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Innovation plays a significant role in driving business, which in turn drives our economy. Although an indelible mark is being made on nearly every aspect of modern life, few of us ever stop to reflect on how property identification through UID labels impacts us personally. They aren't overlooked in industry however, where asset tracking capabilities are crucial for operating a successful, profitable business. In today’s economy, there are definite cost savings that occur from maximizing the use of a company's assets. This means knowing where the assets are, how they are being used, and how they are being maintained and serviced. This can all be realized by using UID labels.

Many companies have been using asset tracking systems by way of UID labels, to keep better tabs of all of their assets since the 1950s. Metal plating, bar codes, and RFID tags are just a few of the ways that asset tracking can be accomplished. While the oldest and perhaps simplest method of creating UID labels is serialized metal plating, it is probably also the most durable. The embossed aluminum stainless steel and anodized aluminum plates are still manufactured and used to this day. These plates carry barcodes which are used almost everywhere, from simple office furniture to Department of Defense military helicopters.

Versatility is just one of the reasons that barcode technology has achieved such widespread use with the military and its UID labels initiative. Barcodes are a good way to automate what was formerly a manual asset tracking process. Companies that wish to implement a system but aren't sure if they want to go directly to barcode technology can print the barcodes on the tag and then just use only the human readable portion of the tag. They can do this until they are prepared to use a fully automated asset tracking system.

Once an automated barcode system with UID labels has been implemented, the benefits are twofold, comprising of accuracy and efficiency. In a traditional fixed asset example, manual methods would require somebody to go around and collect all of the asset information and then subsequently key it into a computer. This not only is inefficient, as it delays the transport of much-needed inventory, but prone to error. Studies have indicated that the error rate with a manual system can be as high as 1 in 300, while the error rate from an automated system is as low as 1 in 3 million.

Over the years, various materials such as polyester, polycarbonate, and specially formulated ceramics have been added to the list of durable materials used in modern UID labels. Since UID labels are one-of-a-kind and need to be durable, they are often subjected to strenuous environments which test their ability to maintain their accuracy over time. In this way, the military can fulfill its initiative of making UID labels accurate, durable, and versatile.

The United States Department of Defense's standard MIL-STD-130 encompasses specific standards mandated by the Department of Defense with regard to identifying, marking and maintaining accurate records of military property. All government contractors must comply with MIL-STD-130 regulations, which require that certain products be properly labeled with a Unique Identifier (IUID marking).

The IUID marking requirement stipulates that mandated items be labeled with a machine readable 2 dimensional data matrix bar code. Regardless of their composition, all items must meet specific printing and/or marking specifications. In addition, items subject to IUID marking must adhere to stringent specifications. Specifications require that all marking must be applied to either a stiff plastic or metal identification plate, and contain an identification tag, band or label. IUID marking must also be located where it is clearly visible and easily read, and markings must be permanent and impervious to normal environmental conditions.

IUID markings are composed of character strings, numbers, or sequential bits that are unique to the product being labeled. IUID marking regulations are rigorous, and must include details of the product’s geographic location, product size, serial number, agency code, a personal identification number and both contract and order numbers. Moreover, the specified data must be globally unique.

The IUID marking policy was established to improve asset management, lower the cost of item management, improve inventory management, improve item availability and provide the DoD with the ability to conduct concise audits. The standard is also used as a guide to ascertain governmental needs when designing specific contracts.

Through their expert input, Jet City Laser, experienced distributors of marking and reading technologies since 1994, provided the DoD with invaluable assistance in the development of Unique Identification techniques. Jet City Laser offers an ironclad guarantee on all of their products, including 100% verification that their nameplates and labels meet MIL-STD-130 requirements as well as a 100% guarantee that all product data is archived for future reference. The company further simplifies the complicated process of IUID marking by offering product registration in the UID Central Registry.

All nameplates and labels manufactured by Jet City are verified to be readable from 10 angles, an ideal solution for difficult to reach spaces, such as curved surfaces. In accordance with DoD regulations, all materials used in the production of IUID marking are 100% guaranteed to meet conformance specifications for all products that they service. In addition to the company's reputation for excellence in the industry, customers can expect exceptionally speedy delivery of their orders.

Those who must comply with IUID marking regulations need not worry about the complexities involved in complying with the mandate. Customers can rest assured that Jet City Laser and its partner company, ID-Integration, consider providing their customers with the proper specifications for their needs an integral part of their job.
Contact Jet City Laser for further information and expert advice on your unique needs.

