MICRO – Unified Writing and Definition Standard

1. Purpose

This document defines a unified standard for how items are described on the inventory paper forms. The goal is to ensure that:

• Entries are consistent across all counters and zones.
• Entries are searchable and sortable during digitalization.
• Entries capture the minimum essential information for each item type.
• Counters spend minimal time deciding how to write an entry.

2. Mental Model: The Core Principle

“Write the Minimum Viable Description”

Every entry must answer just two questions:

1. What is it? → Brand + broad type (e.g., “Cable”, “Screw”, “Filament”)
2. What makes it different? → The key spec(s)

Everything beyond that is noise. Condition, colour (unless critical), and minor details go in a separate Notes field if one exists; otherwise they are omitted.

3. Universal Naming Structure

All entries follow a single, compact string:

Full Example: BigBrand USB Hub ∣ 4 Port – USB 2.0

Rule: Always start with the broad type so anyone reading the entry immediately knows what they are dealing with.

4. General Rules

These rules apply to all entries, regardless of item type.

4.1 Be Only as Descriptive as Necessary

Write enough to uniquely identify the item, but no more.

Rule: If omitting a detail does not make the item ambiguous, omit it.

4.2 Colours

Use only the following standard colour names. Do not use manufacturer‑specific names (e.g., “RAL 9001”, “Midnight Blue”, “Cherry Red”) or nuanced variants (e.g., “Matte Black”, “Off‑White”, “Light Grey”).

Allowed Colours:

Red • Orange • Yellow • Green • Blue • Purple • Pink • Brown • Black • White • Grey • Clear

Rule: Write the colour exactly as listed. No modifiers, no shades. Include colour only when it is a key differentiator (e.g., filament, LEDs). Omit it for screws, cables, tools, etc.

Examples:

• Sunlu PLA Filament ∣ 1.75mm Black ∣ 1kg (not “Midnight Black”)
• LED ∣ Red 5mm ∣ THT (not “Cherry Red”)
• Enclosure ∣ 200x150x50mm ∣ Grey (not “Light Grey”)

4.3 Gender Notation

Use Unicode gender symbols for connector genders:

Examples:

• USB-C Cable ∣ 2m ♂♂ ∣ USB 3.0
• HDMI to VGA Adapter ∣ ♂ to ♀ ∣ 4K 60Hz

4.4 Units & Measurements

Use standardized units with no spaces between value and unit.

4.5 When in Doubt: Be Generic

4.6 Standardized Abbreviations

Use these abbreviations to keep entries concise and consistent. Avoid inventing new abbreviations unless absolutely necessary.

Examples:

• LED Strip ∣ RGB 5050 ∣ 5V ∣ 1m IP65 (uses RGB)
• DS18B20 Sensor ∣ 1-Wire ∣ -55 to 125°C (uses 1-Wire)
• ESP32-C6 Dev Board ∣ WiFi/BT (uses WiFi, BT)

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5. Category Guidance

Use the following sections to determine what to write for each type of item you encounter. In every case, aim for 4–8 words total and always include the broad type.

5.1 Electronics Components

Small electronic parts and semiconductors (e.g., resistors, capacitors, LEDs, ICs).

How to determine what to write:

• Brand: Look for a name on the item. If none, write Generic.
• Broad Type: Resistor, Capacitor, LED, IC, Sensor, Transistor, etc.
• Model/Chip: Look for printed text (e.g., “NE555”, “ATMEGA328”).
• Key spec: Include the most important value (Ω, µF, V, MHz, etc.).

5.2 Electrical & Wiring

Everything used to connect or power electrical systems (e.g., cables, wire, power supplies).

How to determine what to write:

• Broad Type: Cable, Wire, Power Supply, Heat Shrink, Cable Tie, etc.
• Connector type: Look at the ends (USB-C, HDMI, RJ45, barrel plug, etc.).
• Length: Estimate if you can’t measure. Use ~ for estimates.
• Gender: Use the symbols (♂ = plug/pins, ♀ = socket/hole).
• Rating: Look for numbers like “5V 2A” or “Cat6” printed on it.

5.3 Mechanical Parts

General mechanical components (e.g., bearings, shafts, springs, belts, gears).

