In brief
Traceability is the ability to follow the origin, processing and whereabouts of a part or material completely by means of unique identification.
Contents
What is Traceability?
Traceability answers two questions: where does a part come from, including its materials and preliminary products, and where was it installed or delivered to? A distinction is made between backward tracing to the origin and forward tracing to the user. Common quality management standards require organisations to identify outputs uniquely and to ensure traceability where it is required.
The basis is unique identification, for example a batch or lot number, serial number, heat number for materials or date of manufacture. This identifier must appear on the part or its packaging and recur in documents such as the delivery note, inspection record or mill certificate to EN 10204 (DIN EN 10204). Depending on requirements, traceability extends to the batch or to the individual item.
For maintenance and spare parts procurement, traceability is important in order to narrow down affected parts quickly in the event of a quality problem, carry out recalls in a targeted way and prove the authenticity of a component. For pressure-bearing, safety-related or food-contact components, it is often required by contract or regulation.
In practice: maintenance and procurement
When ordering critical parts, specify explicitly which identifier (batch, serial number, heat) and which documents must be supplied. Record this data at goods receipt and on installation in the maintenance system; otherwise the chain ends in your own warehouse.
Synonyms and abbreviations: tracking and tracing · batch traceability · lot traceability · product traceability
Frequently asked questions
What is the difference between traceability and tracing?
Traceability describes the ability of a system to follow the origin and whereabouts of parts. Tracing is the actual process in which this ability is used, for example when all parts of a particular batch are searched for after a fault. Without identification and documentation set up in advance, rapid tracing is hardly possible in an emergency.
What is the difference between a batch number and a serial number?
A batch number groups many parts that were made under the same conditions and from the same material. A serial number, by contrast, identifies each individual item. Batch traceability is often sufficient for standard parts, seals or materials. For devices such as drives, sensors or controllers, serial numbers are usual, because they also allow the build status and test data to be assigned.
Which documents prove the traceability of a spare part?
Typical evidence includes the delivery note and invoice with batch or serial number, inspection documents to EN 10204, the manufacturer’s test records and, where needed, proof of origin along the supply chain. It is important that the identifier on the part, packaging and document matches. Discrepancies should be clarified at goods receipt before the part is stored or installed.