Everyone who has purchased items from a military surplus or otherwise done business with the department of defense is well familiar with UID numbers, also known as "Unique Item Identifier." This combination of numbers and letters is a unique identifier which is attached to each particular item that the military may purchase or need. While somewhat complicated, this allows the department of defense to instantly track the usage of everything from bullets to gasoline to toilet paper, and expedites the requisition of items. In use for decades, the UID is designed to be small and simple enough to quickly be applied to almost any item (or at least the box that it comes in) and in most cases can even be accompanied by a bar code to facilitate efficient invoicing. After all, good logistics is essential to any war effort, and many battles have been lost for want of supplies.

In an effort to keep this technology up to date and enable the Department of Defense to have the best logistics possible, Jet City Laser helped to develop the current model of this technology. The current model revolves around a UID registry which keeps a complete record of what's available and in what quantity. Jet City Laser has many years of experience in product marking and identification systems, so they were a natural choice to enhance the UID registry with the new MIL-STD-130.

The MIL-STD-130 standard is mandated for all UID items. It dictates what sort of number is assigned to each item. Jet City Laser has ensured that these numbers follow a smart and logical pattern in order to make the UID registry as simple to use and helpful. Jet City Laser has many years of experience with ID integration, so coming up with good ID systems with lots of room for as-of-yet unincluded items so the MIL-STD-130 numerical systems they helped to develop are easy to use both by civilians and military users. While not all inclusive (other ID systems are also used) it is very popular and known for it's reliability.

The trick to maintaining a good UID registry is to ensure that the MIL-STD-130 number is in a place where it is easily visible, yet quite permanent. This is where Jet City Laser's expertise has come in most helpful. Their advanced technology has allowed for the best sort of permanent labeling, with different methods and labels for each item. Advanced technology is necessary to ensure that these labels remain readable even under harsh conditions. The markings also need to not be too small so that they are readable for proper inventory and maintenance of the UID registry. Jet City Laser's experience in the world of advanced labeling ensured that they were able to develop labels that are up to the task.

The United States Department of Defense (DoD) MIL-STD-130 standard for Unique Identification (UID) marking has been established in order to allow for optimized asset, inventory and accounting tracking and control. The DoD has created detailed guidelines for product printing and marking for its tangible assets located around the world. It can quickly compile information collected from these identification codes for use in its centralized database. All government contractors must comply with these DoD standards when selling products to the military.

Basic UID marking parameters include unique identification numbers, bar codes and a 2D Data Matrix symbol. This combination of human-readable and machine-readable marking is used for the rapid accumulation of asset management information on physical military resources. This data can then be modified by military staff.

UID Marking Techniques

The military uses a wide variety of products, made of different material (paper, rubber and metal). Some products can be written on; others need specially made nameplates, labels and tags for quick identification. The DoD has established different UID marking standards for each of these product materials.

The DoD has established quality guidelines for each of the most prominent UID marking techniques: laser, mechanical engraving, chemical etching, ink jet, paint and epoxy base. The DoD demands high levels of legibility and durability in UID marking – the free text and symbols must withstand hazardous chemicals, inclement weather, natural decay and extreme temperature changes.

UID Marking Specifications

The DoD recognizes that because its products have different sizes and shapes, they require different UID marking standards. Many of these UID marking labels consist of multiple bar codes, identification numbers and 2D Data Matrix identification marks. The DoD has set up “preferred” labeling standards for optimum legibility and content; alongside alternate guidelines (when labeling space is more limited). Location and lettering type for the UID marking is also specified by the DoD.

Another variation in UID marking is found in the two constructs:
Construct One - Issuing Agency Code (IAC), Part Number and Traceable Number combined into one UID

Construct Two - Issuing Agency Code (IAC), Lot or Batch Number, Part Number and Traceable Number combined into one UID

Different labels are also regulated separately: Free text, Air Transport Association (ATA) and Consumer Electronics Association (CEA), for example. The UID marking for products sold to the military must be designed to specified requirements, which are continually being updated.

Ensure that you have top-notch quality assurance for your product labels, that fulfills DoD compliance regulations for UID marking and identification systems. The experts will read all of the important manuals and maintain the high standards you expect. UID marking is a complicated issue; so turn to the experts at Jet City Laser to help you comply with these standards.

