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The Department of Defense (DoD) established MIL-STD-130 which defines certain standard requirements for labeling and identifying all hardware articles; whether it's a discrete single item or single units comprising a group of subassemblies, components or parts. This standard specifically addresses the requirements of the U.S. Military; and, it mandates all hardware be uniquely identifiable by the application of a label marked with machine-readable characters or numbers which distinguishes any item from every other item, regardless of similarity or difference. MIL-STD-130 is the generic term referencing the standard; iterations and changes which significantly alter MIL-STD-130 are denoted by a suffix appended to the basic standard. For example, MIL-STD-130N superseded MIL-STD-130M.

As with any MIL-STD document, it is by the nature of its subject matter, necessarily complex and detailed. Any item of military property which is produced, stocked, stored, or issued by DoD must be marked in accordance with MIL-STD-130. It's the responsibility of the manufacturer or contractor to ensure compliance with the marking requirements and methods for human-readable and machine-readable information (MRI) label content.

MIL-STD-130 is a dynamic standard in the sense that it's constantly being refined to include the latest available marking, labeling, and identification technologies and eliminate deprecating methodologies and identify methods which have been overtaken by events or superseded by other specifications.

All equipment defined as an item by MIL-STD-130 must have a Unique Identifier (UID). Because of the potential of confusion with the three letter acronym, it is more commonly referred to as an Item Unique Identifier (IUID).

Certain items – such as disposable or limited life items, e.g., non-rechargeable batteries – may not require an IUID. Other items that already have a unique identifier; e.g., manufactured motor vehicles. This does not preclude the necessity of the item requiring supplemental identification to make it compliant with MRI technologies.

This standard specifies that some legacy items also be marked. MIL-STD-130 mandates coordination with the organization or activity – referred to collectively as Enterprise Identifiers, each with a unique EID.

The defense contractor or end-item provider is well-served by using a qualified subject matter expert. The level of expertise and experience required to determine that the item is correctly and accurately labeled in accordance with MIL-STD-130 is a non-trivial task. The best solution to ensure compliance with MIL-STD-130 is to use the services of a corporation in the business of manufacturing conforming labels and tags with a known track record of meeting or exceeding the standards mandated by MIL-STD-130. It is especially advantageous to use a company which is an acknowledged subject matter expert that directly contributed to the specifications which became the current iteration of MIL-STD-130. Due to the complexity of the subject matter, please contact the experts at Jet City Laser for more information.

Imagine being one of the people responsible for the supplies procured by the US Armed Services. What sorts of supplies does the Department of Defense (DoD) have to track on a daily basis? Consider the sheer number of uniforms, boots, packs, helmets, hats, patches, belt buckles, and boxed goods the military must keep track of. Besides these items, the DoD must track its weapons, ammunition, and other highly sensitive materials. At any given time, as a matter of national security, the military must know where these items are, how many they have, and that the items comply with DoD standards. How do they do it?

To facilitate the tracking of their supplies, the military has developed a set of standards known as Mil Specs, or MIL-STD. Within these standards, there exists a specific standard known as MIL-STD-130N, which outlines how the military is to mark, identify, and track military property.

Each item of military property is marked with UID nameplates, tags, or labels to identify it. UID is a more generic term that refers generally to the “Government Program of Uniquely Identifying Items”. An IUID is the “item unique identifier”, and refers to the actual number or character string that an item is stamped with to identify it. UID nameplates, then, are nameplates attached to a given item that has a barcode or similar computerized code that is used to track that particular piece of property. In some ways, UID nameplates are not different than the barcodes placed on consumer goods used to track retail inventory. In other ways, UID nameplates are vastly different.

Basic Rules for UID Nameplates, Labels, and Tags

According to MIL-STD-130N, UID nameplates, labels, or tags should be placed in a location where they will be visible and easy to read. Furthermore, the IUID must be placed on stiff plastic or metal, making the UID nameplates more durable and resistant to damage that would prevent its code from being machine-readable. Given that the item may be shipped, roughly handled, or exposed to variations in temperature, the UID nameplates must be able to withstand various environmental conditions.

