DoD_4140.27-M.pdf

DoD 4140.27-M

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DLA J-373

May 5, 2003

FOREWORD

This Manual is reissued under authority of DoD Directive 4140.1, "Materiel Management Policy," January 4, 1993. It prescribes procedures on the uniform management of DoD shelf-life items. DoD 4140.27-M, “Shelf-Life Management Manual,” September 1997, is hereby canceled.

This Manual applies to the Office of the Secretary of Defense (OSD);

the Military Departments; the Joint Chiefs of Staff and the Joint Staff; the Unified and Specified Commands; the Inspector General of the Department of Defense (DoDIG); the Defense Agencies; and the DoD Field Activities (hereafter referred to collectively as "the DoD Components"). The Administrator, General Services (GSA) and other Federal Agencies outside of DoD, by agreement, comply with the applicable requirements of this Manual where practical and feasible per DoD 4140.1-R, “DoD Materiel Management Regulation”.

This Manual is effective immediately; it is mandatory for use by all DoD Components.

Send recommended changes to this Manual to the respective Shelf-Life Program Administrator of the appropriate DoD Component identified under points of contact on the DoD Shelf-Life Management web site:

http://www.shelflife.hq.dla.mil.

The DoD Components may obtain copies of this Manual through their own publications channels. Approved for public release; unlimited.

Authorized registered users may obtain copies of this Publication from the Defense Technical Information Center, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218. Other Federal Agencies and the public may obtain copies from the U.S. Department of Commerce, National Technical Information Service, 5285 Port Royal Road, Springfield, VA 22161. Copies are also available via the World Wide Web at: http://www.shelflife.hq.dla.mil or http://www.dlaps.hq.dla.mil.

BY ORDER OF THE DIRECTOR, DEFENSE LOGISTICS AGENCY

//s//

RICHARD J. CONNELLY

Director DLA Support Services http://www.shelflife.hq.dla.mil/� http://www.dlaps.hq.dla.mil/�

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TABLE OF CONTENTS

PARAGRAPH PAGE

Foreword...................................i Table of Contents..........................ii Reports Required...........................v Acronyms and Abbreviations.................vi References.................................xi Definitions................................xiv

CHAPTER

1 GENERAL

1-1. AUTHORITY.....................................1-1

1-2. PURPOSE.......................................1-1

1-3. BACKGROUND....................................1-1

1-4. SCOPE.........................................1-2

1-5. MANAGEMENT CONTROL............................1-3

1-6. TOTAL QUALITY LEADERSHIP (TQL)................1-3

1-7. SHELF-LIFE TRAINING...........................1-3

1-8. RESPONSIBILITIES..............................1-3

1-9. EFFECTIVE DATE................................1-5

2 ACQUISITION AND PROCUREMENT

2-1. PROVISIONING..................................2-1

2-2. SHELF-LIFE CODE (SLC).........................2-1

2-3. CATALOGING....................................2-2

2-4. INTERCHANGEABILITY & SUBSTITUTABILITY (I&S)...2-3

2-5. HAZARDOUS MATERIALS (HAZMAT) MANAGEMENT

DURING THE ACQUISITION PROCESS................2-3

2-6. POLLUTION PREVENTION..........................2-3

2-7. SAFETY AND HEALTH.............................2-4

2-8. QUALITY ASSURANCE (QA) CONTRACTS..............2-4

2-9. WARRANTIES....................................2-4

2-10. SUPPORT ALTERNATIVES..........................2-4

2-11. STOCKAGE OF INVENTORIES.......................2-5

2-12. 85% SHELF-LIFE REMAINING REQUIREMENT

APPLICABLE TO ACQUISITION/PROCUREMENT.........2-6

2-13. CONTRACTOR MARKING............................2-6

2-14. REVIEW PRIOR TO ITEM ENTRY....................2-7

2-15. QUANTITY UNIT PACK (QUP)......................2-7

2-16. OVERSEAS ENVIRONMENTAL BASELINE GUIDANCE

DOCUMENT (OEBGD)..............................2-7

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3 MATERIEL MANAGEMENT

3-1. ITEM ACCOUNTABILITY, CONTROL AND STEWARDSHIP..3-1

3-2. LOGISTICS REASSIGNMENT (LR)...................3-3

3-3. WHOLESALE STOCK POSITIONING...................3-4

3-4. COMPONENTS, ASSEMBLIES, SETS, KITS

AND OUTFITS (CASKOs)..........................3-4

3-5. WAR RESERVE MATERIAL (WRM)....................3-5

3-6. JOINT TOTAL ASSET VISIBILITY (JTAV)...........3-5

3-7. SHELF-LIFE MANAGEMENT REPORT, 1549............3-5

3-8. SHELF-LIFE ITEM REVIEW REPORT, 1902...........3-6

4 RECEIVING, STORAGE, SURVEILLANCE AND EXTENSIONS

4-1. RECEIVING.....................................4-1

4-2. INSPECTION AND DISCREPANT RECEIPT

PROCESSING....................................4-1

4-3. STORAGE AND CARE OF SUPPLIES IN STORAGE

(COSIS).......................................4-3

4-4. DISTRIBUTION OPERATIONS.......................4-6

4-5. HAZARDOUS MATERIAL (HAZMAT OR HM) MANAGED

AS SHELF-LIFE ITEMS...........................4-7

4-6. PACKAGING.....................................4-8

4-7. MIGRATION OF MATERIEL CONDITION CODES.........4-9

4-8. DD FORM 1225, STORAGE QUALITY CONTROL

REPORT........................................4-11

4-9. SHELF-LIFE EXTENSION SYSTEM (SLES)............4-11

4-10. DD FORM 2477, SHELF-LIFE EXTENSION NOTICE.....4-15

4-11. TYPE II ITEMS NOT ON THE QUALITY STATUS

LIST (QSL) OR IMPROPERLY STORED...............4-16

4-12. LOCAL STOCK NUMBERS (LSNs)....................4-16

4-13. TEST KIT FOR PAINT............................4-17

5 REQUISITIONING, ISSUE AND SHIPMENT

5-1. REQUISITIONING................................5-1

5-2. ISSUE/SHIPMENT................................5-1

5-3. FIRST-IN-FIRST-OUT (FIFO).....................5-2

5-4. EXCEPTIONS TO FIFO ISSUANCES OR

LAST-IN-FIRST-OUT (LIFO)......................5-2

5-5. FOREIGN MILITARY SALES (FMS)

