How to keep track of your parts?

[Dmitri]

How do you guys keep track of your parts?

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?
--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------


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[Guy Macon]

How do you guys keep track of your parts?

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

I took an entire wall and covered it with 40-drawer cabinets, plus
a few of the identical-sized cabinets with fewer/larger drawers.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?

There are many, many such programs. The software is trivial - a bunch
of 3x5 cards can do most of what the software does. The hard part is
classifying everything and putting it where it belongs.

(Did I put those zip-lock bags under E - enclosure, transparent,
sealed, or under fastener, P - plastic interleaved, bag attached?
Ah! here they are under S - sandwich protection devices, polyethylene!)

 

[John Larkin]

How do you guys keep track of your parts?

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?

The little stuff, especially surface mount, stores nicely in coin
envelopes. You can write all kinds of stuff on them and store lots of
them in small cardboard or plastic parts-shelf bins. Coin envelopes
only cost a couple of cents each.

John

 

[Joerg]

Hi Dmitri,

As for databases, your PC most likely already has one. MS-Works contains a database. I use it for most everything. But first you have to learn it (well worth the time) and then take a piece of paper and decide on a sorting and categorizing scheme.

It makes sense to label every location where you store parts, detailed anough so you can avoid unloading a whole shelf to find that lone edge connector or a BNC plug.

I bet that after learning how to use that or another database you'll see how to organize other stuff as well.

Regards, Joerg

 

[Rene Tschaggelar]

Organizing them into trays and drawers is one thing, listing them
on a paper or datafile is another.
A part which you forgot to have is rather useless.
As to the file, I made a webpage (not to be released) where
I can view the list of parts, with links to the sorted datasheets.

Rene

 

[Paul Hovnanian P.E.]

How do you guys keep track of your parts?

I reach down and grab them from time to time to make sure they're still
attached.

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

I just got a bunch of those organizers with the little drawers and a
label machine. I broke down my parts collection based on: how many
drawers I had, component types (caps. resistors, CMOS, etc.), and
component subtypes (tantalum, vs electrolytic caps, for example). Some
components that are difficult to differentiate (SMD stuff that takes a
microscope to examine) I put into old film cans. Office supply outfits
also have little paper envelopes that fit neatly into the little drawers
for a neat little filing system.

Since this is just my hobby, I can afford to wait for an order if I'm
planning a project and end up short a few parts.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?

I don't know if this is really worth the effort of doing all the db
input.

 

[Joerg]

Hi Rene,

As to the file, I made a webpage (not to be released) where
I can view the list of parts, with links to the sorted datasheets.

Interesting. Can that web page sort? For example, if you wanted to know
which different types of Schmitt trigger chips you have on hand, or what
kinds of FETs in SOT23 package, could it list that for you?

Regards, Joerg

 

[Dmitri]

Rene Tschaggelar wrote:

Organizing them into trays and drawers is one thing, listing them
on a paper or datafile is another.
A part which you forgot to have is rather useless.
As to the file, I made a webpage (not to be released) where
I can view the list of parts, with links to the sorted datasheets.

Rene

This is exactly the point, thank you Rene!
I have no problem storing stuff away in nice and neat transparent plastic
boxes and Petri dishes for SMD, but I have a problem of mentally embracing
the boundaries of that collection, so to speak. I just find it frustrating
to look through all the (relevant) boxes only to realize that I never had
this component. If there would have been a database with my parts, I would
look it up and know in a second that I don't have what I'm looking for,
and it has to be ordered. Hours saved in the course of one year!

Anyways, I keep looking for a database application for that, and will
appreciate and suggestions before I dive into designing my own.

--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------


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[john jardine]

How do you guys keep track of your parts?