To make UID nameplates easily readable, recommended nameplate or label size for text is 0.2 cm, 0.08 in, or 5.76 pts. To comply with the MIL-STD-130N, all text on UID nameplates must be in a san-serif font, which includes but is not limited to Arial, Trebuchet, and Futura. Additionally, to keep the size of UID nameplates reasonably small, the amount of text is limited to 50 characters.

Don't Rely Upon an Amateur Understanding

As can be seen from the brief outline of MIL-STD-130N above, correctly creating and implementing UID nameplates, labels, and tags is not simple. To be in compliance with all the Mil Specs, it is wise to turn to the experts at Jet City Laser, who have years of experience working within the boundaries of these standards.

If you are an end item equipment manufacturer that produces an article for sale or resale to the U.S.   military, you need your equipment to be in compliance with the specifications and standards defined by MIL-STD-130N. This is the latest iteration of the   long-established MIL-STD-130 which contains the changes additions and modifications pertaining to the use of Item Unique   Identifiers (IUID) to mark items used by the military.

The IUID comprises a number of specific elements, when   used combine to make every item – regardless of similarity or difference – completely unique. Portions of the IUID are machine-readable identifiers (MRI). These include bar codes in several   formats, 2D data matrix elements in two formats, and standardized fonts and type styles which may be machine readable,   although that is not the primary use of alphanumeric designators. Human-readable Identification (HRI) includes alphanumeric   data distinguishing one item from another. This also includes Free Text, which is usually a description or common name of the   article for convenience purposes. The IUID, when used in routine conversation or when referring to the name plate, tag or   other marking is generally seen as “the UID” as a convenience. Because of potential ambiguity or confusion with the use of   the UID acronym, it is referred to formally as the IUID.

There are a number of discrete elements which are   concatenated to form a Unique Item Identifier. Among the elements which are displayed on the name tag, ID plate, data plate   or similar generic term for an IUID, are Text Element Identifier (TEI), Part   Identification Number (PIN), Enterprise Identifier (EID), and provisions for other refinements which may be used for future   applications.

The days of an item being identifiable by make/model and serial number are gone. As a point of   fact, some legacy equipment is required to be assigned a UII and have an IUID data plate affixed to the item.

The defense contractor or end-item provider is generally not equipped or prepared to manufacture ready-to-install IUID   plates. Standards are modified and technology changes constantly and it is a daunting task to conform with mandated changes.   By using a qualified subject matter expert and using third-party IUID plates and tags that are guaranteed compliant, the   contractor can concentrate on manufacturing their specific items.

The best solution is to use the services of a   corporation in the business of manufacturing conforming IUID   labels and tags with a tested and proven track record of meeting or exceeding the standards mandated by MIL-STD-130.   It is good business to use a company which is an acknowledged subject matter expert that directly contributed to the   specifications in the current iteration of MIL-STD-130. Due to the complexity of the subject matter, please contact the   experts at Jet City Laser for more information.

MIL-STD-130N is the current iteration of the set of military standards mandated by the Department of Defense (DoD) which establishes the criteria for the identification, marking or tagging all U.S. military equipment with an Item Unique Identification (IUID, occasionally seen as UID). MIL-STD-130N supersedes MIL-STD-130M and establishes the precedence of MIL-STD-130N, excepting applicable laws or regulations, unless specifically exempted.

There are many significant additions, medications, and clarification of ambiguous content contained in previous iterations of MIL-STD-130. In order to ensure compliance with current requirements, it is necessary and required to have a sound technical understanding of the standard and its application to articles and items needing appropriate identification and proper use of marking and tagging technologies.

Of particular interest in MIL-STD-130N are the definition of an Application Identifier (AI); the establishment of a Data Identifier (DI); expansion of the Human Readable Information (HRI) and its relationship to Machine-Readable Information (MRI); the establishment of the IUID-equivalent and the exemption of items which already have other unique identification codes; and, a more detailed description of specific elements of the IUID.

