection of item name

Allotment of Group Class
Item Description
Raising of Revised DCA-11 (IIG) Form
Checking of Records
Allotment of DS Cat Number
Recording of Data
Issuing Catalogue

6.01
Filling up of Revised DCA-11 (IIG) Forms.
In accordance with the existing
procedure and instructions issued by the Directorate of Standardisation from time to time, the
Revised DCA 11 (IIG) forms are initiated by the concerned AsHSP/Stores procurement agencies
(feeder agencies) for all new introductions in the first instance so as to avoid accumulation and
progressively for all existing demandable service inventory on priority. While initiating these
forms utmost care should be taken by the AsHSP to ensure that all relevant publications and
allied documents are referred to/consulted and information on reference as well as characteristics
required to be furnished are incorporated in the forms correctly as per reply directives.
6.02
Defence Standardisation Cells have been opened in nearby all major stations to render
help, guidance and support to the AsHSP/feeder agencies and as such AsHSP/feeder agencies
should establish close interaction with the cells for orderly and timely filling up of these forms
and meeting the targets laid down from time to time. The DCA-11 (IIG) forms completed in all

respects by the feeder agencies/AsHSP are forwarded through the respective Defence
Standardisation Cells to the DCA of Directorate of Standardisation under intimation to HQ
DGQA (Adm-19)/Technical Directorate of feeder agencies.
6.03
The Centre for Advanced Computing and System Analysis (CACOSA) section of
Directorate of Standardisation duly allot the DS Cat Nos. and returns the information to the
AsHSP/feeder agencies through IIG Reports for creation/amending their records. The above
casualty is published by means of List of Changes (L of C) or by issue of Assignments Lists, as
the case may be, by the AsHSP/feeder agencies for disseminating the information to all
concerned allied agencies for amending and updating their respective records/documents. The
codification data on all codified stores are subsequently compiled and published in the form of
Defence Equipment Catalogue for use by the AsHSP, Indenting/provisioning authorities, Depots,
DRDO and other users agencies. A sample Revised DCA-11(IIG) form is enclosed as Appendix
B.
6.04
Due to the large inventory pertaining to Army, Navy and Air Force and with a view to
speed up the codification process the responsibility of sponsoring codification and raising DCA11 (IIG) forms has been delegated to the DGOS in addition to the DGQA. Accordingly, since OS
Directorate/CODs under DGOS as well as certain Technical Directorates of Navy and Air Force
are new to the IIG concept and are not presently conversant with filling up the regular IIG forms,
a simplified Revised IIG Form in clear text has been devised to enable them to fill up essential
data in plain English text and forward the same through respective AsHSP/DSC to the DCA for
allotment of provisional DS Cat Nos. Supplementation of pending information / data in the
regular Revised DCA-11 (IIG) forms for such item shall be followed up by the AsHSP/Technical
authorities subsequently. The DSCs will establish close liaison with the AsHSP and exercise
complete check on the feed back of the pending information and recommend finally the
restoration of the provisional DS Cat No. of permanent basis or cancellation soon after such
allotments. A sample of this IIG form is enclosed as Appendix B-1.
6.05
It has been further decided that items being indigenously developed by the DRDO for
induction into the services should also be codified to ensure that codified stores are available
during introduction into the Services. As the items may be in various stages of development,
updating of the data for these items could take place as a ongoing process consequent to the
initial codification. The Public Sector Undertakings are also required to codify their items and
incorporate DS Cat Nos. in documents prior to their induction into the Defence Services. The
procedure for raising DCA-11 (IIG) forms as a part of Defence Contract for all supplies is being
implemented.
6.06
Accordingly, Army HQ (MGO), DGQA (Adm-19), Naval HQ (Controller of
Logistics), DRDO (Respective CCR&D) and Air Force (AOM) have issued directives regarding
implementing the above procedures on codification and filling of DCA-11 (IIG) forms.
6.07

General Instructions on Filling of Revised DCA-11 (IIG) Forms

IA

Input action code.

70 for new introduction items and items under cleaning of

Draft Catalogues.
34 for any amendment to codified data.
SUB

Submission number The data on which form has been filled

with sequence number.

NAME

This should be the approved name of the item as appearing

(As per INC) in the IND-H6-1 Handbook or as indicated in
the checklist of the INC for the item.