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?
--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------


##-----------------------------------------------##
Article posted with Cabling-Design.com Newsgroup Archive
http://www.cabling-design.com/forums
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sci.electronics.design - 5149 messages and counting!
##-----------------------------------------------##

Lots and lots and lots of little drawers. The components naturally fall into
similar groups so can be near each other.
Reading the other replies I'm now a bit worried as to my sanity, cos I
remember near every part I have and where it's stored. Can lay my hands on
stuff I haven't used for years.
It's like owning an art collection. If you need a database to tell you where
the works of art are stored away, then why bother buying 'em in the first
place
regards
john

 

[Dmitri]

John Larkin wrote:

The little stuff, especially surface mount, stores nicely in coin
envelopes. You can write all kinds of stuff on them and store lots of
them in small cardboard or plastic parts-shelf bins. Coin envelopes
only cost a couple of cents each.

John

Thank you for the suggestion, John.
Surface mount components are especially difficult to store properly. I
think I will take your suggestion and will keep different the little parts
of the tapes in small envelopes so if anything comes loose, it does not
fly away or get inhaled by somebody.

Still, my major problem is not storing - it's recalling ;-)! I do have
general idea about where my resistors, caps and so forth are, but I seem
to spend frustratingly much time on verifying if I have a particular value
resistor or cap or else. This is where I think some kind of software
database might be a big help.

I keep looking.

--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------



##-----------------------------------------------##
Article posted with Cabling-Design.com Newsgroup Archive
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[Kryten]

You could try putting strips of SMD parts in the plastic holders they use
for keeping photographic negatives in folders. You can flip through these as
fast as a book, and no booting your PC.

Film canisters are good for bits with wires that won't appreciate endless
bending.


I try to avoid the problem by only ordering components when I have a project
that needs them.

I tell myself I can't buy stuff until I have a fully designed circuit to use
them.

I have thus avoided having lots of half-done none-working projects and
wasted money.

However, since I got into FPGA/CPLD/Flash, I do have quite a lot of TTL/LSI
chips I do not need.
Z80 CPU/CTC/DART, 4164, 41256, 62256, EPROMs etc.

Perhaps I should make a dozen replica ZX81/Spectrums and give them as gifts?

 

[Clarence]

How do you guys keep track of your parts?

I mean, pros probably don't have that problem by keeping the entire stock
of resistors and caps and what have you in bunch of tightly packed
cabinets. But for a hobbyist: does anyone have a system that works? I'm
only re-starting my electronics hobby after 15 some years of dormancy, and
after few months I already have (tens of?) thousands of parts, hundreds of
values, in different packages. I might be less organized than your normal
human being, but a significant portion of time for a project I usually
spend trying to find a part, and then procure the ones I can't find (which
does not mean I don't have them ;-)) This must be an issue with anyone
else and I'm trying to see if there has been some kind of solution found
before I start to re-invent the wheel.

Is there software of some kind where you'd keep a database of parts you
have, that's geared towards hobbyists or maybe small businesses?

I use a spread sheet with the parts listed by description, part number, cost,
and number available, with a code or notes for location.

That way I can always find the part without looking through the parts closet.
(A walk in stock room.)

 

[Dmitri]

Kryten wrote:

You could try putting strips of SMD parts in the plastic holders they
use
for keeping photographic negatives in folders. You can flip through
these as
fast as a book, and no booting your PC.

Film canisters are good for bits with wires that won't appreciate
endless
bending.

I try to avoid the problem by only ordering components when I have a
project
that needs them.

I tell myself I can't buy stuff until I have a fully designed circuit
to use
them.

I have thus avoided having lots of half-done none-working projects and
wasted money.

However, since I got into FPGA/CPLD/Flash, I do have quite a lot of
TTL/LSI
chips I do not need.
Z80 CPU/CTC/DART, 4164, 41256, 62256, EPROMs etc.

Perhaps I should make a dozen replica ZX81/Spectrums and give them as
gifts?

Great minds think alike! ;-) I was just looking for a supplier of a
Spektrum (alike) PCB that I can populate with the discrete logic I have
laying around. Just to show my sun (if I can get some attention in between
his X-Box Live shootouts) what his dad had to play back then! ;-)

Anyways, do you think someone's still selling those PCBs and the firmware?

--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------






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Article posted with Cabling-Design.com Newsgroup Archive
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##-----------------------------------------------##

 

[Dmitri]

Kryten wrote:

You could try putting strips of SMD parts in the plastic holders they
use
for keeping photographic negatives in folders. You can flip through
these as
fast as a book, and no booting your PC.

