The Latest UID Registry Submission Process

UID Registry acts as the central repository for all government furnished items. UID labels are a part of DoD’s serialization tracking programs (SNTs).

UID labeling or marking is a must for all government furnished items before they are submitted to the UID registry. The Department of Defense (DoD) implemented this UID registry from November 2004 and it plans to complete the unique identification naming process for all the tangible items by December 31, 2010. Through the unique identification label can be identified uniquely and hence it will be easier for the (DoD) to keep track of all items starting from acquisition, repair to maintenance. The UID labels are a part of DoD’s serialization tracking programs (SNTs). UID registry is basically a software system to keep track of different tangible items in accordance to the UID standards.

UID Registry submission process

For a successful submission to the UID registry, accuracy of data is crucial. Besides the issuing agency code (IAC), construct type info such as construct #1 or construct #2 should be mentioned. Another important info, concatenated human readable UID should also be present. The concatenated human readable UID is extracted from the 2D-matrix bar code by scanning to decoding software.

There are several methods to submit data to the UID registry. Reformatting the data in an XML transmission way is a frequently used method. There are several steps in this mode of submission process which are discussed in detail as follows.

UID Registry schema Review

Currently 3.0 is the most up-to-date version of the UID Registry schema available. It is very important to check if the external file from your property management database matches with that of UID Registry requirements, before you plan to convert the file to XML format. Also, the latest version has many changes in support of GFP.

Adjustment in the Data format

Usually certain changes are required to make the data format in accordance with the UID registry. It might be a bit time consuming since you need to match the entire format with the UID Registry maintenance team. Another important thing, depending upon your product, you need to export the data to the specific manipulation file.

Submit directly to UID Test Registry

After your data is formatted into a transferable XML document, it needs to be submitted at the test registry before making it to the UID Registry. Once it is approved by the UID Production Registry, you can send the file to a GEX certified VAN provider who ensures the file reaches the UID Registry FTP servers.

Verify the UID Registry web site for the latest approval update

After submitting to the VAN provider, it takes a minimum of 24hrs to make it into the UID registry. Then the submission approval will be available in the UID registry website.

Now the DoD has come up with Wide Area Workflow (WAWF) software solution for UID submission process. This online and paperless method is beneficial for new age contractors. They can do data submission just by clicking the UID tab and entering the appropriate information. One major benefit of this submission process is that contractors can receive their approval receipt and payment invoices in less number of days.

UID Marking: Method For Improving Item Traceability

The United States Department of Defense has laid down that UID marking has to be done on any available asset. UID marking is a unique way to mark tangible items so that a duplicate of the same item cannot be available anywhere in the world. It makes sure that only one number is attached to one item. This number is the identification of this item, which will help to trace this item, irrespective of where it rests in this world.

The technology behind UID marking is 2D Data Matrix ECC 200 symbol. This type of marking takes care of data integrity and data quality during the entire lifetime of the item. UID marking also supports multi-faceted business applications. This marking standard supports the DoD in its drive to meet enhanced goals and objectives. It enhances total asset visibility, improves lifecycle item management and accountability and provides clean financial audits.

Quality of UID marking

But it is not enough to just go for UID marking. We should make sure that the 2D Data Matrix bar code adheres to a high level of quality. It has to conform to UID standard when it is used with either direct part UID marking techniques or labels. It should also meet the standards set by ISO and SAE.

The surface does not obstruct the UID markings. These markings as well as 2D matrix bar code symbols can be made on many types of surfaces. The UID marking symbols generally can be found among UCC.EAN, ANSI MH 10.8.2 or ATA style descriptors. The Department of Defense (DoD) has become choosy about the type of items it accepts. It strictly puts down that the selected vendors should supply parts with UID Data Matrix symbols conforming to MIL-STD 130M standard.

It is certain that when each part is engraved with an UID using Data Matrix Laser etching system, they have the name of the manufacturer, serial number and part number inscribed on them. This unique identification sets each item apart and will later help to identify it, no matter who uses it or which part of the world it goes to.

Method behind UID marking

When so much care is taken to inscribe each item with an UID, we must pay importance to the fact that the material with which it is marked lasts the entire lifetime of the item. It should not come off under any circumstances. The UID bar code should remain on the item in a readable form. This is why it is imperative that the UID marking methodology is above criticism.

Many types of materials are used in different methods used in UID marking. A metal tag with a permanent adhesive is preferably used. We can also make use of durable polyester labels. Both of them are suitable for use in many different environments. Some other marking items are laser etch, dot peen, chemical etch and ink jet. All of them suit the purpose of direct part Unique Identification. UID marking can be used to make life easier for most people in the world.