Action Elements:KEY

PAC against KEY will be DCAN (DS Cat No.) when such a
No. has already been allotted to the store whose form is being
filled under cleaning operation.
PAC against KEY for all new introductions may be any one
out of DRGN, SPCN, AUTR, MFRR & SUPR.

AD

For addition of data

DL

For deletion of data

CC

For change of data

DRGN

Authoritys abbreviation followed by the drawing No. of the

store.

SPCN

Authoritys abbreviation followed by the specification No. that

governs the store.

AUTR

AHSP abbreviation followed by a reference that indicates the

store being codified.

MFRR

Manufacturers abbreviation followed by the reference No. by

which the item is known to the manufacturer.

SUPR

Suppliers abbreviation followed by the reference No. by

which the item is known to the supplier.

GPCL

Group Class

INC

Item Name Code

IIG

Item Identification Guide No.

AHSP

AHSP Code (The code for various AsHSP and other feeder
agencies is shown in Appendix E).

EIC

(Equipment Item Code) : Indicates whether the item being

codified is:M
E
AS
SA
CO
GP

AU

Main Equipment

Assembly
Sub Assembly
Component
General Purpose

(Accounting Unit)-Use one of the following codes as

applicable:MR----Meter

TO---Ton

CCCubic
Centimetre
PR---Pairs
DZ---Dozen
DMDrum

LT-----Litre
TM---Tonne
KG----Kilogram
YD---Yard
NO----Number
PK---Packet
ST-----Set
BX---Box
SM----Square Meter BO---Bottle
HD----Hundred
CM--Centimetre
TH----Thousand
CZ---Cubic Meter
SU - (Service User): Use applicable code from the following:L Army
N Navy
A Air Force
ONUM

Old Cat/Pt No.

PRIC

Price

YINT

Year of Introduction

NAME

Name as appearing on drawing or in use by the technical

authority

Note:- In the remaining blank columns Add the Primary Address Code (PACs) and
their replies as appearing in the check list of the INC applicable to the store.

CHAPTER - VII
CENTER FOR ADVANCED COMPUTING AND SYSTEM ANALYSIS
(CACOSA) PROCEDURE
7.00
Introduction.
CACOSA of Directorate of Standardisation, since its inception in
1979 is involved in computerisation of the codification and cataloguing process. Earlier DCA 11
(IIG) forms in manuscript format, hand-written, were received at the CACOSA, via DCA. Then
they were validated and verified, various entries/format checked, checked for duplicity, etc. If
any error occurred, the forms had to be send back to its source.
7.01
In order to further automate the process of codification and to reduce the time delay
in the codification process, a Data Entry Package, DEP96, has been developed for installation on
stand alone computer. This package will be installed on the hard disk of the remote stations. It
has already been installed at the ten Defence Standardisation Cells (DSCs). With this Data Entry
Package, the validation, verification, format checking, duplicity checking (local to the cell) are
done at the end users computer itself.
7.02
The Data Entry Package is fully menu driven with pull-down/pop up menus
appearing for each selection. The selection on the options available can be done by moving a
highlighter type scroll bar over the options using the arrow keys of the keyboard. This package
mainly provides addition, deletion codification and taking hard copy (print out) of the keyed in

forms. The package is based on DCA(11) IIG forms format. It validates the reply to each entry at
the time of keying in itself. It also provides on-line help for filling in the correct
manufacturer/supplier code. For the INC entry, after validating the users reply, it lists out the
PACs (with their mode codes). So the user has to only key in the REPLY to these PACs. The
package also provides extensive multi-level on line help. Moreover, this package converts forms
into ready to process format. Hence, forms received at CACOSA on magnetic media (floppies)
from the 9 Standardisation Cells, are loaded on to computers hard disk and directly processed.
Also with the coming up of Wide Area Network (WAN), the remote stations can see these forms
on the network. This would further reduce time delay between filling up a form for item
identification and its codification.
7.03
Procedure. Computerised Codification process involves keying of IIG forms
received from Standardisation Cells and other data sources. They are processed, which involves
validation, verification duplicity checking. As a result of processing, these forms are allotted a
10-digits DS Cat No. and are stored in the data base as master record. A relevant report called
IIG report is generated for each form, indicating the Submission No. AHSP Code, INC and the
DS Cat No., which is sent to the data source (from where the form has been received) for their
further reference. The records in the master data base are Catalogued as per targets. These
Catalogues are classified EIC wise (Equipment Item Code). i.e. according to ME SA/AS &
CO/GP, and within EIC, sub classified into GPCL (Group Class) and within GPCL, items are
grouped together in the ascending order of INCs and are listed in the ascending order of DS Cat
No. within these groups. Sample page of Catalogue shown in Appendix F. Apart from IIG
report and catalogues CACOSA also generates Concordance lists periodically. These lists are for
multiple end user items and are for cross reference purpose amongst these and users.