Other portions of MIL-STD-130N of special interest are the requirements for labeling and marking supplemental containers of identified equipment. The issues of permanency and human legibility are also further refined. Construction and durability of tags as well as MRI identification are amplified with references to documents establishing standards incorporated by specific definition. Data carriers, especially MRI formats are more detailed. Linear bar codes and 2D data matrix markings are clarified.

MIL-STD-130N also signals the deprecating feature of the old part identification and the superseding new IUID with the specification of two label designs: Construct #1 and Construct #2. Guidance for the obliteration and replacement of the two different constructs is specifically addressed in MIL-STD-130N

MIL-STD-130N has a completely revamped and enhanced the data tables; and, worthy of note, has replaced diagrams and figures to incorporate the changes and provide strong visual guidance for the use of Free Text, HRI, and MRI to include bar codes and 2D data matrix elements.

The defense contractor or end-item provider should consult a qualified subject matter expert. The level of expertise and experience required to stay in compliance with the changes set forth in MIL-STD-130N is a non-trivial task. It is required to label and tag U.S. military items in accordance with MIL-STD-130N. Retaining the services of a corporation with an established reputation in the business of manufacturing conforming labels and tags which meet or exceed the standards mandated by MIL-STD-130N cannot be over-emphasized. Choose a company which is an acknowledged subject matter expert that directly contributed to the specifications contained in MIL-STD-130N. Due to the complexity of the subject matter, please contact the experts at Jet City Laser for more information.

There are different types of direct marking methods and the pros and cons of each method are discussed in the articles.

The direct part marking process that has become popular for its numerous advantages can be applied to the items by several different methods. Each method of DPM has its own benefit and requirement depending on the type of item and its functionality. The contractors or the suppliers who are in charge of the items and who are responsible for marking the items with UID need to select the method depending on the type of material for marking, the implementation of marking cost and the reading technology.

The basic types of direct part marking are the intrusive and the non-intrusive marking methods. With the intrusive marking method, there is a direct contact between the surface of the item for marking and the marking device. On the other hand, the non-intrusive direct part marking method doesn’t require such contact. Different types of direct part marking include grooving, engraving, burning, etching and painting.

Grooving

It is one of the intrusive types of DPM and otherwise known as “Dot Peening”. In this method the codes of the UID are grooved on the surface of the item by using a hard head of a marking machine. The device prints the codes by striking the surface subsequently. The advantages of the making procedure are low implementation and operating cost, manual or computer regulation, grooving alphanumeric characters as well as 2D data matrix code, small and convenient grooving device. The down side is that it cannot be applied on any surfaces and is more time-consuming than the laser marking.

Engraving

This is also an intrusive method of direct part marking in which the characters of the codes are directly engraved on the surface of the item or parts. Generally, a metal object is preferred for this marking procedure. The advantages of the methods include low implementation and medium operating costs. The devices are computer controlled or manually handled, and hence, can be used at assembly line. The device used for the method is small and can engrave one dimensional barcodes, trademarks and alphanumeric characters. The shortcomings of the method are it can’t be applied on any surface, its quite time –consuming and it can’t mark 2 dimensional barcode symbols.

Laser Burning

This process of Direct part marking involves use of laser beam to mark the surface of the item to be marked. The benefits of laser burning is that it can produce high quality legibility of the codes, minimum size of the codes on a small surface, assure durability, cost effective operation prices, faster marking. It can be used on any surface and produce UID marking for the items. However, it has its own share of disadvantages. The marking machine used for this is bigger and the implementation cost of the method is comparatively high.

Etching

Etching involves chemical solutions and specific matrix to mark the items and parts with UID. The prime benefit of the method is its durability. The disadvantages are its high operating costs and long operation time. The barcodes produced in this method can’t be machine made or automatic.