Film canisters are good for bits with wires that won't appreciate
endless
bending.

I try to avoid the problem by only ordering components when I have a
project
that needs them.

I tell myself I can't buy stuff until I have a fully designed circuit
to use
them.

I have thus avoided having lots of half-done none-working projects and
wasted money.

However, since I got into FPGA/CPLD/Flash, I do have quite a lot of
TTL/LSI
chips I do not need.
Z80 CPU/CTC/DART, 4164, 41256, 62256, EPROMs etc.

Perhaps I should make a dozen replica ZX81/Spectrums and give them as
gifts?

Great minds think alike! ;-) I was just looking for a supplier of a
Spektrum (alike) PCB that I can populate with the discrete logic I have
laying around. Just to show my sun (if I can get some attention in between
his X-Box Live shootouts) what his dad had to play back then! ;-)

Anyways, do you think someone's still selling those PCBs and the firmware?

--
Dmitri Abaimov, RCDD
http://www.cabling-design.com
Cabling Forum, color codes, pinouts and other useful resources for
premises cabling users and pros
http://www.cabling-design.com/homecabling
Residential Cabling Guide
-------------------------------------



##-----------------------------------------------##
Article posted with Cabling-Design.com Newsgroup Archive
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##-----------------------------------------------##

 

[Rich Webb]

Hi Rene,



Interesting. Can that web page sort? For example, if you wanted to know
which different types of Schmitt trigger chips you have on hand, or what
kinds of FETs in SOT23 package, could it list that for you?

I'm not Rene (but I think that's a dang good idea).

What could be done would be to use a setup like MySQL or PostreSQL for
the database and use PHP as the glue between the query language and the
web page creation.

 

[Joerg]

Hi Dmitri,

Still, my major problem is not storing - it's recalling ;-)! I do have
general idea about where my resistors, caps and so forth are, but I seem
to spend frustratingly much time on verifying if I have a particular value
resistor or cap or else. This is where I think some kind of software
database might be a big help.

Besides a database like the one in MS-Works or MS-Office you can also do
that on paper. Not as good but it works.

A few flat 'rolodex' registers plus a stack of blank cards work well.
The trick is to keep the cards in an order that makes sense to you and
then to strictly adhere to that. I had that a long, long time ago before
computers became small and cheap enough. Cards would contain part
number, housing, mfg, qty available (marked down as used), and most
importantly "location". Then they were sorted numbers first (74HC00,
74HC04,...) and after that alphabetically (BSS84, BSS123, ...). No
exceptions. This system also works if, for example, you kept a few of a
certain part in a little rack drawer and then a whole lot more in an
overflow storage outside the lab because it was from a minimum quantity
purchase. Then they just get two cards that are identical except for
location.

On the back of the cards I sometimes wrote down where to get new stuff
if it wasn't easy to obtain. You can do that in a database, too, but
things become quite large then. A downside with physical cards is
ambiguity. For example, you may think that you are short of 2N2907
because the card says there are two left but your prototype needs five.
Then, way at the other end of the rolodex there is a card showing dozens
of PMBT2907. Same thing, different manufacturer. A database would find
those.

Regards, Joerg

 

[Jim Thompson]

Hi Dmitri,


Besides a database like the one in MS-Works or MS-Office you can also do
that on paper. Not as good but it works.

A few flat 'rolodex' registers plus a stack of blank cards work well.
The trick is to keep the cards in an order that makes sense to you and
then to strictly adhere to that. I had that a long, long time ago before
computers became small and cheap enough. Cards would contain part
number, housing, mfg, qty available (marked down as used), and most
importantly "location". Then they were sorted numbers first (74HC00,
74HC04,...) and after that alphabetically (BSS84, BSS123, ...). No
exceptions. This system also works if, for example, you kept a few of a
certain part in a little rack drawer and then a whole lot more in an
overflow storage outside the lab because it was from a minimum quantity
purchase. Then they just get two cards that are identical except for
location.