AND OVERSEAS REQUIREMENTS.....................5-3

5-6. SUPPLY CONDITION CODES APPLIED TO ISSUES/

SHIPMENTS.....................................5-4

5-7. GOVERNMENT FURNISHED MATERIEL (GFM)...........5-6

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6 MATERIEL DISPOSITION

6-1. WHOLESALE EXCESS..............................6-1

6-2. MATERIEL RETENTION AND RETURNS PROGRAM (MRP)..6-1

6-3. EXCHANGE OR SALE OF NONEXCESS PERSONAL

PROPERTY......................................6-2

6-4. ALTERNATIVE USES OF SHELF-LIFE ITEMS/

MATERIEL THAT HAVE EXPIRED (TYPE I) OR

WILL NOT BE EXTENDED (TYPE II)................6-2

6-5. DISPOSAL......................................6-2

FIGURES PAGE

5-1. Condition Codes applied to Issues/Shipments 5-4 5-2. GSA Shipment Controls 5-5

APPENDICES PAGE

A SHELF-LIFE MANAGEMENT CONTROL CHECKLIST.............A-1

B DOD SHELF-LIFE REPORTS:

1549, Part I - Consumables......................B-1 1549, Part I – Non-Consumables..................B-2 1549, Part I - Report Instructions..............B-3 1549, Part II - Sections A & B..................B-4 1549, Part II - Sections C & D..................B-5 1549, Part II - Report Instructions.............B-6 1902, New Items / Existing Items................B-7 1902, Report Instructions.......................B-8

C CHARTER FOR THE DOD SHELF-LIFE BOARD................C-1

D CHARTER FOR THE SHELF-LIFE SUBCOMMITTEES............D-1

E SHELF-LIFE CODES....................................E-1

F TABLE FOR THE APPLICATION OF SUPPLY CONDITION CODES

TO SHELF-LIFE ITEMS.................................F-1

G ADVICE CODES........................................G-1

H FORMS:

DD Form 1222 – Request for & Results of Tests...H-1 DD Form 1225 – Storage Quality Control Report...H-2 DD Form 2477 - Shelf-Life Extension Notice......H-3

I COMMODITY-SPECIFIC TECHNICAL PUBLICATION............I-1

J SHELF-LIFE MANAGEMENT WEB SITES AND LINKS...........J-1

K GSA FEDERAL SUPPLY SERVICE (FSS) SHELF-LIFE

PROGRAM.............................................K-1

L INDEX...............................................L-1

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REPORT CONTROL SYMBOLS (RCS)

1. RCS Report Title

DD-A&T(L)(SA)1549 Parts I & II

Shelf-Life Management Report (Chapter 3, Paragraph 3-7 on Page 3-5)

a. Prepared by:

(1) Part I: Primary Inventory Control Activity

(PICA) /

Inventory Control Point (ICP).

(2) Part II: Defense Reutilization and Marketing Service (Wholesale/Retail Disposal Turn-Ins)

b. Frequency/period covered: Semi-Annual

(1) 1 Jan – 30 Jun,

(2) 1 Jul - 31 Dec.

c. Due date:

(1) 31 Jul for previous 1 Jan - 30 Jun period, and

(2) 31 Jan for previous 1 Jul-31 Dec period.

2. RCS Report Title

DD-A&T(L)(A)1902

Shelf-Life Item Review

(Chapter 3, Paragraph 3-8 on Pages 3-6 & 3-7)

a. Prepared by: Primary Inventory Control Activity

(PICA) /

Inventory Control Point (ICP).

b. Frequency/period covered: Annual (1 Jan - 31 Dec).

c. Due date: 31 Jan for previous report period.

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ACRONYMS AND ABBREVIATIONS

ACRONYM OR

ABBREVIATION DEFINITION

A

AFI Air Force Instruction AFJI Air Force Joint Instruction AFJMAN Air Force Joint Manual AFMAN Air Force Manual AFMCR Air Force Materiel Command Regulation AFMLO Air Force Medical Logistics Office AMC-R Army Materiel Command Regulation AR Army Regulation

B

BUMEDINST Bureau of Medicine Instruction (U.S. Navy/U.S. Marine Corps Term)

C

CASKO Component, Assembly, Set, Kit, And Outfit CFR Code of Federal Regulations CHRIMP Consolidated Hazardous Material Reutilization and Inventory Management Program (U.S. Navy Term) CMOS Cargo Movement Operations System CONUS Continental United States COSIS Care of Supplies in Storage

D

DDC Defense Distribution Center DENIX Defense Environmental Information Exchange DIC Document Identifier Code DID Data Item Description DLA Defense Logistics Agency DLAI DLA Instruction DLAR DLA Regulation DLIS Defense Logistics Information Service DLMS Defense Logistic Management System DoD Department of Defense DoDAAC Department of Defense Activity Address Code DRMO Defense Reutilization and Marketing Office DRMS Defense Reutilization and Marketing Service DRO Disposal Release Order DSCR Defense Supply Center Richmond, VA DSS Distribution Standard System DUSD(L&MR) Deputy Under Secretary of Defense for Logistics and

Material Readiness DVD Direct Vendor Delivery

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E

EC Electronic Commerce EDI Electronic Data Interchange

F

FAA Federal Aviation Administration FDA Food and Drug Administration

FED LOG CD-ROM Product of FLIS

FED-STD Federal Standard FEDSTRIP Federal Standard Requisitioning and Issue Procedures (GSA Term and used by Federal Civilian Agencies) FIFO First-In-First Out FLIS Federal Logistics Information System FMS Foreign Military Sales FSC Federal Supply Class FSG Federal Supply Group FSL Forward Stockage Location FSS Federal Supply Schedule (GSA Term)