7.04
Infrastructure and Capabilities. The computing infrastructure at the CACOSA has
a Pentium (Intels) based database manager which has UNIX/Open Ingress running on it. This
machine with its software takes care of all the Codification process and data management
requirements. Open Ingress loaded on the machine is a Relational Data Base Management
System (RDBMS) which facilitates easy input, retrieval and querying of data. It has also a
quick-code-generation utility which will decrease the software development time by about 20
to 30. We also have a network manager machine which is an Intels 486 based machine, running
BANYAN VINES 5.52 network management software. Banyan Vines is WAN (Wide Area
Network) Management software and has utilities like Chat, intelligent messaging (e-mail) etc.
There are five 386 based dumb terminals connected via Banyan Vines to database manager,
locally. The data storage capabilities have been upgraded by installing cartridge tape drive and
optical disk drive on the data base manager. These storage devices can hold data in the Gigs
bytes (GB) range. All the 9 Cells viz. Delhi, Avadi, Bangalore, Pune, Hyderabad, Ichapur,
Kanpur, Jabalpur & Dehradun have been provided with 486 based machine and an asynchronous
modes. This enhancement is to facilitates all the 10 cells to get directly connected to the
CACOSA Cell. We have subscribed to DOTs I-NET. I-NET will connect the remote stations to
CACOSA and establish a Wide Area Network. CACOSA has X-25 leased line connectivity of a
I-NET at CACOSA cell and all the remote stations have X.28 leased line / dial up facility. When
the remote stations wants to log in to the network at the CACOSA Cell, it uses its I-NET X.28

leased line / dials up and calls the I-NET station. I-NET then takes over and establishes
connections with its remote I-NET station at Delhi. Again the Delhi, I-NET Station gets
connected to the CACOSA, locally via the leased line at Delhi. Thus, remote stations make only
a local call to get connected into CACOSA at Delhi (see Appendix G Fig 2). This wide Area
connectivity is very cost effective and efficient. These remote stations can then submit IIG forms
using
e-mail of Banyan Vines via I-Net. They can also query the database using the same
link. Similar other organisations like DGQA, Naval, Air Force and Army Codification agencies
can also be linked this WAN (As shown in Appendix G Fig 1).
7.05
Future Plans.
With the enhanced CACOSA Infrastructure, we can look forward
to meeting the challenges of the coming century regarding codification. It is planned to shift all
database management activities from the present UNIX/C platform to OPEN INGRESS
Platform. The process of keying of forms can be given to the remote stations like DSCs, CODs,
AsHSP, etc. They have been provided with a very user friendly, menu-driven Data-Entry
Package DEP 96. This package is capable of On-line error checking, On-line format checking.
On-line Validation and Verification and also duplicity checking locally at each of the stations.
The package provides multi-level, on-line help. This also converts the data into a ready to
process format thus doing away with the process of keying in verification & validation process at
the CACOSA. The Ready-to-process form can be sent on-line to CACOSA on the wide area
network, when the remote stations get connected via I-NET. Presently they are sending these
digitised forms on floppies. In the future, we have also plan to cater to the end users, the
connectivity on wide area network not just to the CACOSA, but also amongst the end users so
that they can exchange relevant data regarding the codification & cataloguing process.