How to determine what to write:

• Broad Type: Bearing, Shaft, Spring, Belt, Gear, etc.
• Size: If numbers are printed, use them. If not, measure or estimate.
• Material: If you know it, write it (e.g., “Steel”). If not, write “Metal” or “Unknown”.

5.4 Fasteners & Hardware

Standard fastening elements (e.g., screws, nuts, washers, threaded inserts).

How to determine what to write:

• Broad Type: Screw, Nut, Washer, Rivet, Spacer, etc.
• Size: Look for markings (e.g., “M3”). If not, estimate.
• Head type: What shape is the head? (Phillips, flathead, socket, hex, etc.)
• Material: Write “Metal” or “Unknown” if you don’t know.

5.5 Profiles & Raw Material

Construction materials (e.g., aluminium profiles, rods, plates, acrylic, plywood).

How to determine what to write:

• Broad Type: Profile, Plate, Sheet, Panel, Rod, etc.
• Material: If you know it, write it. If unsure, write “Metal” or “Unknown”.
• Size: Measure the length. Width/height too if it’s a plate or profile.
• Series: Look for numbers like “2020”, “4040” printed or stamped on profiles.

5.6 3D Printing

Everything related to additive manufacturing (e.g., filament, resin, nozzles).

How to determine what to write:

• Brand: Look on the spool/box. If none, write Generic.
• Broad Type: Filament, Resin, Nozzle, Build Sheet, etc.
• Material: Look for “PLA”, “PETG”, “ABS”, etc. printed on the spool/box.
• Diameter: Almost always 1.75mm. Check the box/spool.
• Colour: Use only the standard colour names.
• Weight: Usually printed on the spool (e.g., 1kg, 750g).

5.7 Tools & Equipment

Reusable tools (e.g., screwdrivers, calipers, soldering stations, multimeters).

How to determine what to write:

• Brand: Look for a name printed on the tool.
• Broad Type: Soldering Station, Multimeter, Caliper, Screwdriver Set, etc.
• Model: Look for a model number (often “Model: XXX”).
• Specs: Look for numbers with units (V, W, A, mm, etc.) printed on it.
• Condition: Write “Complete” if it has all parts, “Partial” if missing parts – but only if space allows.

5.8 Consumables

Items that are regularly consumed (e.g., tape, glue, sandpaper, isopropanol, cleaning supplies).

How to determine what to write:

• Brand: Look on the packaging. If none, write Generic.
• Broad Type: Tape, Glue, Sandpaper, Cleaner, Zip Bag, etc.
• Size: Look for measurements on the packaging or measure it.
• Variant: What kind? (Double-sided, superglue, gel, 99%, etc.)

5.9 Projects & Assemblies

Items belonging to unfinished or completed projects (e.g., prototype PCBs, robot assemblies).

How to determine what to write:

• Project name: If there’s a label or note, use it. If not, describe it briefly.
• Broad Type: PCB, Assembly, Fixture, Prototype, etc.
• Stage: Is it complete, partially assembled, or just parts?
• Owner: If there’s a label with a team name or person, write it.

5.10 Teaching Material

Items primarily used for courses and laboratory exercises (e.g., training kits, demonstration boards).

How to determine what to write:

• Brand/Name: Look for labels or printed text.
• Broad Type: Kit, Demo Board, SBC, Hardware, etc.
• Course/Lab: If there’s a label, use it. If not, write Unknown or Not labeled.
• Condition: Write “Complete”, “Incomplete”, or “In case” – only if space allows.

5.11 Unknown

If you cannot identify the item, place it in the Unsortable box.

Do not:

• Guess what it is.
• Invent a description.
• Spend more than 10 seconds trying to identify it.

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6. Quick Reference Card

6.1 What to Write by Item Type

6.2 Examples: Good vs. Bad

6.3 What to Do When You Don’t Know

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7. The 30‑Second Rule

Counters should spend no more than 30 seconds deciding how to write an item.

8. Unsortable Resolution Flow

Flow diagram: items are either identified and written concisely, or placed in the Unsortable box for leader review.

Inventory Standard • Version 1.0 • Use ∣ as separator • Keep entries concise.