G

GFP Government Furnished Property GIM Gaining Inventory Manager GSA General Services Administration

H

HAZCOM Hazardous Communication HAZMAT or HM Hazardous Materiel HAZMIN Hazardous Material Minimization HAZMINCTR Hazardous Material Minimization Center HCC Hazardous Material Characteristics Code HCP Hazardous Material Consolidation Program (U.S. Marine Corps Term) HMC&M HAZMAT Control and Management HMIRS HAZMAT Information Resources System (formerly HMIS) HW Hazardous Waste

I

IATA International Air Transport Association ICAO International Civil Aviation Organization ICP Inventory Control Point ILP International Logistics Program IMC Item Management Coding IMDG International Maritime Dangerous Goods IMM Integrated Materiel Manager IMMC Integrated Materiel Management Committee IMO International Maritime Organization

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I

IMPAC International Merchant Purchase Authorization Card I&S Interchangeability and Substitutability ITSC Item Type Storage Code

J

JEMMS Joint Environmental Materiel Management Service (DLA/DRMS-I Term) JLC Joint Logistics Commanders JPIWG Joint Physical Inventory Working Group JRCAB Joint Readiness Clinical Advisory Board (formerly Defense Medical Standardization Board) JTAV Joint Total Asset Visibility

K

L

LIFO Last-In-First-Out LIM Losing Inventory Manager LR Logistics Reassignment LSN Local Stock Number

M

MAP Military Assistance Program MAPAD Military Assistance Program Address Directory MC Management Control MCA Management Control Activity (for GFP) MCDM Medical Chemical Defense Materiel MCO Marine Corps Order MIL-STD Military Standard MILSTRAP Military Standard Transaction Reporting and Accounting Procedures MILSTRIP Military Standard Requisitioning and Issue Procedures MPS Maritime Pre-positioned Ships MQCSS Materiel Quality Control Storage Standards (See SSS) MRO Materiel Release Order MRP Materiel Returns Program MSDS Materiel Safety Data Sheets

N

NAVMEDLOGCOM Naval Medical Logistics Command NAVSUPINST Naval Supply Systems Command Instruction NAVSUP PUB Naval Supply Systems Command Publication NIIN National Item Identification Number NIRF National Inventory Record File NOV Notice of Violation (U.S. EPA Term)

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N

NRC Nuclear Regulatory Commission NSN National Stock Number

O

OCONUS Outside the Continental United States OPNAVINST Chief of Naval Operation Instruction OSD Office of the Secretary of Defense OSHA Occupational Safety and Health Administration

P

PICA Primary Inventory Control Activity PP&E Property, Plant and Equipment PQDR Product Quality Deficiency Report PM Program Manager PV Prime Vendor PWRM Pre-positioned War Reserve Material

Q

QA Quality Assurance QSL Quality Status Listing

R

RCS Report Control Symbol RDD Required Delivery Date RFI Ready-for-Issue RP Record Position

S

SA Storage Activity SCC Supply Condition Code SDMI Strategic Distribution Management Initiative SDR Supply Discrepancy Report SECNAVINST Secretary of the Navy Instruction SF Standard Form SICA Secondary Inventory Control Activity SLC Shelf-Life Code SLEP Shelf-Life Extension Program (FDA Term) SLES Shelf-Life Extension System SMR Source, Maintenance and Recoverability Code SOS Source of Supply SR Stock Readiness SSR Supply Support Request SSS Supply Storage Standards (See MQCSS)

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T

TM Technical Manual

U

USA United States Army USAF United States Air Force USAMMA United States Army Medical Materiel Agency USCG United States Coast Guard USD Under Secretary of Defense USD(A&T) Under Secretary of Defense (Acquisition and Technology) USMC United States Marine Corps USN United States Navy

V

VPV Virtual Prime Vendor

W

WRM War Reserve Material

X

Y

Z

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REFERENCES

(a) DoD Regulation 4140.1-R, DoD Materiel Management Regulation.

(b) DoD Instruction 4715.4, Pollution Prevention.

(c) DoD Directive 5010.38, Management Control (MC) Program.

(d) Deputy Secretary of Defense memo, Subj: Defense Acquisition w/2 attachments and Interim Defense Acquisition Guidebook, 30 Oct

2002 (See http://dod5000.dau.mil/.

(e) Provisioning Screening Users Guide (current edition)(replaces DoD 4100.38-M, DoD Provisioning and Other Pre-procurement Screening Manual)

(f) DoD Manual 4100.39-M, Federal Logistics Information System (FLIS) Procedures Manual.

(g) DoD Manual 4000.25-1-M , Military Standard Requisitioning and Issue Procedures (MILSTRIP).

(h) DoD Manual 4000.25-2-M, Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP).

(i) DLAR 4155.37/AR 702-18/NAVSUPINST 4410.56/AFR 69-10/ MCO 4450.13, Materiel Quality Control Storage Standards.

(j) DoD Regulation 7000.14-R, DoD Financial Management Regulations

(FMR).

(k) AR 700-82/OPNAVINST 4410.2/AFJI 21-106/DSAR 4100.6/MCO 4400.120, Joint Regulation Governing the Use and Application of Uniform Source, Maintenance and Recoverability Codes.

(l) AMC-R 700.30/NAVSUPINST 4410.57/AFMCI 20-101/MCO 4410.24A/ DLAR 4140.66, Elimination of Duplication in the Management and Logistic Support of Interchangeable and Substitutable Items.

(m) MIL-STD-129, Standard Practice for Military Marking.

(n) MIL-STD-130, DoD Standard Practice Identification Marking of U.S.

Military Property.

(o) MIL-STD-290, Packaging of Petroleum and Related Products.

(p) FED-STD-123, Marking for Shipment (Civil Agencies).

(q) Federal Specification PPP-C-186, Containers: Packaging and Packing for Drugs, Chemicals and Pharmaceuticals.

(r) DoD 4715.5-G, Overseas Environmental Baseline Guidance Document (OEBGD).