CHAPTER - VIII
ENTRY CONTROL CELL
8.00

Introduction

8.01
Defence Standardisation is defined as means to provide the use of minimum number
of parts to server the maximum number of purposes consistent with economical manufacture,
minimum whole life cost and the quality/reliability necessary to ensure maximum fighting
effectiveness which can be achieved by :(a)
(b)

Effective means of entry control

Variety reduction of existing inventory

8.02
Entry Control through Standardisation shall be planned and implemented for
preventing variety of items from entering the supply system. When one service wishes to

introduce any item, it shall first relate to the preferred Ranges or Joint Services Specifications
issued for similar items. When any Service wishes to introduce an item dissimilar to that listed in
a preferred Range or Joint Services Specifications, it shall do so only after prior consultation
with the Directorate of Standardisation. The definition clearly lays down that introduction of the
items to the Service are to be selected from the preferred Ranges of the items so that proliferation
of variety of the item is checked. Further or in case any item is available in any of the Service,
the utility of the same is to be checked by the Service which wishes to introduce the item. For
effective entry control, it is desirable to codify all the current Defence inventory.
8.03

Function

8.03.1
Application of Principal of Standardisation for Entry Control.
The earliest
stage of a development project or procurement of equipment where principles of Standardisation
can be effectively applied are :(a)
(b)
(c)

Formulation of the Qualitative Requirements by the Services

Design and development phase by DRDO
Procurement of commercial equipment from civil sources

8.03.2
The following actions should be taken by services and Directorate of Standardisation
for effective Entry Control.
8.04

Actions to be taken by Services

(a) Finalise Qualitative Requirement (QR) keeping in view Inter-service
commonality of equipment. They will consult their respective standardisation cell and
Dte of Standardisation at the conceptual stage and finalise the QR with in 45 days.
(b)

Incorporate a clause in the QR (Qualitative Requirement) to ensure:i)

Use of Standard components, items material etc., quoting reference of
relevant specifications where ever possible.
ii)

Adopt Standard procedures on preparation of documents/drawings.

iii)
Implement Environmental testing as per specifications laid down in the
relevant Joint Service Specifications (JSSs) wherever applicable.
iv) Use of only System International (SI) units and Standards sizes/capacities
of sub-assemblies and assemblies.
(c) Include Directorate of Standardisation as member of Technical Co-ordinating
Authority (TCA) Steering Committees.

(d) Forward a copy of feasibility report and evaluation report to the Dte of
Standardisation among others to enable them to keep a tag on the Standardisation
aspects during development phase.
(e) Consult Dte of Standardisation to ensure control and variety reduction wherever
development of the item from the trade is contemplated.
(f)
Provide details of newly introduced items, equipment and weapons along with
their spares, components and ancillaries to the Dte of Standardisation in case of items
selected for introduction with specific Qualitative Requirements (QR).
8.05
Action to be taken by various Groups Directorate of Standardisation for
effective Entry Control
(a) Scrutinise all statement of cases/draft QRs (Qualitative Requirements) and
ensure that all standardisation aspects as under have been incorporated:i)

Examine Inter-service commonality wherever possible.

ii)
Requirement of standardisation documents and test procedure as laid
down in Joint Service Specification (JSS).
iii)

Use of standard component, environmental specifications.

iv)

Adoption of SI units.

(b) Maintain a data bank of current Inter-service equipment/holding to enable

establishment of the inter-service commonality of equipment and their accessories at
the conceptual and feasibility stage.
(c) Wherever possible, apprise Service HQ on correct reference and application of
the existing JSS/JSPR/JSRL and IS Specification while mentioning the same in the
Qualitative Requirement (QR) on use of components, items, materials preparation of
literature, use of SI units and application of environmental testing specifications.
(d) Assist the designer in formulating the provisional technical/design specification
by making available to him the requisite Joint Service Specifications/Indian Standard
Specification/Foreign Specifications wherever available.
(e) Associate with Quality Assurance Authority/Authority Holding Sealed
Particulars (AHSP) in having a feed back from them on the deviations in
specifications, test levels, test specifications etc. and Quality Assurance/Authority
Holding Sealed Particulars to provide requisite information on a specific Performa.