Unique Identification Labels or UID Labels are used by the Department of Defense (DoD) in order to keep track of every piece of military property within their possession. MIL-STD-130 is the standard by which those items are marked. Jet City Laser was instrumental in the development of MIL-STD-130 which aides the government by specifying which items need UID Labels, as well as how and where they should be identified.

MIL-STD-130 requires that UID Labels are visible and can withstand normal environmental conditions throughout the life expectancy of the item. Most commonly, MRI (Machine Readable Information) will be used, however, some conditions require a less permanent UID Label and sometimes only essential information is marked such as the manufacturer’s EID (Enterprise Identifier) and the PIN, LOT, or batch number of the item. In addition, in the rare situation that there is no space available to place the MIL-STD-130 standardized UID Label, the mark is placed on the packaging. When MRI is inaccessible, there are separate requirements mandating the type and size of font to be used for all characters. UID Label protocols are further specified by various orders.

As is expected, there are exceptions to the MRI marking routine. COTS (Commercial Off The Shelf) items that are clearly marked with some sort of commercial identification may be exempt from UID Labels as long it will not result in identification difficulties. Individual parts may also be exempt from MRI UID Labels if they are not expected to be removed, repaired, or replaced. There are other circumstances, such as the UID labeling of a legacy item, that can merit exceptions.

There are other specifications regarding the required marking quality of an MRI:
-Linear Bar Code: ISO/IEC 15416 is the protocol for measuring the print quality of a linear bar code, unless otherwise specified in the contract or order.
-Data Matrix Symbol: Several protocols are available for measuring the print quality of a data matrix symbol that can be used at the supplier's discretion. Those protocols include: ISO/IEC 15415, AIM DPM-1-2006, or SAE AS9132. There are also specifications to be followed if a symbol is unacceptable for any reason.
-Marking Arrangements: Depending on the manufacturer's role in the designing and creation of the item, there are guidelines for the arrangement of the marking on the UID Label. Free text markings for units, groups, and sets are arranged by precise standards as well. All maintenance actions also require additional markings be added to the UID Label.

The DoD requires strict adherence to the guidelines and specifications set out in MIL-STD-130. Thankfully, these complex instructions have human handbooks, Jet City laser experts. A technical company that specializes in product marking and identification systems is best suited for providing essential information and support.

MIL-STD-130 spec is the standard mandated by the DoD that certifies any item as UID compliant. The standard specifies some criteria of marking UID of the items using some convenient technologies. The contractors or the manufacturer who are in charge of marking the items need to incorporate the marking procedure so as to maintain a balance and meet the UID standards.

History of MIL-STD-130

The Department of Defense generated MIL-STD-130M on 2 December 2005. The standard mention in this is indication on identification marking of the military items. The MIL-STD-130N was released on December 17, 2007. the MIL-STD-130M spec is meant for the DoD and all the department agencies as well.

The first MIL-STD-130 spec requires that all government furnished property, property in possession of the contractors, legacy items and item deliverables should be marked with unique identification which is etched on the item as 2D data matrix barcode. However, there are two different methods of applying unique identification to the items- direct part marking and application of UID labels. The MIL-STD-130 spec has mentioned the conditions under which the method of marking an item should be selected. As durability of the marking is the most important criteria, the manufacturer of the items should take care of the marking that should last for the functional lifetime of the item.

Process of Selecting the UID Application Method

The DoD has mandated permanent marking solution for each item and hence the MIL-STD-130 has mentioned that the marking of the item should be permanent for the functional life time of the item. The contractors need to carefully decide the most appropriate marking procedure for the item. For instance, if the UID labels are being used for the marking, the material of the labels is important to consider. And, if direct part marking method is applied, the specific method of DPM should be decided carefully. The MIL-STD-130 spec has mandated the UID marking and UID scanning of each item to enhance the item traceability across DoD.

The Items that are to be Uniquely Identified

According to the MIL-STD-130 spec the items that require unique identification code are items with acquisition value more that $5000, that are considered mission critical, are managed by a serial number, are part of controlled inventory or consumables.

Part numbers, serial numbers, suppliers’ ID are some of the common data that is included into the item making. The MIL-STD-130 spec has mentioned that the data should be entered in the form of 2D data matrix barcode. As the unique UID is an important criteria and identifying the items with globally unique code is the prime goal of the DoD it is essential that the UII marking of the items should be correct and unambiguous.

