The UID Registry Submission Methods and Strategies

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.