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(s) AMC-R 700-99/NAVSUPINST 4790.7/AFLCR 400.21/MCO P4410.22C, Wholesale Inventory Management and Logistics Support of Multi- Service Used Non-consumable Items.

(t) DoD Manual 4140.26-M, Defense Integrated Materiel Management for Consumable Items.

(u) DLAR 4145.11/AR 740-7/NAVSUPINST 4440.146B/MCO 4450.11A, Safeguarding of DLA Sensitive Inventory Items, Controlled Substances and Pilferable Items of Supply.

(v) DoD 4000.25-M, Defense Logistics Management System (DLMS).

(w) DLAR 3200.1/AR 715-13/NAVSUPINST 4120.30/AFI 121-405/ MCO 4000.18C, Engineering Support for Items Supplied by Defense Logistics Agency and General Services Administration.

(x) DLAI 4140.55/AR 735-11-2/SECNAVINST 4355.18A/AFJMAN 23-215, Reporting of Supply Discrepancies.

(y) DLAR 4155.24/AR 702-7/SECNAVINST 4855.5A/AFR 74-6, Product Quality Deficiency Report (PQDR) Program.

(z) MCO 4855.10B, Product Quality Deficiency Report (PQDR).

(aa) DLAR 4155.3/AR 30-12/NAVSUPINST 4355.2D/AFR 74-5/MCO 10110.21F, Inspection of Subsistence Supplies and Services.

(bb) DLAR 4155.26/AR 40-660/NAVSUPINST 10110.8C/AFR 161-42/ MCO 10110.38C, DoD Hazardous Food and Nonprescription Drug Recall System.

(cc) DLAR 4500.15/AR 55-38/NAVSUPINST 4610.33/AFR 75-18/MCO P4610.19, Reporting of Transportation Discrepancies in Shipments.

(dd) TM 38-400/NAVSUP PUB 572/AFJMAN 23-210/DLAM 4145.12/MCO 4450.14, Joint Service Manual for Storage and Materials Handling.

(ee) DLAI 4145.11/TM 38-410/NAVSUP PUB 573/AFJMAN 23-209/MCO 4450.12A, Storage and Handling of Hazardous Materiel.

(ff) DLAI 4145.25/AR 700-68/NAVSUPINST 4440.128D/AFJMAN 23-227(I)/ MCO 10330.2D, Storage and Handling of Liquefied and Gaseous Compressed Gasses and Their Full and Empty Cylinders.

(gg) DLAI 4145.8/AR 700-64/NAVSUPINST 4000.34C/AFJI 23-504/ MCO P4400.105D, Material Management for Radioactive Items in the DoD.

(hh) AFJMAN 24-204(I)/TM 38-250/NAVSUP PUB 505/MCO P4030.19H/ DLAI 4145.3, Preparing Hazardous Materials for Military Air Shipments.

(ii) Federal Standard FED-STD-313D, Material Safety Data, Transportation Data and Disposal Data for Hazardous Materials furnished to Government Activities.

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(jj) DoD 6055.9-STD, DoD Ammunition and Explosives Safety Standards.

(kk) DoD Instruction 6050.5, DoD Hazard Communication Program

(implements 29 CFR 1910.1200, Hazard Communication).

(ll) DoD 6050.5-M, Hazardous Materials Information System (HMIS).

(mm) Federal Standard FED-STD-793A, Depot Storage Standards (GSA).

(nn) AR 700-15/NAVSUPINST 4030.28C/AFMAN 24-206(I)/MCO 4030.33C/ DLAR 4145.7, Packaging of Materiel.

(oo) MIL-STD-2073-1, Standard Practice for Military Packaging.

(pp) Title 49, Code of Federal Regulations (CFR), Part 173, General Requirements for Shipments and Packaging (current edition).

(qq) International Air Transport Association (IATA) Regulations for Dangerous Goods.

(rr) International Maritime Dangerous Goods (IMDG) Codes.

(ss) DoD Manual 5105.38-M, Security Assistance Management Manual.

(tt) Department of Energy and Defense Nuclear Agency Technical Publication (DoE-DNA TP) 100-1, Supply Management of Nuclear Weapons Materiel.

(uu) Department of Energy and Defense Nuclear Agency Technical Publication (DoE-DNA TP) 35-51A, General Instructions applicable to Nuclear Weapons (Supplement).

(vv) DoD Manual 4160.21-M, Defense Materiel Disposition Manual.

(ww) DoD Directive 2030.8, Trade Security Controls on DoD Excess and Surplus Personal Property.

(xx) DoD Manual 4160.21-M-1, Defense Demilitarization Manual.

(yy) DLAI 4145.4/AR 740-3/NAVSUPINST 4030.57/AFJMAN 23-231/ MCO 4450.15, Stock Readiness (SR).

(zz) DLAD 4145.41/AR 700-143/AFJI 24-210/NAVSUPINST 4030.55B/ MCO 4030.40B, Packaging of Hazardous Material.

(aaa) DoD Instruction 5000.64, Defense Property Accountability.

(bbb) DoD 4500.9-R, Defense Transportation Regulation.

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DEFINITIONS

Accountability. The obligation imposed by law or lawful order or regulation on an officer or other person for keeping accurate record of property, documents, or funds. The person having this obligation may or may not have actual possession of the property, documents, or funds.

Accountability is concerned primarily with records, while responsibility is concerned primarily with custody, care, and safekeeping. See also responsibility. (JP 1-02).

Advice Code. A coding structure for the purpose of transmitting instructions considered by the creators of requisitions to be essential to the desired supply action. Insertion of advice codes is at the discretion of the initial document creator. (DoD 4000.25-1-M, Definitions/Terms & Appendix 2.15).

Assembly. An item forming a portion of an equipment, that can be provisioned and replaced as an entity and which normally incorporates replaceable parts or groups of parts (e.g., carburetor, powerpack, intermediate frequency circuit amplifier, etc.). See also component;

subassembly. (JP 1-02).

Asset. Primary or secondary materiel, to include materiel on hand and due-in. (DoD 4140.1-R).

