Recent Blogs
Recent Twitter Posts
Data Accuracy Issues Slowing Government Supply Chains
Unlike the more lax requirements for commercial distribution networks, procurement teams navigating government supply chains must be aware of stringent compliance standards, traceability requirements, and standardized identification structures for every product. Within this highly regulated environment, even minor record discrepancies can create delays and increase overall costs. To help you prevent sourcing disruptions as best as possible, this blog will outline key identifiers for government procurement data management and the ways in which classification errors or outdated records can impose complications.
Incorrect Identifiers
Standardized cataloging establishes complete uniformity in the components supplied across government agencies, contractors, and international partners, with the most recognized identifiers being National Stock Numbers (NSNs). These 13-digit codes are used to uniquely classify items of supply and contain two other important identifiers:
- Federal Supply Class (FSC) and Federal Supply Group (FSG): Each NSN’s initial four digits correspond to its FSC, indicating what a part is meant for. For instance, FSC 5310 designates nuts and washers. Additionally, each FSC falls under a broader FSG that makes up the first two digits, such as FSG 53 that covers hardware and abrasives.
- National Item Identification Number (NIIN): The next 9 digits are the NIIN, distinguishing the product from others under the same class. Almost all of the numbers in the NIIN are randomly assigned, but the first two are the National Codification Bureau (NCB) code indicating the country where the part originated.
While NIIN and FSC accuracy is upheld under structured oversight by the Defense Logistics Agency (DLA) and other participating entities, discrepancies may still arise. For example, a specialized electronic housing might be mistakenly classified as hardware under FSG 53 instead of an electrical component belonging to FSG 59. Many cases of mislabeling are attributed to legacy NSNs with canceled or superseded FSGs and FSCs, but potential issues with newly logged parts are currently being managed with an Electronic Cataloging (E-Cat) system that performs automated checks between an item’s described use and its assigned classifications.
Outdated or Incomplete Information
Data issues are primarily introduced by third-party distributors, which can be easily remedied by checking any listings of interest against official NSN records that reflect applicable technical characteristics and approved sources of supply. However, product redesigns or discontinued part numbers can render official catalog entries partially obsolete if updates are not submitted and processed in a timely manner.
Meanwhile, manufacturers that create NSN-assigned items are given a five-character Commercial and Government Entity (CAGE) Code tied to a legal business name and physical address, helping to distinguish between different divisions, subsidiaries, or manufacturing sites. If corporate mergers or facility relocations occur, the CAGE Code must be updated immediately to remain compliant.
Any lag between these internal changes and the DLA’s update of the Total Item Record (TIR) can complicate procurement. For instance, automated buying systems are programmed to identify data mismatches and halt the purchase, which forces manual investigations. To avoid compromising NSN database accuracy and spare buyers from spending time mitigating these issues, a proactive approach is necessary. This can involve:
- Data Audits and Manual Updates: Manufacturers should periodically check their internal data against the Federal Logistics Information System (FLIS) to correct mismatches. A particularly helpful tool in this endeavor is the Interactive Government/Industry Reference Data Edit and Review (iGIRDER) system, a web-based tool that enables entities to review their own listings and directly submit any changes to the TIR.
- Proactive SAM.gov Synchronization: At least 60 days prior to a facility move or change in ownership, manufacturers need to update their information in the System for Award Management (SAM.gov), as it does not update across various agency platforms instantaneously.
- Source Verification Guardrails: Procurement professionals are encouraged to use the aforementioned sites or the DLA CAGE Search & Inquiry (CSI) portal to verify that any parts found on third-party distribution sites are tied to an approved manufacturer with up-to-date information.
Trust NSN Gamut for Accurate Listings
Although these noted problems with identifiers and records tend to arise at a higher level, buyers can still do their part to avoid procurement pitfalls by exclusively leaning on trusted sources. NSN Gamut is one such website that presents all products with completely accurate listing data, allowing customers to easily search by common designations like NSN or NIIN, as well as manufacturer-specific part numbers. Through the layered reference information provided on this distribution platform, users can then cross-check with official resources to guarantee that items of interest are fully approved for the intended use.
To further confirm a part’s origin and conformance to applicable government standards, all pertinent documentation is also included in shipment. If you are interested in learning more about how NSN Gamut can function as a convenient resource for component fulfillment, explore our inventory and reach out to our experts at any time.
Share