On the back of the cards I sometimes wrote down where to get new stuff
if it wasn't easy to obtain. You can do that in a database, too, but
things become quite large then. A downside with physical cards is
ambiguity. For example, you may think that you are short of 2N2907
because the card says there are two left but your prototype needs five.
Then, way at the other end of the rolodex there is a card showing dozens
of PMBT2907. Same thing, different manufacturer. A database would find
those.

Regards, Joerg

I have a number of those plastic-drawer cabinets, with each drawer
having two dividers (thus 3 compartments per drawer).

I numbered them, row and column and compartment:

A1a A1b A1c A2a A2b A2c...

B1a B1b B1c...

Dump parts into compartments, pretty much at random as I emptied
envelopes, bags, etc.

But I built a text-file database:

A1a 2N2222
A1b 2N3906
| |
etc.

Then, in an editor, I sorted by column 9.

Voila, alphabetic listing of my junk box... look up a part and then go
to that compartment.


...Jim Thompson

 

[John Larkin]

Hi Dmitri,


Besides a database like the one in MS-Works or MS-Office you can also do
that on paper. Not as good but it works.

A few flat 'rolodex' registers plus a stack of blank cards work well.
The trick is to keep the cards in an order that makes sense to you and
then to strictly adhere to that. I had that a long, long time ago before
computers became small and cheap enough. Cards would contain part
number, housing, mfg, qty available (marked down as used), and most
importantly "location". Then they were sorted numbers first (74HC00,
74HC04,...) and after that alphabetically (BSS84, BSS123, ...). No
exceptions. This system also works if, for example, you kept a few of a
certain part in a little rack drawer and then a whole lot more in an
overflow storage outside the lab because it was from a minimum quantity
purchase. Then they just get two cards that are identical except for
location.

On the back of the cards I sometimes wrote down where to get new stuff
if it wasn't easy to obtain. You can do that in a database, too, but
things become quite large then. A downside with physical cards is
ambiguity. For example, you may think that you are short of 2N2907
because the card says there are two left but your prototype needs five.
Then, way at the other end of the rolodex there is a card showing dozens
of PMBT2907. Same thing, different manufacturer. A database would find
those.

Regards, Joerg

The coin envelopes *are* the cards!

John

 

[Richard]

How do you guys keep track of your parts?

Physical sorting for SMT:

Keep them in the clear 1"x4" plastic baggies the suppliers ship them in,
that have a label attached with the part number & specs (at least
Digi-Key does this, and it's handy)

Clip similar groups together with a jumbo "binder clip", sorted by value

Throw the lot in a gallon-sized freezer bag (clear, heavy gauge), or
whatever suits you for bulk storage.


For tracking parts in general:

Keep a complete parts list in an Excel spreadsheet and update inventory
either as you consume a significant number of a part, or
across-the-board before re-stocking. (This isn't really for tracking
quantity on-hand - it's mostly about making cost estimates and
re-ordering quick & easy.)

* Store mfr name & part#, supplier name & part #, price each, on-hand
qty, to-order qty (with cell notes for price breakpoints and MOQ). Can
also store hyperlinks to PDFs, order pages, etc.

* Easy to sort the sheet by supplier + part number to place orders

* Add a column for qty required per project, so you can easily calc the
exact parts cost for a project


I have to say, I like the idea of using the 35mm clear storage pages to
store / sort SMT parts.

If anyone's interested, I'll post an example XLS on a.b.s.e

Regards,
Richard

 

[Pooh Bear]

The little stuff, especially surface mount, stores nicely in coin
envelopes. You can write all kinds of stuff on them and store lots of
them in small cardboard or plastic parts-shelf bins. Coin envelopes
only cost a couple of cents each.

Exactly what I did for things like resistors when I was a hobbyist.

If you get your parts supplied in nice small self-seal polythene bags - you can
also fit them into a plastic 'tote bin' type thing in value order with
home-made cardboard separators for the decades. Ot you can buy the polythene
bags too.

Look for special offers at the diy store on multi drawer cabinets for larger
objects.


Graham