The MIL-STD-130 spec also gives importance on the size and for of the characters that are imprinted as the 2D data matrix code. In case there is any mistake on the part of the manufacturer while marking the item, the UID registry will reject the item.

UID labels are important for item traceability and item management of the DoD. Hence, compliance with the UID standard ensures that the UID labels are acceptable and efficient for the DoD use.

UID labels are important part of the UID marking procedure of the DoD. The data that are required to be etched on the UID labels are provided by the DoD so that contractors can mark the labels as per the requirements of the organization. Moreover, it is mandated that the marking methodologies should be so that the marking should be readable throughout the functional life time of the item. Again, the labels should be affixed to the part or item permanently so that it would help the item tracking process of the DoD.

Verification of UID labels

Primarily, it is the responsibility of the contractors to assure that the UID labels are manufactured according to the UID standards. If the contractors purchase the labels, nameplates or the decals from the vendors, the DCMA is required to assure that the machine readable markings of the items are developed in accordance with the requirements of MIL-STD-130. If the contractors procures the UID labels form the vendors, he should provide a certificate of conformance from the vendors that mentions that the UID labels are manufactured according to the MIL-STD-130 standard. The DoD has recommended that the grade of marks is stated by the COC at the time of construction of the labels. The SAE or the ISO standards is used to determine the grade of the marking. Although the vendors present a Certificate of Conformance assuring that the labels are marked as per the UID standards, the contractors need to investigate the markings and their compliance as per the specific requirements.

Specification of Materials

There is no specification about the materials of the UID labels in the MIL-STD-130. It only requires that the materials should ensure durability. The contractors are allowed to use any metallic as well as non-metallic materials for the construction of the labels. However, the contractors need to make sure that the material of the labels doesn’t affect the item or its performance. When it comes to durability, the UID labels should be able to withstand environmental changes, heat and other cleaning process and chemicals.

Compliance for the UID Marking

The DoD instructions for UID marking informs that the UID data should be engraved on the UID labels in the form of 2D data matrix code. The standard has mentioned about the font type, and size of the symbols that are etched on the plates. The contractors should try to print as large mark as possible to ensure that the codes are readable. Although the barcodes are machine readable symbols, the MIL-STD-130 requires that there should be human readable information on the labels along with the machine readable codes.

The UID labels are verified while submitting the data to the UID Registry. Some of the products are checked during construction, while others are checked during the delivery. But the UID Registry has the right to reject the application if it finds the marking or the manufacturing of the labels not meeting the standard. Moreover, the contractors need to make sure that all the labels are manufactured according to the UID standard so that they get accepted in the UID Registry.

There are different process of submitting UID data to the UID Registry for new procurement, Government furnished property and legacy items.

The data submission information conveys about the methods of submitting data of the items currently owned by DoD, the Government furnished property and newly procured items. It is a kind of instruction document to with guidance about what and when the IUID data are submitted to the UID Registry. Here are the techniques of submission of data of various types of items to the UID Registry.

New Procurement

According to the DFARS, the prime contractors are required to submit the IUID data, the DoD recognized unique identification equivalent and unique item identifiers for the new procurements to the UID Registry under a DoD contract. The requirements for new procurements for the UID data submission are based on clauses of DFARS meant for item identification and valuation. The UID data for the new items are included at the time of electronic material inspection. The WAWF is one of the processes of capturing and submitting data to the UID Registry. In case of using direct submission method, the data entry is done after the Government acceptance.

GFP

It is also the responsibility of the contractors to provide the IUID data of all the Government furnished property (GFP) that meets the criteria for unique identification. Apart from the mandatory GFP submission, the Department of Defense encourages volunteer submission of the IUID data to the UID registry. The volunteer contractors are allowed to submit UID data related to the UID Registry before 31 May of the transition year. The validation and contract changes are required to be completed before September 30 for further proceedings of the DoD processes. The requirements of submission data for the Government furnished items should be according to the DFARS standards. The UID data for the Government furnished equipments with IUID policy are required to get submitted to the UID Registry before September 30 of the contract year.

Legacy

For the existing personal property in the inventory, items for operational use, and the items manufactured under DoD depots, the item managers and the Government program are responsible to apply IUID policy. Again, the IUID data for the items that satisfy the criteria for unique identification are submitted to the UID Registry by the Government program and the item managers. The department of Defense aims at marking and registering the embedded legacy items that require unique identification before December 31, 2015. The other legacy items subjected to UID policy are required to be submitted to UID Registry before December 31, 2010.

