DLAR 4185.14--SUPPLY REQUISITION AND INTERCHANGE OF ENGINEERING DATA

DLAR 4185.14

AF REGULATION 67-4

AR 700-96

NAVMATINST 4000.35

MCO 4235.22

MMSL

15 March 1974

DEPARTMENTS OF THE AIR FORCE, THE ARMY, AND THE NAVY, AND THE DEFENSE SUPPLY AGENCY Washington DC 20330

SUPPLY REQUISITION AND INTERCHANGE OF ENGINEERING DATA

This regulation prescribes policy and procedures for the requisitioning and interchange of engineering data and information available from the Department of Defense (DOD) Engineering Data Repositories listed in MIL-HDBK-331, "Directory of DOD Engineering Data Repositories." It does not include the documents listed in the "Department of Defense Index of Specifications and Standards." It assigns responsibility to each participant for the requisitioning and supply of engineering data for which requisitions are submitted according to this regulation.

Paragraph

Terms Explained............................................1

Policies...................................................2

Responsibility of Participating Repositories...............3

Preparation of Requisitions and Transmission Documents.....4

Codes......................................................5

Table

Page

1. PCAM Requisition and Response Card .....................4

1. Terms Explained: a. Action Priority:

(1) Emergency. To preclude serious compromise to national security, serious injury to personnel, or costly damage to equipment.

(2) Urgent. Must be acted on expeditiously to minimize undesirable impact on Government.

(3) Routine. Other than emergency or urgent. b. DOD Activity Address Code (DODAAC). The code number assigned to approved activities to facilitate requisitioning and interchange of engineering data. These codes are listed in DOD 4000.25-D, DOD Activity Address Directory (DODAAD). c. Automatic Digital Network. Worldwide automatic communications network for end-to-end message-switched digital data connections for the Department of Defense. d. Document Identifier Code (DIC). The code assigned to identify the kind of requisition submitted, type of information required, and status of the requisition.

e. Design Activity. The activity having responsibility for the design of an item. The activity may be a Government activity, or a contractor, vendor or others.

f. Engineering Data. Engineering documents such as drawings, associated lists, accompanying documents, manufacturer specifications, and standards, or other information prepared by a design activity and relating to the design, manufacture, procurement, test, or inspection of items or services. Hereafter referred to as "data."

g. Engineering Data Repository. A place where engineering data are received, reproduced, requisitioned, stored, issued, and disposed of, to support a base/installation, other designated Government activity requirements, and to supply data in support of the Freedom of Information Act.

h. Federal Supply Code for Manufacturers (FSCM). The code assigned to establishments identified in Cataloging Handbook H4 series.

i. Precedence. A designation assigned to a message by the originator to indicate to communications personnel the relative order of handling and to the addressee the order in which the message is to be noted.

j. Quantity of Requisitions. The maximum number of requisitions that may be submitted within a given time between a requisition and receiving activity. This quantity is established on an individual basis. (Mutual agreements existing between repositories for automatic update service k. Receiving Activity. The data repository receiving and processing the requisition. l. Requisition. A punch card accounting machine (PCAM) card, a DD Form 1149, Requisition and Invoice/Shipping Document, a letter, teletype, or telephone call requesting copies of data or information. m. Requisitioning Activity. The activity/data repository initiating the requisition.

n. Set of Data. All available data as maintained by the individual repository and applicable to a given weapon system, subsystem, equipment, or component. Some sets of data may be limited to prime contractor's data only.

o. Single Assembly and Details. Single assembly and all available documents referenced on the assembly.

p. Single Document. One drawing, list, specification, excluding documents referenced, but including all sheets or pages of a multiple sheet/page document.