Painting

A specific kind of ink is used to put the marks on the surface by painting method. However, marking speed is the noteworthy benefit of the method. This method can’t assure durability of the code.

Marking of UID labels is an important part of DoD’s item tracking process. The knowledge of UID label marking requirements will produce better marking solutions.

The UID labels are the perfect marking solution for the items that are not suitable for direct part marking. But, UID marking requires meet the UID standard to maintain a balance between markings of different items. Department of Defense has mandated that the item marking should comply with the standards of MIL-STD-130 and the contractors need to take care of each criteria of UID marking for marking the items. The maintenance of technical documentation and format in the marking is the challenging part of marking UID labels.

There are certain aspects of UID label making.

UID Labels Marking Requirements

The Department of Defense has mandated that the UID marking of the items should be in accordance with the criteria mentioned in the MIL-STD-130. The standard has mentioned that the contractors who are in charge of the items should mark them so as to meet the UID marking requirements.

The Data Required for UID Labels

The Government states the data that are essential for marking of the items with UID labels. The data include item number, part number, marking method, agency code, etc. Actually, the data elements require to construct the UID are the Unique identification of the item. As the data elements are entered in the 2D data matrix barcode format, it also requires a barcode scanner to decode the complete UID from the marking.

The UID data elements vary according to the construct of the Labels. The actual UID for Construct #1 consists of data such as Issuing Agency Code, Enterprise ID & Serial Number and for construct #2 it is Issuing Agency Code, Enterprise ID, and Part Number & Serial Number. On the other hand, the UID mark on the item consists of elements such as Enterprise ID & Serial Number with Data Qualifiers for Construct #1 and Enterprise ID, Part Number & Serial Number with Data Qualifiers for Construct #2.

The UID Label Construction

The marking of the UID labels should be according to particular format – construct #1 or construct #2. The UID standard requires that the data entered to the item s for the marking should be either of this formats for the barcode readers, scanner or verifier use the software that follows strict rules of UID constructions. If the data elements of the UID are not in the recommended format, it may be possible that the devices will not be able to decode the 2D data matrix barcode.

UID Labels Quality Assurance

As the UID labels are significant aspect of UID marking of the item and play a key role in the item management process, the quality of the labels are crucial feature of consideration. It is the responsibility of the contractors to investigate the manufacturing process of the vendors and present a Certificate of Conformance stating that the UID labels, nameplates or tags are manufactured keeping with the MIL-STD-130 standard.  However, the marking process of the contractors is reviewed to ensure that there is no damage in the labels and the marking process is also not altered.

The IUID labels are the effective IUID marking solutions for the DoD items and the marking method of the labels should be strategic and comply with the DoD requirements.

Use of IUID labels has become one of the methods of marking the parts with unique identification. Department of Defense (DoD) requires that all the DoD property including the property under possession of the contractors should be marked with IUID. The DoD has also mandated certain rules of marking the IUID labels that are applied to the parts. The process allows them keeping track of the item easily and also maintains a balance in the marking procedure of the different items. Hence, the contractors are required to stick to the marking rules of the IUID labels.

While using the IUID labels for marking items that are under the possession of the contractors, the prime consideration is that the contractors should take care of the data that are required for marking of the labels. There are certain other aspects of marking IUID labels.

• As the government assigns each item with unique IUID, the contractors are required to use the same IUID while marking the IUID labels for the parts and also for reporting purpose.
• In case, the contractors don’t have the previously established IUID for the parts, the contractors can establish an IUID to mark the IUID labels and submit the details of marking to the UID Registry.
• The IUID labels are marked with concatenated IUID in the Construction #1 or construction #2 formats. Or else, they are marked with DoD recognized IUID equivalent.
• While assigning IUID to incoming government furnished property, the serial number of the item may be replaced by the asset identification number.
• While marking the IUID of the parts the contractors need to use the unique property control number and serial number along with the enterprise identifier.
• In case of signing the repair contract with the contractors, the government mentions that the items are required to be marked with IUID before that particular item is delivered to the government after repair.
• In case the property is not physically marked with the IUID even after being assigned with a unique identification, the contractor has to mark the parts with virtual IUID labels. When required the virtual IUID marking becomes permanent for the item.
• The DoD requirements for marking of the items mentions that the IUID information that is etched on the IUID labels should comply with MIL-STD 130.
• The contractors are required to maintain honesty and take responsibility in case the IUID labels of the property requires replacement due to damage, or lose. The new labels and nameplates should contain the same data of the IUID of the previous one.
• If the contractor delivers the item in bulk and uses a single IUID labels for identification of a bunch of items, the contractor should conform the DoD before the delivery of the item about the specific procedure of item traceability.
• It is the responsibility of the main contractor to ensure that the property under possession of the subcontractors is recorded under DoD UID Registry.