Updating the Item Data in UID Registry

UID Registry allows the contractors to update certain data such as item custody, batch/part/lot number, marks and embedded status. The changes are entered by submitting IUID flat files, an IUID XML file or by using the web interface of the IUID Registry. Major changes are done when there is a change in the part number for class I or class II engineering change, custody change, UII mark changes, embedded status changes.

The details of the UID Registry submission and modification of data has been provided for the contractors for enhanced management of data.

The UID labels are important for the item management process of an organization. Hence, the organizations need to be careful while selecting the UID label service provider.

UID labels assist marking the items and parts with globally unique identification making the item tracking process easier for the owners. Many companies in the United States use UID labels for better item management. The UID labels for different companies have different requirements. Hence, they want their labels to comply with their standards. Even, the UID labels used by the Department of Defense require that the contractors should construct the labels that comply with the standards of MIL-STD-130 .

The most important part of the UID labels is the data that are entered to the nameplates or the labels. The organizations provide certain instructions to the service providers so that the labels should be created according to their requirements. For instance, for the Department of Defense, the MIL-STD-130 is the standard for marking the UID labels with UID data. The service providers that construct the UID labels should follow the required format for the marking.

There are various types of UID labels and nameplates that the companies can select from for their items. When considered the materials of the labels or the nameplates, it is important that the material of the labels or the label itself should not affect the performance of the items. Materials may range be any type such as stainless, steel, aluminum, or polyester. The service provider can use the same material of the item for the label or different ones. But the contractors should make sure that the material of the labels shouldn’t affect the material of the items. It is required that the service provider should understand which material will be suitable for you. The material of the labels (nameplates, tags and labels) and their marking should be able to withstand adverse environmental condition.

For the UID application it is crucial to have a permanent label solution. The UID labels are generally fastened or affixed to the items or parts with the help of adhesive or screw. But the service provider or the contractors have to make sure that the UID labels and the markings are permanent for the items. The manufacturing process of the UID labels, tags and nameplates are time consuming that is why most of the companies look for service providers that can construct the UID labels for their item that meets their criteria. The UID labels for the item in the DoD are verified to meet the standards and are submitted to UID Registry .

It is crucial for any company including the Department of Defense to choose a reliable service provider who can understand the need of the organization from the UID labels. Construction of nameplates and the marking procedure needs professional services that know the specifications of their clients. The UID label services have to go through the instructions so that they can manufacture the labels that meet the standard. UID labels are important features of the part and item marking system and play a significant role in the item management process of the organization. Hence, any organization should select the right kind of service provider to ensure the quality.

MIL-STD-130 M is a version of MIL-STD-130 that mentions the criteria of UID marking for the DoD items. The criteria are beneficial for the product designers who need to develop the data according to identification marking requirements.

MIL-STD-130M provides guidelines and insight into the implementation of machine readable information to the item as a part of item identification marking. The standard is approved by DoD for the use in all departments and agencies. The information helps for life-cycle asset management starting from acquisition of items through manufacture, to final disposition.

The MIL-STD-130 M is the standard that provides criteria for the product designers to develop products based on the identification marking requirements. It is the responsibility of the product designers to include data such as marking content, location, size and application process while submitting the data. However, for the initial manufacture, the product definition data is not sufficient to prove that the marking is in accordance with the standard. The data is approved after the validation process.

The definitions provided and used in the MIL-STD-130 M standard are targeted at the use of product designers. The prevailing engineering documentation terminologies are based on this standard and the standard has made every effort to provide clear definition of data to avoid any conflict. Apart from the marking applications, the standard enables the product designers make sure that the acquiring activities are also according to the standard. The contractual instruments clearly mention about the acquiring activities that states that the marking requirements should be according to the criteria of the standards.

Scope of MIL-STD-130 M

The standard provides information about the marking criteria required by the department of Defense. It also provides criteria for development of special marking requirements by the DoD. Basically, the standard is set to balance the item identification procedures of produced, stocked, stored and issued military property of the Department of Defense. The criteria are about both machine readable information and free text application of the item identification marking.

Figure in the Standard

The standard has provided some figures as illustrations to understand the practices and to assist the user to understand the text. In some cases, figures become essential to show a level of detail and emphasize the text. Moreover, the presence of the figures is not related to the applicability of the practices and requirements.

Exclusions of Application

There are some items that are not subjected to UID criteria. Unless they are specified with standards or contracts, they don’t need to undergo the identification marking application.