Care of Supplies in Storage (COSIS). A program composed of a set of processes and procedures whose purpose is to ensure that materiel in storage is maintained in ready-for-issue condition or to prevent uneconomic deterioration of unserviceable materiel. (DoD 4140.1-R).

Cataloging. The act of naming, classifying, describing and numbering each item repetitively used, purchased, stocked, or distributed so as to distinguish each item from every other item. Also included is the maintenance of information related to the item and the dissemination of that information to item users. (DoD 4140.1-R).

Classes of Supply. Ten categories into which supplies are grouped in order to facilitate supply management and planning: I. Rations and gratuitous issue of health, morale, and welfare items. II. Clothing, individual equipment, tentage, tool sets, and administrative and housekeeping supplies and equipment. III. Petroleum, oils, and lubricants. IV. Construction materiels. V. Ammunition. VI. Personal demand items. VII. Major end items, including tanks, helicopters, and radios. VIII. Medical. IX. Repair parts and components for equipment/ maintenance. X. Nonstandard items to support non-military programs such as agriculture and economic development. (JP 1-02).

Commercial Packaging. The materials and methods used by the supplier that meet the requirements of the distribution systems serving both the DoD and commercial customers. (DoD 4140.1-R).

Component. As "materiel", an assembly or any combination of parts, subassemblies, and assemblies mounted together in manufacture, assembly, maintenance, or rebuild. In Logistics, a part or combination of parts having a specific function, which can be installed or replaced only as an entity. (JP 1-02).

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Consumable Item. An item of supply (except explosive ordnance and major end items of equipment) that is normally expended or used up beyond recovery in the use for which it is designed or intended.

(DoD 4140.1-R).

Consumer-Level of Supply. An inventory, regardless of funding source, usually of limited range and depth, held only by the final element in an established supply distribution system for the sole purpose of internal consumption. (DoD 4140.1-R).

Country Code. A code used to identify the country, international organization, or account which is: (1) the recipient of materiel or services sold, leased, loaned, transferred, exchanged, or furnished under FMS or (2) the recipient of materiel or services furnished under MAP Grant Aid. (DoD 4000.25-1-M, Definitions/Terms & Appendix 2.18).

Critical Item. Items meeting one or more of the following criteria are considered critical. (MIL-STD-2073-1).

Critical chemically. Items which are of such nature that any degree of deterioration (in the form of corrosion, stain, scale, mold, fungi, or bacteria) caused by oxygen, moisture, sunlight, living organisms, and other contaminants which are time or temperature dependent, will result in premature failure or malfunction of the item or equipment in which the item is installed or with which the item interfaces. (MIL-STD-2073-1).

Critical physically. Items that would become unfit for use as a result of physical action on the item or any integral surfaces thereof.

This includes, but is not limited to items having a surface finish of 64 microinches root mean square or less, items which have surfaces that mate with surfaces of other parts, optical and reflective devices having highly polished surfaces, items requiring a high degree of cleanliness, and items requiring special protection against shock, vibration, or abrasion. (MIL-STD-2073-1).

Critical application. Items that, either in assembly or operation, provide an essential attribute to attaining critical military objectives. (MIL-STD-2073-1).

Cyclic Inspection. The regularly scheduled periodic physical process of determining compliance with established control measures.

Date Assembled. The date items or parts are assembled into either Components, Assemblies, Sets, Kits and Outfits (CASKOs) or the date various CASKOs are assembled into a larger unit. (MIL-STD-129).

Date Cured. The date the item or materiel was altered industrially, as to vulcanize (rubber) or to treat (synthetic elastomers) with heat or chemicals to make them infusible. The cure date is indicated by the calendar quarter followed by the calendar year (e.g., 4Q2001 = fourth quarter, 2001). The day on which an item is cured shall be the last day of the quarter. In the example above the cure day would be 31 December 2001. (MIL-STD-129).

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Date Manufactured. The date the item, materiel, or commodity was fabricated, processed, produced or formed for use. For drugs, chemicals, and biologicals, the date of manufacture for products submitted to the Food and Drug Administration (FDA) for certification prior to release is the date of the official certification notice. For products manufactured under the license of the Agricultural Research Service (ARS), the date manufactured conforms to the definition established by the ARS. The date of manufacture shall not be shown for medical items having expiration dates. (MIL-STD-129).

Date Packed. The date when the product was packaged in the unit container, regardless of dates of packing, shipping, or additional processing (used for subsistence only). (MIL-STD-129).

Demilitarization. See DoD 4140.1-R, DoD 4100.39-M (Vol. 10, Tables 38, 192, 216), and references (ww) & (xx).

Direct Vendor Delivery (DVD). A materiel acquisition and distribution method that requires vendor delivery directly to the customer.

Disposal Authority Code. A code entered on disposal related documentation to indicate that the item(s) being transferred to the DRMO is authorized to be transferred to disposal because of instruction of the ICP/IMM relayed through the MRP or other proper authority.

(DoD 4000.25-1-M, Definitions/Terms & Appendix 2.21).

Distribution. An official delivery of anything, such as supplies. The operational process of synchronizing all elements of the logistic system to deliver the "right things" to the "right place" at the "right time" to support the geographic combatant commander. (JP 1-02).

Distribution System. That complex of facilities, installations, methods, and procedures designed to receive, store, maintain, distribute, and control the flow of military materiel between the point of receipt into the military system and the point of issue to using activities and units. (JP 1-02).

Economic Retention Stock. That portion of the quantity of an item excess of the approved force retention level that has been determined will be more economical to retain for future peacetime issue in lieu of replacement of future issues by procurement. To warrant economic retention, items must have a reasonably predictable demand rate.

(JP 1-02).

Electronic Data Interchange (EDI). A standard, commercial syntax and set of variable length transactions to facilitate the interchange of electronic data relating to such business transactions as order placement and processing, shipping and receiving information, invoicing, and payment and cash application. (DoD 4140.1-R).

End Item. A final combination of end products, component parts, and/or materials ready for its intended use, e.g., a ship, tank, mobile machine shop, or aircraft, etc. (JP 1-02).