The marking guidelines enhance effective marking methods of the IUID labels.

UID labels are significant for item management and hence, different aspect should be considered while manufacturing the labels or nameplates.

As item identification is a crucial part of business and application of UID labels play a significant role in marking the items with unique identification, you have to select the right kind of service provider for marking the UID labels. As the items are marked with unique identification to simplify the tracking process, it is essential to maintain a balance in the labeling of the items and the parts. The Department of Defense has also mandated several instructions that are followed by the contractors or manufacturers for a perfect UID marking system. Many companies in the United States turn to the UID specialists for perfect review of their UID labels or UID nameplates that can match up to their requirements.

UID labels are the crucial to any business and hence, it is required that the construction of the labels should such that they can meet your business requirements.

Selecting the Right Material

There are various kinds of UID labels and nameplates. However, you need to choose the material that is right for the items and compatible as well. For instance, the labels can be made of any material such as polyester, stainless steel, aluminum, etc. Depending on the material of your item you have to select the material of the labels. However, care should be taken that the material of the nameplate doesn’t harm the item or the parts. The material should be also selected on the basis of the working environment to which the items are going to be exposed. The marking procedures of the UID labels are selected on the basis of the material.

Durability of the UID labels

It is essential that the marking of the items should remain instance for the functional life time of the item. This means that the UII for an item is a permanent activity. Therefore, it is required that the nameplates or the labels and their marking should be durable for the throughout the lifetime of the items. Hence, the material that should be chosen for construction of the UID labels needs to be strong enough to withstand the adverse environmental condition, harsh working conditions, chemicals and cleaning process. Besides the material, the data entered to the labels should be clearly visible and readable throughout the lifetime of the item.

These days, business owners are outsourcing the construction of UID labels to contractors. Even the DoD signs contracts with the contractors for manufacturing the labels. Therefore, it is required that the contractors understand the specific business needs of their clients.

UID Compliance of the Labels

The service providers of the UID labels need to manufacture the items that match the standards of the UID requirements. The Department of Defense has mandated that all the items that require unique identification should match the MIL-STD-130 standards. The standard has mentioned the criteria for item marking starting from the data required for marking to format of marking.

It is crucial to construct perfect UID labels for better management of business with enhanced item tracking process.

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.

Various aspects of IUID marking include marking requirements, applicability, packaging quality assurance, pricing, marking equipments, etc.

The IUID marking system is not a mere process of providing unique identification to the items to keep track, but it is a strategic process developed by the Department of Defense to increase traceability of the items, reduce burden of the workforce and provide reliable accountability of the property.

The important aspects of the IUID marking are discussed below.

IUID Marking Requirements

The data required for the IUID marking can be classified into two categories- firstly, the physical marking of the parts with unique identification and secondly, the set of data associated with each IUID marked part. The requirement instruction of IUID marking for the contractors state that the marking should comply with the MIL-STD-130 standard. It is also necessary that the marking methodology, syntax and construct type should be clearly mentioned in the document. Generally, nameplates are preferred over direct part marking and direct part marking is considered in case the size and environment of the part is not suitable for the use of labels.