2. Policies:

a. Use of DOD Standard Data Elements. DOD standard data elements and codes, published in DOD 5000.12-M, "DOD Manual for Standard Data Elements," are used in this system, where applicable and available. All other data elements and codes are interim (nonstandard) and subject to change after being disciplined according to DOD 5000.12-M. Army activities requiring data elements for use in this system will select any additional data elements and codes from the AR 18-12 series.

b. Use of Data. The uses of data are limited to those not excluded by the restrictive markings or legends, if any, on the data.

c. Requisitioning of Data:

(1) The PCAM Requisition and Response Card (para 4c) will be employed to requisition data. This card may be submitted by AUTODIN or mail. A transmittal document will accompany PCAM cards submitted by mail. DD Form 1149, letter, or electric communication (message, telegraph) may also be employed subject to mutual agreement between repositories.

(2) Only one copy of a document is furnished in response to a requisition; however, additional copies may be provided subject to mutual agreement.

(3) Army activities other than those listed in MIL-HDBK-331 will submit requisitions for copies of engineering data directly to the Army repository listed in MIL-HDBK-331 as maintaining, in general terms, the category of engineering data required.

(4) Navy activities, other than those listed in MIL-HDBK-331, will submit requisitions for copies of engineering data directly to the Navy repository listed in MIL-HDBK-331 as maintaining, in general terms, the category of required engineering data.

(5) All Marine Corp activities will submit requisitions for engineering data to the Marine Corp Central Technical Repository listed in MIL-HDBK-331.

(6) All Air Force activities will submit requisitions for engineering data to the USAF Engineering Data Support Center, except requisitions for nuclear ordnance items, cryptolig equipment items, and numerical data. They will be submitted to the applicable engineering data repository listed in MIL-HDBK-331.

(7) Other agencies and departments of the Federal Government will submit requisitions to the applicable engineering data repository listed in MIL-HDBK-331 as maintaining the category of required engineering data.

(8) Engineering data repositories listed in MIL-HDBK-331 will requisition and interchange engineering data and information to support their respective requisitioning activities.

d. Notification of Data Status. When notifying a requisitioning activity of data status, the receiving activity must respond before expiration of the time frames allotted for processing the requisition (see para 3b)

e. Type of Copy Distributed. The receiving activity furnishes the types of copy in response to requisitions in the following order of precedence:

(1) The best microfilm copy available, mounted in copy card, punched, and interpreted.

(2) Microfilm in roll form, if data are maintained in roll form (Type I, Class 1, MIL-M-9868), processed Class 2, (MIL-M-9868).

(3) Reproducible copy on dimensionally stable material of non-dimensioned drawings.

(4) Printed forms of data, black on white reproducible copies, or other forms normally supplied by the repository.

f. Currency and Completeness of Data. A repository furnishing data is certifying only that the data are the latest revisions in the repository. A repository cannot and does not verify that each piece it furnishes is technically complete, correct, and up-to-date.

g. Limitations on Use of PCAM Cards. The requisitioning activity must not use PCAM cards for requesting sets of data, classified data, or classified sets of data. It requisitions:

(1) Complete sets of data by DD Form 1149, telephone, or letter. If requisition is by telephone, it sends a confirming letter or DD Form 1149 to the receiving activity.

(2) Classified data by DD Form 1149, teletype, or letter, indicating a "need-to-know" according to the applicable security regulation.

(3) Earlier revision by PCAM cards, DD Form 1149, letter, or teletype by mutual agreement.

3. Responsibility of Participating Repositories:

a. Release of Data. All activities release data only in accordance with the legend depicted on the data or the applicable "rights in data clause" in the contract (see ASPR 9-203, its predecessors or successors, and DOD Directive 5200.20). Data with "unique" legends (not in accord with ASPR) will not be released outside the Government without written permission from the supplying activity.

b. Processing Time (Not Including the Mailing Time). The receiving activity:

(1) Fills the requisition according to the time limits specified below:

(a) Emergency (E) Action Priority. Must be processed within two workdays.

(b) Urgent (U) Action Priority. Must be processed within five workdays.

(c) Routine (R) Action Priority. Must be processed within ten workdays.

(2) Informs the requesting activity if difficulties encountered preclude meeting a prescribed completion date.

c. Delivery of Data. The preferred method is by U.S. Mail.