End-User. That individual or organizational element authorized to use supply items. That individual or element is normally the terminal

1-xvii point in the logistics system at which action is initiated to obtain materiel required for the accomplishment of an assigned mission or task. (DoD 4140.1-R).

Excess Property. The quantity of property in possession of any component of the Department of Defense that exceeds the quantity required or authorized for retention by that component. (JP 1-02).

Expiration Date. The date by which non-extendible (Type I) items should be discarded as no longer suitable for issue or use. (MIL-STD- 129).

Expiration Dating Period (Potency Period). The expiration dating period (Potency Period) represents the period beyond which the product cannot be expected to yield its specific results or retain its required potency. Applies to drugs, chemicals, and biologicals.

Exterior container. A container, bundle, or assembly that is sufficient by reason of material, design, and construction to protect unit packs and intermediate containers and their contents during shipment and storage. It can be a unit pack or a container with a combination of unit packs or intermediate containers. An exterior container may or may not be used as a shipping container. (MIL-STD- 129).

Federal Logistics Information System (FLIS). The comprehensive Government-wide system used to catalog, stock number, maintain and disseminate logistics information for items of supply. That term represents a consolidation of what is presently known as the "Federal Catalog System" and the "Defense Logistics Management System."

(DoD 4140.1-R).

Federal Supply Class (FSC). A series of 4 numerals at the beginning of the NSN that designates the general commodity classification of the item of supply; e.g., FSC 6505, Pharmaceuticals; FSC 9150, Chemicals;

etc. (DoD 4140.1-R).

Final Governing Standards (FGS). A comprehensive set of country-specific substantive environmental provisions, typically technical limitations on effluent, discharges, etc., or a specific management practice (see JP 3-34). (JP 1-02).

Foreign Military Sales (FMS). That portion of United States security assistance authorized by the Foreign Assistance Act of 1961, as amended, and the Arms Export Control Act (AECA) of 1976, as amended.

The recipient provides reimbursement for defense articles or services transferred. See DoD 4000.25-1-M, Chapter 6). (JP 1-02).

Free Issue. Materiel provided for use or consumption without charge to the fund or fund subdivision that finances the activity to which it is issued. (JP 1-02).

Government Furnished Materiel (GFM). Materiel in the possession of or acquired by the Government and later delivered or otherwise made

1-xviii available to a contractor. Title to all material furnished by the Government remains with the Government. Materiel that is GFM may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a contract. The GFM includes assemblies, components, parts, raw and processed materials, and small tools and supplies that may be consumed in normal use in performing a contract. GFM does not include materiel sold by the Government to a contractor. (DoD 4000.25-1-M, Definition/Terms & Chapter 11).

Hazardous Material (HAZMAT)/Item. An item of supply consisting of materiel that because of its quantity, concentration, or physical, chemical, or infectious characteristics, may either cause or significantly contribute to an increase in mortality or an increase in serious, irreversible, or incapacitating reversible illness; or pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed. (DoD 4140.1-R). Also see 29 CFR 1910; 40 CFR 260-399; 49 CFR 171; and current edition of FED-STD-313.

Inspect/Test Date. The date by which extendible (Type II) items should be subjected to visual inspection, certified laboratory test or restoration. (MIL-STD-129).

Inspection. The physical process of determining compliance with established control measures. The activity such as measuring, examining, testing, or gauging one or more characteristics of an item and comparing results with specified requirements in order to establish whether conformity is achieved for each characteristic.

Integrated Materiel Management (IMM). The exercise of total DoD-level management responsibility for a federal supply group or class, commodity, or item for a single agency. It normally includes computation of requirements, funding, budgeting, storing, issuing, cataloging, standardizing, and procuring functions (see JP 4-07).

(JP 1-02).

Interchangeable and Substitutable (I&S) Family. Two or more items having an interchangeable and/or substitutable relationship with one another. The head of the family is called the master item; i.e., an item with an interchangeable or substitutable relationship with every member of the family. (DoD 4140.1-R).

Interchangeable Item. An item that possesses such functional and physical characteristics as to be equivalent in performance, reliability, and maintainability, to another item of similar or identical purposes, and is capable of being exchanged for the other item without selection for fit or performance, and without alteration of the item itself or of adjoining items, except for adjustment.

(DoD 4140.1-R).

Substitutable Item. An item that possesses such functional and physical characteristics as to be capable of being exchanged for another only under specified conditions or for particular applications and without alteration of the items themselves or of adjoining items.

That term is synonymous with the phrase "one way interchangeability,"

1-xix such as item B shall be interchanged in all applications for item A, but item A shall not be used in all applications requiring item B.

(DoD 4140.1-R).

Interior container. A container that is inside another container. It may be a unit pack or an intermediate container that is placed inside an exterior container or shipping container. (MIL-STD-129).

Intermediate container. A wrap, box, or bundle containing two or more unit packs of identical items. (MIL-STD-129).

Intermediate Supply. Intermediate supply refers to any level of inventory between the consumer and wholesale level of inventory and is considered a retail level. The terms "intermediate supply," "intermediate level of inventory," and "retail intermediate echelon" are synonymous. (DoD 4140.1-R).

Inventory. Materiel, titled to the Government, held for sale or issue, held for repair, or held pending transfer to disposal. (DoD 4140.1-R).

Inventory Control. That phase of military logistics which includes managing, cataloging, requirements determinations, procurement, distribution, overhaul, and disposal of materiel. Also called inventory management; materiel control; materiel management; supply management. (JP 1-02).

Inventory Control Point (ICP). An organizational unit or activity within a Department of Defense supply system that is assigned the primary responsibility for the materiel management of a group of items either for a particular Service or for the Defense Department as a whole. Materiel inventory management includes cataloging direction, requirements computation, procurement direction, distribution management, disposal direction and, generally, rebuild direction.

(JP 1-02).

Item. A generic term meaning any article produced, stocked, stored, issued, or used. (DoD 7000.14-R, Volume 12, Chapter 7)

Item description. The name and description of an item as it appears in the contract, purchase order, or requisition. (MIL-STD-129).