(f)
Associate with Directorate General of Electrical and Mechanical Engineering
and apprise them on the requirements of test equipments, special maintenance tools
(SMTs). General tools, test textures etc. as per available JSS/JSPR/JSRL.
(g) Undertake Codification and Cataloguing of the items, as per the principles of
Codification.
(h) Ensure that metrication aspect has been catered for in the development as well
as production of models.
(k) Liaise with Public Sector Undertaking (PSUs) and private suppliers/agents of
Defence and other Defence Undertakings and get necessary information of their
stores with a view to bring them under standardisation activity.
(l)
Assist and advise Technical Groups/committees and the Deptt of Defence
supplies on standardisation activity in procuring items from trade.
8.06
Action to be taken by DRDO during Design and Development Phase.
For
effective Entry Control, standardisation groups/cells and DRDO establishments should scrutinise
the design from standardisation angle. They should ensure that standardised assemblies,
components and material are used to the extent possible. Experts from production agencies viz.
OFB or Defence PSUs should also be associated to ensure optimum utilisation of existing plant,
machinery and process. Thus reducing production costs and early production of prototype
equipment.
8.07
Action to be take by Procurement Agencies During Procurement of Equipment
from Civil Trage.
Commercial equipment are continued to be procured based on
performance oriented specification on open tender basis through nomination sources. Items
peculiar to Defence are being procured regularly through limited tender by various Technical
committees and department purchase committees of the services. Dte of Standardisation should
be associated to scrutinise all new purchases from standardisation angle.

8.08

Variety Reduction

8.08.1
Action to be taken by Standardisation Sub Committees (SSCs). Standardisation
Sub-Committee (SSC) are preparing JSRLs on various stores of inter-service utility, where there
is a scope of rationlisation. Therefore JSRLs prepared to effect rationalisation of a particular
store should consider all the items already codified and listed in Defence Stores Catalogue. SSCs
while preparing new JSRLs and revising the old JSRLs should refer the Defence standardisation
Catalogues and include all the current items in part A and items rendered obsolescent/obsolete
(as a result of rationlisation/variety reduction) in Part B of JSRL. However once a JSRL on a

particular stores is issued, a JSPR on that store, if exist, should be withdrawn after getting the
items introduced and DS Cat Nos. allotted to all the uncodified items.
8.09

Data Networking Complex (DNC)

8.09.1
Data Networking Complex (DNC) under Directorate of Standardisation has been
established in Dec 98. The complex is located in Room No. 150, H Block, Ministry of Defence,
New Delhi.
8.09.2
DNC will cater for functioning of intranets amongst various sections of the
Directorate located in H Block & J Blocks. It would be the control node for Standardisation
Webster for departmental specifications converted in to Defence Specifications, Standardisation
documents prepared by Standardisation Sub-Committee (SSC) and Indian Standards issued by
Bureau of Indian Standards (BIS).
8.09.3
The website will also have database of foreign standards viz MIL Specifications, BS,
ASTM, ISO and Haystack.

Appendix C
Contractual Clause
1.
The Supplier/manufacturer will supply the following information about the stores
(Equipments/assemblies/components):(a)
(b)
(c)

Physical Characteristics.
Performance Characteristics.
Reference to Standard to which manufactured.

2.
It is ensure that the above information will be used exclusively by Defence
Codification Authority.

Appendix D
Responsibilities of Concerned Agencies
Srl. No. Action

Authority Responsible
Army

1.

Navy

Air force

Intimation of new acquisition to DWE

DCA for planning purposes

DOS(E)
DNA
DOS(W)
DOS(L)
DONA, DEV
DNAM, DLS

2.

Insertion of suitable clause in MGO

each main contract for supply of
drawings etc as required by
DCA.

DLS,
DONA

AMO

3.

Furnishing of Identification AHSP

details of new introduction items

DQAN/
Concerned
Technical
Directorate

Concerned Eqpt
Dte Through
DGAQA, ALISDA
& JDAIS

4.

Incorporation of DS Cat Nos and

approved item names in the
following :(a) Identification/parts lists & AHSP
other working documents

DLS

Respective
Through
DDM(Cat)

(b) Depot records

DLS

CODs

(c) Sealing documents, EMERS AHSP/

etc
HQ
TGEME

DOS(E),
DOS(W),
DOS(L)
DNA, DONA,
DCV, DNAM

ACAS(PLANS)

Dtes

CSDO &
Respective Dtes

5.

Intimation of changes in paper AHSP

particulars, supercession and
modification in respect of items
bearing DS Cat Nos.