Tailoring the Application

The product designers should have proper knowledge about the MIL-STD-130 M standards to determine the extent to which the application of the identification can be tailored. However, the contractors have to mention the changes in the contract form.

The UID data application is a crucial part of DoD’s item management procedure. It requires the best possible method to ensure accuracy of data and application of UID to the items. Moreover, the contractors are required to submit the data to the UID Registry. If the data is not entered properly or in case there is a deviation from the standard UID application process, UID Registry has the power to reject it. Hence, the MIL-STD-140M has mentioned the criteria of UID marking for the convenience of all DoD contractors.

Before the UID data are submitted to UID Registry, they are verified through various processes. It is important for the data to meet the UID Registry standards to get accepted .

The UID Registry is considered as repository of information about the UID data of the DoD items. The data about the UID of the Government furnished items are required to get submitted to the UID registry for the easy maintenance of records. The system enhances the management and accesses of the UID data of the item, helping the DoD keep track of the items. The records include acquisition of items, their maintenance and repair as well. DoD started the system of submission to UID Registry since November 2004. The DoD also requires that the data submitted to UID Registry should comply with the MIL-STD-130 standards.
The Aspects of UID Data Submission to UID Registry

As the data submitted to the UID Registry is essential for the asset management across the Department of Defense, it is crucial that the data are correctly entered. The basic data required for the submission are part number, serial number of the item, enterprise code, construct type (construct #1 or Construct #2), etc. Issuing Agency Code is one of the important data to be mentioned. Apart from the machine readable codes, the concatenated human readable UID data are also entered to the UID Registry .

The contractors are required to follow certain aspects of submitting data that are important for the UID Registry. It is to be mentioned that the data should be entered to the UID Registry in the XML format. The other aspects are discussed below.
Schema Review of UID Registry
As it is mentioned that the files are converted into XML format before they are submitted to UID Registry. Prior to that, it is imperative to ensure that external files from the property management database are developed in accordance with the UID Registry schema and requirements. The versions of the schema have been undergoing changes supporting the GFP. 3.0 is the latest version of the UID Registry schema.
Adjustment of Data Format

It is mandatory for the contractors to prepare the data that meets the requirements of the UID Registry maintenance team. Sometimes, even the XML data formats require some changes to meet the standard of the UID Registry . Sometimes, depending upon the products and the details that are submitted, the data is exported to specific manipulation files.
Undergoing through UID Test Registry

The data can not be submitted directly to the UID Rgistry, even after being formatted into a XML Document. Prior to being submitted to the UID Registry, the data is submitted to a test registry. After being approved by the UID production, the file is transferred to a GEX certified VAN provider. It is the responsibility of the GEX certified VAN provider to ensure the submitted files are transferred to the FTP services of the UID Registry.

Approval of Data by the UID Registry

After the files containing the data are submitted to the VAN provider, they take at least 24 hours to reach the UID Registry . The contractors can view the outcome- approval or rejection- through the website of the UID Registry.

WAWF system of submission of UID data to UID Registry is one of the most efficient methods and has several benefits.

The submission of UID data to the UID Registry is an important task of the contractors as they are responsible to mark the parts with UID labels. The standards of marking the items with UID have been defined by the DoD and the data should comply with the MIL-STD-130 standards. However, the submission of UID data to the UID Registry requires greater care and attention on the part of the contractors. In case there is any kind of deviation from the standard set by the DoD, the UID Registry has the right to reject the documents.

The UID Registry is supplied with new UID data every time some new items are acquired or the existing items are assigned new UIDs. In fact, UID Registry is the ultimate source of all UID data and is maintained by the Defense Logistics Information Service (DLIS).

DoD has allowed different processes of submitting data to the UID registry. WAWF is one of the reliable methods meant for transmitting the UID data elements into the UID Registry by the contractors. It is a transaction system that supports the procurement lifecycle starting from submission of UID data (electronic invoices), assessment and acceptance to electronic payment receipt. The website of WAWF provides a graphical interface of submission of shipment and product data. It doesn’t require any additional software to produce the documents and submit them.

What is Wide Area Workflow?