Item Manager. An individual within the organization of an inventory control point or other such organization assigned management responsibility for one or more specific items of materiel. (JP 1-02).

Laboratory. A facility equipped with scientific instrumentation which allows the presence or properties of a substance to be determined or physical characteristics to be measured.

Laboratory Certification. Acknowledgement, through issuance of credentials, by a national/international organization or industry group that a laboratory has demonstrated professional competency in the areas of work investigated and certified by the organization. The credentials may be issued as certification, accreditation or registration.

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Laboratory Testing. A scientific procedure applied in a controlled manner by academically trained personnel in a facility using proper laboratory instruments to determine a physical or chemical change by which a substance may be detected or properties ascertained. The physical measurement to determine conformance of an item to specified tolerances.

Local Procurement. The process of obtaining personnel, services, supplies, and equipment from local or indigenous sources. (JP 1-02).

Local Purchase. The function of acquiring a decentralized item of supply from sources outside the Department of Defense. (JP 1-02).

Logistics Reassignment (LR). The transfer of IMM responsibilities from one IMM to another. (DoD 4140.1-R).

Lot, batch, or identification control number. That series of numbers or letters, or both, that are established to record the production and control of the product. (MIL-STD-129).

Management Control Activity (MCA). A DoD Component, DoD activity, or non-DoD activity, if participating by separate agreement (e.g., the Coast Guard), designated to receive, screen, and validate Service-initiated and contractor-initiated requisitions for GFM from the wholesale supply system to support DoD contracts or requirements.

(DoD 4140.1-R). See DoD 4000.25-1-M, Chapter 11.

Manufacturer. A person or firm who owns and operates a factory or establishment that produces on the premises materials, supplies, articles, or equipment required under the contract. (MIL-STD-129).

Marking. The application of legible numbers, letters, labels, tags, symbols, or colors to ensure proper handling and identification during shipment and storage. (DoD 4140.1-R).

Material. The elements, constituents, or substances of which something is composed or can be made. The basic matter (as metal, wood, plastic, fiber) from which the whole or the greater part of something is made.

Matter that has qualities which give it individuality and by which it may be categorized (e.g., sticky, explosive, etc.). (Webster's 9th New Collegiate Dictionary).

Materiel. All items (including ships, tanks, self-propelled weapons, and aircraft; etc., and related spares, repair parts, and support equipment, but excluding real property, installations, and utilities) necessary to equip, operate, maintain, and support military activities without distinction as to its application for administrative or combat purposes. (JP 1-02).

Materiel Condition

. A classification of materiel that reflects its readiness for issue and use or to identify the action underway to change the status of materiel. (DoD 4140.1-R). Appendix F provides a complete listing of these codes and their definitions as related to shelf-life items/materiel.

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Military Packaging

. The methods and materials described in Federal or military specifications, standards, drawings, or other authorized documents or systems designed to prevent damage or deterioration during distribution or storage of materiel. (DoD 4140.1-R).

National Item Identification Number (NIIN)

(DoD 4140.1-R).

. The last 9 digits of the NSN that differentiates each individual supply item from all other supply items. The first 2 digits signify the National Codification Bureau that assigned the NIIN, while the last 7 digits are insignificant and are sequentially assigned by the FLIS. All U.S.

manufactured items have a National Codification Bureau Code of "00" (cataloged before 1975) or "01" (cataloged in 1975, or later).

National Stock Number (NSN). A 13-digit number used to identify items of supply. It consists of the 4-digit FSC and a 9-digit NIIN.

(JP 1-02).

Non-Consumable Item. Supplies not consumed in use that retain their original identity during the period of use, such as weapons, machines, tools, and equipment. Also referred to as nonexpendable supplies and materiel. (JP 1-02).

Non-Standard Item. An item of supply determined by standardization action as not authorized for procurement. (JP 1-02).

Non-Stocked Item. An item that does not meet the stockage criteria for a given activity, and therefore is not stocked at the particular activity. (JP 1-02).

Occupational and Environmental Health Threats. Threats to the health of military personnel and to military readiness created by exposure to hazardous agents, environmental contamination, or toxic industrial materials. (JP 1-02).

Overseas. All locations, including Alaska and Hawaii, outside the continental United States. (JP 1-02).

Overseas Environmental Baseline Guidance Document(OEBGD)(DoD 4715.5-G).

A set of objective criteria and management practices developed by the Department of Defense to protect human health and the environment.

(JP 1-02).

Packaged Petroleum Product. A petroleum product (generally a lubricant, oil, grease, or specialty item) normally packaged by a manufacturer and procured, stored, transported, and issued in containers having a fill capacity of 55 United States gallons (or 45 Imperial gallons, or 205 liters) or less. (JP 1-02).

Packaging. The processes and procedures used to protect materiel from deterioration, damage, or both. It includes cleaning, drying, preserving, packing, marking, and unitizing. (MIL-STD-129).

Packing. The assembly of items into unit packs and intermediate or exterior containers, with the necessary blocking, bracing, cushioning, weatherproofing, reinforcement, and marking. (MIL-STD-129).

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Perishable Cargo. Cargo requiring refrigeration, such as meat, fruit, fresh vegetables, and medical department biologicals. (JP 1-02).

Personal Property. Property of any kind or any interest therein, except real property, records of the Federal Government, and naval vessels of the following categories: surface combatants, support ships, and submarines. (JP 1-02).

Petroleum, Oils, and Lubricants (POL). A broad term which includes all petroleum and associated products used by the Armed Forces (see JP 4-

09). (JP 1-02).

Physical Characteristics. Those military characteristics of equipment that are primarily physical in nature, such as weight, shape, volume, water-proofing, and sturdiness. (JP 1-02).

Preservation. The processes and procedures used to protect materiel against corrosion, deterioration, and physical damage during shipment, handling, and storage; application of protective measures, including cleaning, drying, preservative materials, barrier materials, cushioning, and containers when necessary. (DoD 4140.1-R).