DQAN
DQA(WP)
DNAI & DOS

Respective Dte
Through DGAQA,
ALISDA &
JDAIS

Appendix E
LIST OF AsHSP/FEEDER AGENCIES AND THEIR CODES
CODE
01
02
03
04
05
06
07
08
10
11
12
13
14
15
16
17
18
21
22
23
24
25
26

AsHSP/FEEDER AGENCIES
DEFENCE CODIFICATION DATA CENTRE
DEFENCE CODIFICATION AUTHORITY
DDS
DEFSTAN CELL, GTRE COMPLEX, CV RAMAN NAGER BANGALORE 560093
DEFSTAN CELL, DGQA COMPLEX, NAPIER ROAD KANPUR 208004
DEFSTAN CELL, BUILDING NO RD/1 DAINING ROAD SOUTH CIVIL LINES
JABALPUR 482001
DEFSTAN CELL, 9 CROSS ROAD DEHRADUN 248001
DEFSTAN CELL, C/O DLRL CAMPUR C.GUTTA LINES HYDERABAD 500005
DEFSTAN CELL, MADRAS
CONTROLLERATE OF QUALITY ASSURANCE (AMMUNITION), PUNE 411003
CONTROLLERATE OF QUALITY ASSURANCE (WEAPON), JABALPUR 482011
CONTROLLERATE OF QUALITY ASSURANCE (MILITARY EXPLOSIVE), KIRKEE
PUNE 411003
CONTROLLERATE OF QUALITY ASSURANCE (SMALL ARMS), ICHAPUR
NAWABGANJ 24 PARGANA NORTH WEST BENGAL 743144
CONTROLLERATE OF QUALITY ASSURANCE (SYSTEM), 156 GOUGH LINES POST
OFFIE TRIMULGHERRY SECUNDERABAD 500015
DIRECTOR GENERAL MEDICAL SERVICES, A WING SENA BHAWAN NEW DELHI
11.
CONTROLLERATE OF QUALITY ASSURANCE (ELECTRONIC WARFARE), T/44
PLASSY LINES BOWENPALLY POST OFFICE SECUNDERABAD 500011
STDN: CELL. GTRE CAMPUS CV RAMAN NAGAR BANGALORE (BEL) 560093
CONTROLLERATE OF QUALITY ASSURANCE (VEHICLES), AURANGABAD ROAD
AHMEDNAGAR 414002
CONTROLLERATE OF QUALITY ASSURANCE (SPECIAL VEHICLES), DEHU ROAD
PUNE 412113
CONTROLLERATE OF QUALITY ASSURANCE (HEAVY VEHICLES),
AVADI
MADRAS 600054
CONTROLLERATE OF QUALITY ASSURANCE (O.F.V), JABALPUR
GENERAL MANAGER, VEHICLE FACTORY, JABALPUR
CONTROLLERATE OF QUALITY ASSURANCE (I.C.V), SECUNDERABAD

27
29
30
31
32
33
34
39
40
41
42
43

CONTROLLERATE OF QUALITY ASSURANCE (ARMOURED VEHICLE

ELECTRONICS), MADRAS
HINDUSTAN AERONAUTICALS LTD., BANGALORE.
DIRECTORATE OF MANAGEMENT INFORMATION SYSTEM, AIR HQ, RK PURAM,
NEW DELHI.
CONTROLLERATE OF QUALITY ASSURANCE (INSTRUMENT), DEHRADUN
DIRECTORATE OF LOGISTIC SUPPORT, NEW DELHI
223 ABOD, SURANUSSI, JULLUNDER
COMBAT ARMOURED FIGHTING VEHICLE DEPOT, KIRKEE, PUNE
DIRECTORATE GENERAL SUPPLY AND TRANSPORT, NEW DELHI.
DIRECTORATE OF SYSTEMS (WEAPONS) MATERIALS BRANCH, NHQ, NEW DELHI
CONTROLLERATE OF QUALITY ASSURANCE (ELECTRONICS), BANGALORE
CONTROLLERATE OF QUALITY ASSURANCE (RADAR), BANGALORE
CONTROLLERATE OF QUALITY ASSURANCE (POWER SYSTEM), BANGALORE

Contd/Appendix E
LIST OF AsHSP/FEEDER AGENCIES AND THEIR CODES
CODE
46
49
51
52
53
54
61
62
63
64
65
66
67
68
69
70
71
72
73
75
77
80
81
82
83
DELHI
84