Wide Area Workflow (WAWF) is a safe and web-based method of electronic invoicing, acceptance and receipt. The mechanism of WAWF includes creation of a virtual folder to combine the documents that are essential to pay the vendors. The three required document for UID Registry are the contract, the invoice and the Receiving Report. The application of WAWF simplifies the process of electronic submission of invoices, acceptance of documents and government inspection. It also supports the DoD’s purpose of implementing a paperless acquisition process. The technology of web-based interactive applications to generate and process payment related documents has also reduced the burden of the authorized DoD personnel and government contractors. The email notification system has been introduced to notify the DoD users about the pending actions. The WAWF submission has replaced the manual DD250 document. The system has become important for the DoD as it can now accept UID data along with combo (2-N-1) documents and receiving reports. After receiving all the UID data, the WAWF system forwards it to the UID Registry.

Data Elements Required for UID Registry

It is manadatory for the contractors to provide the essential UID data elements while submitting to UID Registry. The basic data required for the submission of for each marked item is the item number, unit cost, product identifier and shipment number. The additional data required are the UID Type (Construct 1 or 2), Entity Identifier (such as CAGE) of company assigning the UID, IAC (Issuing Agency Code) which controls the Entity ID, Part Number (Construct 2 only), Serial Number, Fully constructed UID.

Benefits of WAWF submission for UID Registry

The most remarkable benefits of WAWF are minimized re-keying and improved data accuracy, online access and full spectrum view of document status, accurate disbursements and easy access of all documentation required for payment. It also allows the DoD to achieve its e-invoicing goals.

For the government contractors, willing to submit their items to UID registry , the Department of Defense has implemented ISO marking standards. The ISO/IEC 15426 section 2 of the MIL-STD-130M standard handles the classification of 2- Dimensional bar coding. However, the Department of Defense gives priority to the levels or plates mode of marking instead of direct part marking. As per the authorization of DoD, only 20% of the UID markings will be by direct part marking and the rest 80% will be on nameplates or levels. For bar coding, the traditional nameplates are made up of several metals such as stainless steel, brass and aluminum. Anodized aluminum blank nameplate is considered standard form as it offers better durability. These long-lasting aluminum nameplates are used for bar coding for their sunlight and heat resistance quality and better abrasiveness.

In fact,the durability of the anodized aluminum nameplate material is due to its flexibility and thinness. Apart from being quite strong, the metal is lightweight and they posses the quality to easily bend around the products. Again the aluminum nameplates are anodized to make it resistant to excess heat, abrasion and chemicals. The anodized aluminum blank nameplates are also ideal for aerospace industries, commercial and industrial use as they can survive harsh climatic conditions and extended exposure to UV rays with little damage. Apart from the basic metal colors, the nameplates can be coated with several other vibrant metallic colors such as gold, purple, copper and dark blue, but the color is chosen once the nameplates are anodized.

The anodized aluminum blank nameplate can resist temperature up to 900°F-1200°F as they are made of durable anodized aluminum. Apart from this, the anodic layer of the aluminum protects the item info as well as the logo from chemical abrasion and high temperature. Also the nameplate offers the clarity of the product code info and the logo. The aluminum nameplates are widely used for the low tooling costs of decorating and serialized numbering on them. The adhesives are generally not recommended for the nameplates as they are required to resist high temperature.Rather the anodized aluminum blank nameplates ought to be used with holes or mechanical fasteners.

Often, the anodized aluminum blank nameplates are personalized as per the requisite of the manufacturers. Of late, a new form of anodized metal nameplate, also known as photo anodized metal nameplates, has been widely in use. These superior quality nameplates possess the features to resist extreme environmental conditions,increased heat (more than 1000F), and more harmful UV rays. These nameplates are also coated with anodic layers of aluminum that makes them as durable and safe as the anodized aluminum blank nameplates . Along with the basic mechanical fasteners, the new kinds of photo anodized nameplates come with pressure-sensitive adhesive.

As the photo anodized metal nameplates can reproduce logos, black copy and barcodes photographically, they are more useful than the anodized aluminum blank nameplate . They ensure reliable and accurate reads. Apart from the specially matched adhesives they have optional intensification process to resist increased heat and advanced image resistance for different environmental conditions.

For all the Government furnished goods and items, it is essential to have UID labeling or marking before they are submitted to UID registry . The UID registry has been implemented by the Department of Defense (DoD) from November 2004. The strategy of the DoD is to complete the identification marking process of all the tangible items by 31 December 2010. The unique identification labels are designed to identify the items uniquely so that it will be easier for the DoD to keep records of all the items- their acquisition, repair and maintenance. Basically, UID Registry is a software system that is developed to enable the DoD maintain the records of different tangible items according to the UID standards. It can be said that UID labeling and marking procedures are a part of serialization tracking program of DoD.