Project Code. A three-position alpha/numeric code entered in record positions 57-59 of a MILSTRIP requisition. Project codes are used to distinguish requisitions, documentation, and shipments; and, to accumulate inter-service or intra-service performance and cost data related to exercises, maneuvers, and other distinct programs, projects, and operations. Otherwise, record positions 57-59 are left blank.

(DoD 4000.25-1-M, Appendix 2.13).

Property. 1. Anything that may be owned. 2. As used in the military establishment, this term is usually confined to tangible property, including real estate and materiel. For special purposes and as used in certain statutes, this term may exclude such items as the public domain, certain lands, certain categories of naval vessels, and records of the Federal Government. (JP 1-02).

Property Account. A formal record of property and property transactions in terms of quantity and/or cost, generally by item. An official record of Government property required to be maintained.

(JP 1-02).

Property Accountability. The assignment of duties and responsibilities to an individual or organization that mandates jurisdiction, security, and answerability over public property. (DoD 4140.1-R).

Property Accountability Record. The official record of tangible personal property, including inventory, owned by the Department of Defense that is maintained to identify the quantities of items on-hand, unit prices, locations, physical condition, receipt and issue records, authorized stock numbers, item descriptions, and other such information necessary to properly account for materiel and exercise other inventory management responsibilities. (DoD 4140.1-R).

Provisioning (Initial). The management process of determining and acquiring the range and quantity of support items necessary to operate

1-xxiii and maintain an end item of materiel for an initial period of service.

(JP 1-02).

Quality Status List (QSL). A DoD-recognized listing of accumulated test results from testing accomplished by certified laboratories for the purpose of determining whether shelf-life extensions of Type II shelf-life materiel are warranted. The listing is maintained by identifying NSN, contract number, and lot/batch number; and, can be used as an authority for extending existing inventories with the same identification as long as supply storage standard requirements have been adhered to.

Quantity Unit Pack (QUP). The quantity of the unit of issue bound or packaged in a unit pack. (DoD 4140.1-R).

Receiving. All actions taken by a receiving activity from the physical turnover of materiel by a carrier until the on-hand balance of the accountable stock record file or in-process receipt file is updated to reflect the received materiel as an asset in storage, or the materiel is issued directly from receiving to the customer. (DoD 4140.1-R).

Redistribution. The act of effecting transfer in control, utilization, or location of materiel between units or activities within or among the Military Services or between the Military Services and other Federal agencies. (JP 1-02).

Regulated Item. Any item whose issue to a user is subject to control by an appropriate authority for reasons that may include cost, scarcity, technical or hazardous nature, or operational significance.

Also called controlled item. See also critical supplies and materiel.

(JP 1-02).

Reparable Item. An item of supply subject to economical repair and for which the repair (at either depot or field level) is considered in satisfying computed requirements at any inventory level. An item (also recoverable item) that can be reconditioned or economically repaired for reuse when it becomes unserviceable. (DoD 4140.1-R & JP 1-02).

Requisition. An authoritative demand or request especially for personnel, supplies, or services authorized, but not made available without specific request. (JP 1-02).

Responsibility. 1. The obligation to carry forward an assigned task to a successful conclusion. With responsibility goes authority to direct and take the necessary action to ensure success. 2. The obligation for the proper custody, care, and safekeeping of property or funds entrusted to the possession or supervision of an individual. See also accountability. (JP 1-02).

Retail-Level Supply. Those secondary items stored within DoD intermediate and consumer levels of supply down to and including these activities: the Army - to Authorized Stockage List, the Navy - to shipboard and shore stations, the Air Force - to base supply, and the

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Marines - to base supply and the Marine Expeditionary Force supplies.

Retail-level supply does not include end use secondary item materiel.

(DoD 4140.1-R).

Retail Stock. Stock held in the custody or on the records of a supply organization below the wholesale level. (DoD 4140.1-R).

Retention Limit. The maximum quantity of on-hand materiel that may be retained in stock, as determined by applicable retention rules.

(DoD 4140.1-R).

Service Life. A general term used to quantify the average or standard life expectancy of an item or equipment while in use. When a shelf-life item is unpacked and introduced to mission requirements, installed into intended application, or merely left in storage, placed in pre-expended bins, or held as bench stock, shelf-life management stops and service life begins. (NOTE: NBC Defense clothing and textiles/type II kits are an exception and will continue to be subjected to cyclic inspections.) Also see "Warranty Markings".

Shelf-Life (SL). The total period of time beginning with the date of manufacture, date of cure (for elastomeric and rubber products only), date of assembly, or date of pack (subsistence only), and terminated by the date by which an item must be used (expiration date) or subjected to inspection, test, restoration, or disposal action; or after inspection/laboratory test/restorative action that an item may remain in the combined wholesale (including manufacture's) and retail storage systems and still be suitable for issue or use by the end user. Shelf-life is not to be confused with service-life (see definition).

Shelf-Life Code (SLC). A one-position code assigned to identify the period of time beginning with the date of manufacture, cure, assembly, or pack and terminated by the date by which an item must be used (expiration date) or subjected to inspection, test, restoration, or disposal action. (DoD 4140.1-R). Appendix F provides a complete listing of shelf-life codes cross-referencing to the period of allowed storage time expressed in months/quarters and years. Also see DoD 4100.39-M, Volume 10, Table 50.

CODE "0" (ZERO) -- NSN/NIIN is NOT a Shelf-Life Item managed under DoD 4140.27-M.

CODE "ALPHA" Character (except Code "X") -- TYPE I Non-Extendible Item.

CODE "NUMERIC" Character (plus Code "X") -- TYPE II Extendible Item.

Shelf-Life Extension System (SLES). An automated system populated by the Federal Logistics Information System (FLIS) with data elements

1-xxv applicable to Type II extendible SLCs by NSN and will contain the applicable storage standards and laboratory test results that may be used as the authority to extend specified NSNs given the associated contract, lot and batch.

Shelf-Life Item. An item of supply possessing deteriorative or unstable characteristics to the degree that a storage time period must be assigned to ensure that it will perform satisfactorily in service.

All shelf-life items are classified as one of the following two types:

TYPE I - An individual item of…