Cataloguing and Materiel Identification

The North Atlantic Treaty Organization (NATO) Codification System, used by Canada for military supply management purposes, has been adopted by civilian departments, to provide a standardized system for the identification, classification and numbering of stocked items. The system provides a uniform language for all federal government supply operations.

A. Materiel Identification Responsibilities

Public Works and Government Services Canada (PWGSC) and the Department of National Defence (DND) share the responsibilities for providing materiel identification and related services to civilian departments.

1. DND Responsibilities to Civilian Departments

1. Item identification. The Directorate of Supply Change Operations (DSCO) in National Defence (see Directory) uses the NATO Codification System to identify and catalogue materiel for civilian departments in the same way as DND materiel. Items qualifying for a NATO Stock Number (NSN) are assigned one. For items not qualifying for NATO Stock Number (NSN) assignment, Permanent Stock Control Numbers (PSCNs) are assigned if the civilian department requires an accounting number.
2. Level of service. DND has an average turnaround of ten (10) days for items catalogued on behalf of PWGSC.
3. Policy and procedures. DND is responsible for the policy and procedures to be followed as well as the standard forms to be used. This includes criteria for materiel selection for stock number assignments, preparation and maintenance of a cataloguing manual and necessary briefings and detailed instructions. DND also advises and assists departments on cataloguing and materiel identification and provides systems surveillance.
4. Contacts with customers. DND deals directly with civilian departments wishing to use the NATO Codification System and carries out a preliminary assessment of the civilian department's ability to implement the system. Where applicable, DND may implement processing schedules and quotas for assignment of stock numbers. It also monitors workloads being imposed by the civilian departments and provides a coordination point and liaison service for problems between DND and civilian departments. These departments send Cataloguing Request Forms directly to DND, which responds to requests or asks for additional data and/or clarification from the department.
5. User codes. DND/DSCO is responsible for the assignment of new user codes and the maintenance of old ones.
6. Financial. Unless agreed in writing, no financial obligation is imposed on the participants except that each is responsible for funding costs incurred in its own interests

2. PWGSC Responsibilities

PWGSC is responsible for item identification and assignment of stock numbers for catalogues issued by the department and for some printed matter.

1. The Procurement Renewal Office (PRO) Sector in PWGSC is responsible for the item identification services in the department.
2. PRO coordinates and liaises cataloguing activities between PWGSC and DND.

3. Civilian Department Responsibilities

Use assigned stock numbers for all appropriate materiel management functions. As far as practicable, confine requirements to items covered by those numbers and continue codification maintenance.

B. Stock Numbers

1. NATO Stock Numbers (NSNs) consist of 13 digits (e.g.: 9999-88-123-4567) and are divided into three parts:
   1. First Part (9999) - four digits denoting the NATO Supply Class;
   2. Second Part (88) - two digits identifying the NATO country which originates the stock number; e.g. 21 = Canada
   3. Third Part (123-4567) - seven digits, sequential item identification number.
2. Permanent Stock Control Numbers (PSCN) consist of 13 characters with the same first and second parts as above. However, the third part is a combination of alpha/numeric characters with the first three always alpha.
3. The Treasury Board Materiel Coding Standard (MCS) states that: "The NATO materiel identification code, the NSN, will be the standard materiel assets code for departmental assets management systems in the federal government. This standard must be used for the design and implementation of new materiel coding systems."
4. Within the above framework, consider for NSN, only those items which are required on a repetitive and continuous basis and/or are subject to supply accounting within a department's supply system. PSCN may be assigned for items not qualifying for NSN assignments, if an accounting number is required.
5. Contact the DND Directorate of Supply Chain Operations (DSCO) (see Enquiries / Contacts below) who will arrange a meeting to discuss the NATO Codification System and its current or planned use.

C. Catalogues and Related Materiel Identification Information

1. PWGSC publishes a number of catalogues for commonly used items such as Hand Tools and the Security Equipment e-catalogue. The Department also prepares and issues catalogues tailored to customer requirements on a cost-recovery basis.
2. Departments may also subscribe to the Canadian Government Catalogue of Materiel (CGCM) data file that has descriptive and reference/specification data on each item of supply catalogued for the military and registered user departments. DND reproduces the file on DVD ROM every two months and makes it available to authorized users.

D. Enquiries / Contacts

1. For further information about civilian department requirements and for information about the CGCM data file, contact

   Canadian National Codification Bureau (DSCO 5)
   Directorate Supply Chain Operations (DSCO)
   Materiel Group
   National Defence
   Ottawa, Canada K1A 0K2
   Attention: John Lemore
   Telephone: 613-996-2930
   E-mail: john.lemore@forces.gc.ca

2. For assistance in cataloguing at PWGSC, please contact us via e-mail at:

   DGAPrioritesdedefense.ACQBDefencePriorities@tpsgc-pwgsc.gc.ca