There is a common misunderstanding that the IUID Policy is only concerned with associating a unique ID# to a particular asset and then marking or labeling that asset with a compliant IUID label. Of course, marking the asset is important — but it’s just the first step. DFARS clause 252.211-7007 makes it very clear that all government property needs to be reported to the master database so that the DoD has this information on file. This IUID Registry Reporting obligation is critical for defense contractors to understand in order to maintain compliance to their Military contracts.

The IUID Policy has been in place for many years and the basic premise is not difficult to understand. The Defense Department wants a unique ID#, known in Military terms as an IUID (Item Unique Identification), associated with all of their inventory and property, with the goal of keeping track of what they have, who has custody of it and where it is located. But understand, that unique ID# is not only physically recorded (as a label on the asset); but, it also needs to be digitally recorded in the IUID Registry.

If your organization sells equipment to the Military, or manages government property on their behalf, it’s likely that your contract references this IUID obligation. It’s possible that your contract may not specifically reference the Reporting clause DFARS 252.211-7007.  But, if you need to maintain IUID Compliance or adhere to MIL-STD-130, then make no mistake, reporting the asset data up to the WAWF e-Business suite and the IUID Registry is critical to the success of your program.

 

Here is a quick list of the information that needs to be incorporated in your IUID Registry Reporting process.

Data Required for Asset Reporting

  • What the item is
  • How and when the item was acquired
  • The initial value of the item
  • Current custody (government or contractor)
  • How it is marked
  • Specific data will vary for end items, legacy and GFP


Reporting for Refurbished Items

IUID’s are intended to last for the entire lifetime of that asset. But, there is always an exception. Sometimes, items need to be modified, re-worked or updated at some point during their lifecycle. If this happens and a part # changes – this will affect the IUID of that asset. If there is now a new IUID associated with that asset it needs to be reported to the IUID Registry.

IUID Registry Reporting

Properly marking an asset with an IUID label is critical for inventory control and provides a compliant barcode that is only associated with that unique item. Any warehouse manager can receive that equipment into their inventory by scanning that barcode label and maintain their onhand inventory.

But, the IUID Registry is the DoD’s master database. By design, it is the most accurate and complete representation of the entire DoD inventory. If an item has not been reported to the IUID Registry — officially, it does not exist or at least the Pentagon is not aware that it exists. Proper IUID Registry reporting is essential for communicating to the DoD specifically what the asset is and who maintains custody of it.

Watch the Video

I recently hosted a webinar on IUID Compliance In that session we dove into the details of how to identify, label and report government assets. It was a good, interactive workshop to help contractors understand the details of MIL-STD-130 and the IUID Policy requirements.

IUID Registry Reporting

Watch IUID Registry Reporting Video

We took some of the recordings from that session and broke them up into shorter segments.  Here is a quick video on IUID Registry Reporting that is valuable to this conversation. If you have further questions and need help navigating this IUID Reporting process — feel free to reach out to me. I would be happy to talk about your program.