4. Preparation of Requisitions and Transmission Documents:

a. DD Form 1392, Data Message Form. This form is used to provide AUTODIN header card information and responses to the Communications Center for requisitions transmitted by AUTODIN. The requisitioning activity enters information for items (1) through (9) below:

(1) Precedence. "Routine" (Message indicating a "Precedence" as "Routine" has a time objective for AUTODIN of 3 hours to start of business the following day. This is considered adequate because the fastest processing time (Emergency) in this document is 2 workdays.

(2) LMF (Language and Media Format). "CC" to indicate that transmitting and receiving media are punched cards.

(3) Classification. "U" for unclassified.

(4) Addressee. Name and address of the activity to which the message is sent.

(5) Card Count (Detail Cards). The total number of cards (for example, 12 requisitions or request cards plus one TO/FROM card=13) being sent to the receiving activity.

(6) Originator's Identification. The name and address of the activity initiating the form.

(7) Content Indicator. According to the applicable appendix to JANAP 128, the code "HEF" for Logistics Services Accounting preceded by one of the following:

A-Intra-Army communication. N-Intra-Navy communication. F-Intra-Air Force communication. D-Intra-DOD communication (includes Defense Supply Agency (DSA)). M-Intra-Marine Corps communication. I-Intra-Departmental communication (outside DOD).

(8) Releasing Officer's Signature.

(9) Office Symbol and Extension. NOTE: The AUTODIN terminal operator completes the lower portion of the DD Form 1392.

b. TO/FROM Card. Each transmission includes, as the first line of text, a TO/FROM card. A PCAM card shall be used for this purpose. The requisitioning activity completes the card as follows:

Card Column Instruction 1-6 ...........Enter "TEXHDR" (Text Header). 7...............Leave blank. 8-11...........Enter "EDMS." 12.............Leave blank. 13-14..........Enter "TO." 15.............Leave blank. 16-44..........Enter receiving activity address. Left Justify. 45.............Leave blank. 46-47..........Enter "FR"(From). 48.............Leave blank. 49-76..........Enter requisitioning activity address. Left Justify. 77-80..........Leave blank.

c. PCAM Requisition. PCAM Requisition and Response cards for copies of engineering drawings, associated lists, and so forth are printed/punched as shown in Table 1.

d. DD Form 1149, Requisition and Invoice/Shipping Document:

(1) The requisitioning activity completes the following elements of DD Form 1149 and forwards the original and six copies to the receiving activity:

Item 1-Enter the name and DODAAC of requisitioning activity Item 2-Enter the mailing address of receiving activity. Item 3-Enter the complete name and mailing address of the requisitioning activity. Item 4-Leave blank. Colm a-Enter consecutive item numbers for the items listed on the requisitions. Colm b-1. If the requisition is for an individual copy of data, specify:

a. That the requisition is for data only.

b. The code identification number (FSCM) of the applicable design activity per Cataloging Handbook H4 series. List only one design activity's drawings in alpha-numeric sequence within code identification number.

2. If the requisition is for an assembly drawing and all details, specify:

a. Requisition is for data only.

b. The design activity's identification number.

c. Model-type designation, part number, or drawing number. Colm c-For an individual copy of data, leave blank; for a set of data, specify "set." Enter the number of copies required. When more than one copy is requested, a complete justification/reasons must be provided immediately under the designation of the item for which the multiple copies are required. Item 5-Enter the date of requisition. Item 6-Enter the locally assigned requisition number. Item 7-Leave blank. Item 8-Enter the action priority (see para 1a). Item 9-Leave blank. Item 10-Enter the signature of requester. Item 13-Enter "Air Mail" for Urgent or Emergency requisition only; otherwise, enter "Regular" mail.