The Methods of UID Registry submission

As the UID registry submission is a part of DoD’s programs, it is very essential to have data accuracy for the process. The issuing agency code (IAC) on the items is important to be mentioned. Besides, the construction type info such as construct #1 and construct #2 are the other important details to be mentioned. the other important thing to be mentioned is the concatenated human readable UID, which is from the 2 dimension matrix bar code by scanning to the decoding software.

The process of submitting data to the UID Registry involves several important methods. The most frequently used method in the process is reformatting the data in an XML transmission. The steps of the submission process are discussed bellow.

UID Registry schema Review

The latest version of UID Registry schema available is 3.0. Before the data is submitted to the UID Registry and before the file is converted to the XML format, it is crucial to check that the external file from the property management database is prepared according to the UID registry requirements. Supporting the GFP, the latest version of the schema has undergone many changes.

Data format Adjustment

Usually, the data format requires certain changes to match the requirements of the UID registry. The process may be a bit time consuming as the entire format of the data should be prepared in accordance with the UID registry maintenance team. Even, the data needs to be exported to the specific manipulation files depending upon the products.

Submission to UID Test Registry

Although the data is formatted into a transferable XML document, it is not submitted to the UID registry directly. Rather, it is submitted to a test registry before making its way to the UID Registry. The file is sent to a GEX certified VAN provider once it is approved by the UID production. The GEX certified VAN provider ensures that the submitted files reach the UID Registry FTP servers.

UID Registry Approval Updates on the Website

It takes at least 24 hours for the files to reach the UID Registry after they are submitted to VAN provider. The approval of the submission is displayed on the UID Registry website.

The UID submission process has been made easy by the DoD that allows the Wide Area Workflow (WAWF) software solution for the submission process. The paperless method enables the contractors to submit appropriate information and get their approval receipt with just a few clicks of mouse.

About UID
As per The Department of Defense (DoD) mandate, Unique Identification or UID is a must for all Government furnished tangible assets. UID is an initiative program devised by the DoD to access information about all defense related and embedded items. Through UID, it’s easier and faster to keep track of acquisition, repair, and deployment of the military items. The UID labeling and marking is a part of DoD’s serialization tracking programs (SNTs). The UID Labels, UID nameplates and UID tags are required to withstand the rough climatic condition to be UID compliant .

Department of Defense has clearly mentioned which items would meet UID registration standards. Those items, for which the Government’s unit acquisition cost is $5,000 or more, are required to be marked by UID. Several types of materials are used for UID labels . Polyester, stainless steel, aluminum and even laser marked Tessa tapes are used for the labels. Of the several types of UID labels, Polyester bar code UID labels, Metal bar code UID labels, Ceramic-Steel UID nameplates and Foil bar code UID labels are more popular for their robustness and longevity. With the advent of many online stores, now UID Tags and Labels can be customized as per the requirement. However, these materials ought to meet the MIL STD 130 code standards.

The UID marking process involves all info about an item to be written in a 2D-datamatrix code. Starting from serialized item number, part number, batch or log number, CAGE Code, to manufacturing details; everything is included in the this 2dimensional data matrix code.

Submission to the UID registry

Before registering with the UID registry, all the government manufacturing units as well as commercial manufacturers are mandated to be registered with Central Contractor Registration system (CRR). If you are a government employee or a Government Contractor, then the DoD Program Manager will provide you login access rights to the UID registry. All other users must register themselves and only after they are provided with login credentials they can access the Controlled Access portion of the UID Registry.

While submitting to the UID registry , contractors should take care of the following things. Apart from item number, part number and log number; item description should be included. Information about initial acquisition and major modification if any should also be emphasized. Besides this, accountability information such as Contractor custody information and acceptance data has to be present. Also detailed shipment and delivery information containing the acquisition contract info has to be present in the list of data.

Now the Department of Defense has facilitated the UID shipment data to be submitted via wide area workflow (WAWF) method. With WAWF, DoD has initiated technologically advanced method of data submission to the UID registry. A paperless contracting environment, WAWF helps contractors to transmit data electronically. Contract receipt can also be acquired electronically. When the data is submitted through WAWF, the UID registry is updated automatically. One major benefit of submitting through WAWF is, now contractors can receive their approval details in a comparatively less number of days than earlier.