AsHSP/FEEDER AGENCIES
DIRECTORATE OF SYSTEMS (WEAPONS) MATERIALS BRANCH, NHQ, NEW DELHI
DIRECTORATE OF NAVAL ARMAMENT, WEST BLOCK 5, RK PURAM, NEW DELHI.
CONTROLLERATE OF QUALITY ASSURANCE (GENERAL STORES), KANPUR
CONTROLLERATE OF QUALITY ASSURANCE (TEXTILES & CLOTHING), KANPUR
CONTROLLERATE OF QUALITY ASSURANCE (MATERIALS), KANPUR
CONTROLLERATE OF QUALITY ASSURANCE (PETROLEUM PRODUCTS), KANPUR
CONTROLLERATE OF QUALITY ASSURANCE (METAL), CALCUTTA
DOS L MATERIAL BRANCH NAVAL HQ NEW DELHI
COD, AGRA
COD, BOMBAY
COD, CHHAOKI
COD, DEHUROAD
COD, DELHI CANTT
COD, JABALPUR
COD, KANPUR
COD, PULGAON
CONTROLLERATE OF QUALITY ASSURANCE (ENGG. EQUPT), PUNE
CONTROLLERATE OF QUALITY ASSURANCE (FIRE FIGHTING EQUPT), PUNE
HEADQUARTER TECHNICAL GROUP (EME), NEW DELHI
INDIAN TELEPHONE INDUSTRY, BANGALORE
DTE OF NAVAL AIR MATERIAL/NHQ, NEW DELHI
SUB MARINE TO SUB MARINE KILLER PROJECT CELL, PUNE
DIRECTORATE OF QUALITY ASSURANCE (NAVAL)/NHQ, RKP NEW DELHI
DIRECTORATE OF NAVAL ARMAMENT INSPECTION/NHQ, RKP NEW DELHI
DIRECTORATE OF QUALITY ASSURANCE (WARSHIP PROJECT) (DWP), NEW
DIRECTORATE OF CLOTHING & VICTUALLING (DCV), NEW DELHI

85
86
87
88
89
90
91
DELHI
92
93
94
95
96
97
98
99
T0
T1

CHIEF QUALITY ASSURANCE ESTABLISHMENT, (MACHINERY SPARES), BOMBAY

CHIEF QUALITY ASSURANCE ESTABLISHMENT, (EASTERN FLEET STORES),
VISHAKHAPATNAM
CHIEF QUALITY ASSURANCE ESTABLISHMENT, (WEAPON STORES), BOMBAY
CHIEF QUALITY ASSURANCE ESTABLISHMENT, (WARSHIP EQUIPMENT),
BANGALORE
CHIEF QUALITY ASSURANCE ESTABLISHMENT, (NAVAL STORES), BOMBAY
DIRECTORATE OF SYSTEMS (ENGINEERING)/NHQ, NEW DELHI
DIRECTORATE OF TECHNICAL DEVELOPMENT & PRODUCITON (AIR), NEW
AVIATION ELECTRONICS INSPECTION SPECIFICATION & DEVELOPMENT
AUTHORITY, BANGALORE
JOINT DIRECTOR OF AVIATION INSPECTION STORES, R.K.PURAM, NEW DELHI
DIRECTORATE OF NAVAL ARCHITECTURE, NEW DELHI
DEFSTAN CELL, CALCUTTA
DEFENCE STANDARDISATION CELL, NEW DELHI
DEFSTAN CELL AHMEDNAGAR
DIRECTORATE OF NAVAL TRAINING, C WING SENA BHAWAN, N. DELHI
CONTROLLERATE OF QUALITY ASSURANCE (BEML), BANGALORE
BHEL, PB NO 2606, MYSORE ROAD, BANGALORE
BEML, 23/1, 4TH MAIN SR NAGAR, BANGALORE

Contd/Appendix E
LIST OF AsHSP/FEEDER AGENCIES AND THEIR CODES
CODE
T2
T8
T9
U0
U1
U2

AsHSP/FEEDER AGENCIES
BDL, KANCHAN BAGH, HYDERABAD
MSQAA, HYDERABAD
MIDHANI, HYDERABAD
PUNEWIRE, CHANDIGARH
OPTEL, BHOPAL
HTL, CHENNAI