Applicability

The IUID marking is required on the

• item with unit acquisition cost more than $5000
• serially managed embedded items of DoD
• serially managed, mission critical, controlled inventory of DoD
• other items that require unique identification

The items are provided with alternate, primary or substitute part number configuration by the contractors if they are not subjected to IUID requirements.

Once the IUID marking are applied to the specified item, all the deliveries of the same kind of item shall require IUID part marking. The items may include any deliverable or specified items to the DoD. The IUID marking shall be applied consistently on the items, and the methodology and location of the marking shall remain same for the item part number and manufacturer.

Item Packaging and IUID Marking

The contractors are required to follow an external marking and authorized packaging requirement for the items delivered to DoD. The contractors are also instructed to apply the IUID marking on the outside of the deliverable packaging in case the

• The items can’t be part marked physically
• There is insufficient space on the item
• There is a risk of deleterious effect to the part or item

The IUID labels used on the packaging of the items can be of materials that are used for external packaging and can be of any appropriate size for the packaging. In such type of marking, the proximity of the UID labels are taken into consideration

Quality Assurance

The contractors and the suppliers are responsible for the quality of each IUID marking and should ensure that they meet the standard of MIL-STD-130. Before making it to UID registry, each item and the UID labels are digitally scanned and inspected for acceptance. Items with IUID that doesn’t qualify the MIL-STD-130 standard are rejected. At the time of product presentation some additional inspections are performed on the IUID marking for the products.

Apart from the above mentioned aspects, IUID marking equipments, configuration management, data submittal requirements, pricing instruction etc. are the other aspects of IUID marking.

Marking on the UID registration products are crucial before there submission to UID registry and laser marking is one of the efficient ways to do that.

It is mandatory for the UID registration products to have unique identification marks on them before they are submitted to the UID registry. The UID laser marking techniques bear huge significance for the marking procedures. As per the mandate of DoD the product identification must be directly as well as permanently marked on the surface of the part. As direct part marking and permanent identification are crucial to enhance traceability of the items, a reliable marking procedure is worth considering. Among all the identification marking technique for the UID registration products, UID laser marking is regarded as the most efficient and accurate one.

UID Markings for UID Registration Products

It is essential for the UID registration products to have the UID labels that comply with the UID policy. The marking is done with 2D data matrix codes that are encrypted to the surface of the products. The data of the UID labels are encoded with a specific language and format to be etched on to the surface. While scanning the data of the items, the codes are decoded with the help of Automatic Identification Technology. The coding and decoding technology of the laser marking system ensure highest level of security for the products

Advantages of Laser Marking for UID Registration Products

The UID mark validation and the UID quality verification that comply with MIL-STD-130M have to undergo several techniques. To ensure that the marks on the UID registration products are legible for the life of the product, the DoD has implemented UID policy for the contractors. The immense popularity of the laser marking procedure is due to its benefits over the other methods of labeling.

• The data required for the marking include enterprise identifier and unique number of the items. The higher resolution capacity of the UID laser marking enables embedding of more data in the UID mark.
• Other marking techniques such as chemical etching, silk screening, mechanical engraving, pad printing, and some of the other low-quality methods are can not be considered as environment-friendly methods. On the other hand laser marking is surely an organic option to all these things that reduces carbon footprints.
• Laser engraving and laser marking are exclusive techniques of identifying as well as decorating the UID registration products.

Other benefits of laser marking for UID registration products

The 2D data matrix symbols help the DoD in

• boosting the inventory accuracy
• sourcing the items on property accurately
• enhancing access to lifespan of items and part history during design
• decreasing workforce burden through increased productivity and efficiency
• reducing inventory management cost.

one of the most noteworthy aspects of laser marking is it can imprint the marks on any surface including auto parts, glass, plastics, pharmaceutical tablets, stainless steel, crystal, et all.

The UID verification of the UID registration products are changing faster and becoming more complex. Hence, the contractors and the suppliers need to understand the mandate of the DoD to comply with the UID program. UID laser marking can provide end to end solution for the requirements of UID registration.

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.