(2) The receiving activity completes the following elements of DD Form 1149:

Colm e-Enter the appropriate DIC (see para 5a). Item 11a-Enter the local reproduction control number, when required. Item 11b-Enter the date the requisition is completed. Item 12-Enter the date the requisition is shipped. Item 14-Enter the bill of lading number if the data are being shipped by commercial carrier.

e. Electric Communication (Telephone, Teletype, or Telegram). When the requisitioning activity requests data by electric communication, it provides the shipping address, document numbers, contract number under which the data were obtained (if known), the FSCM, and the number of copies required.

f. Letter. When the requisitioning activity requests data by letter, it provides the shipping address, document numbers, contract number under which the data were obtained (if known), the FSCM, and the number of copies required. When requisitioning more than ten line items involving different design activities, the requisitioning activity includes a separate attachment to the letter for each design activity. Each attachment bears the identity of the requisitioning activity and references the basic letter (subject and date).

5. Codes. The codes used in the transactions are as follows:

a. Document Identifier Codes. The codes assigned to identify the kind of requisition submitted and status of the requisition.

subject to mutual agreement.

b. Data Requisition Status Code:

BY ORDER OF THE SECRETARIES OF THE AIR FORCE, THE ARMY, AND THE NAVY, AND THE DIRECTOR, DEFENSE SUPPLY AGENCY

OFFICIAL

GEORGE S. BROWN, General, USAF

Chief of Staff

JACK R. BENSON, Colonel, USAF Director of Administration

OFFICIAL CREIGHTON W. ABRAMS, General, United States Army

Chief of Staff

VERNE L. BOWERS, Major General, United States Army The Adjutant General

K. R. WHEELER, Vice Admiral, SC, USN Vice Chief of Naval Material

Harry C. Olson, Major General, United States Marine Corps Deputy Chief of Staff for Installations and Logistics

OFFICIAL

G. L. HEASLEY, Captain, SC, USAF

Executive, DSA

GEORGE W. JOHNSON, JR., Colonel, USAF Staff Director Administration

SUMMARY OF REVISED, DELETED, OR ADDED MATERIAL

This revision adds terms (para 1); includes the latest policy, guidance, and responsibilities of each participating repository for the requisition and interchange of engineering data available from the Department of Defense (DOD) Engineering Data Repositories listed in MIL-HDBK-331 (paras 2, 3, and 4).

DISTRIBUTION: (Continued)

ARMY: To be distributed in accordance with DA Form 12-9A requirements for AR, Logistics and Logistics Plans.

Active Army: B (Qty rqr block no. 506) ARNG: C (Qty rqr block no. 507) USAR: B (Qty rqr block no. 506) NAVY: (5 copies each unless otherwise indicated)

SNDL: A2A (OGC, ONR only) C4K (PM's) E3A (NRL only) FA6 (NAS) 10 cys FB7 (NAS) 10 cys FD1 (OCEANAV) FG1 (NAVTELECOMM) FKA1A (NAVAIR) 35 cys FKA1B (NAVELEX) 25 cys FKA1C (NAVFAC) 10 cys FKA1D (NAVORD) 25 cys FKA1E (NAVSHIPS) 35 cys) FKA1F (NAVSUP) 10 cys FKA1F (NAVSUP 0744) 10 cys FKA6 (LABS) FKL8 (NAVSEC) 10 cys FKN1 (FACENGCOMDIV) 10 cys FKN2 (PT HUENEME only) 10 cys FKP1G (NAVSHIPMISYSENGSTA) 10 cys FKP1J (Louisville (CTDO) only) 10 cys FKR1B (NAVAIREWORKFAC) 10 cys each FKR7C (NAVAIRTECHSERFAC) 10 cys

Copy to: (2 copies each unless otherwise indicated) SNDL: A1 (ASN(R&D), ASN(I&L), ASN(FM) only) A2A(NAVCOMPT, CHINFO, OGC, OMI only) A3 (CNO) A4A (200 cys) A5 (Bureaus) FKM2 (ESO) F FKM13 (SPCC) FKM15 (ASO) FKM22 (NAVPUBFORMCEN) DCNMs NAVMAT Division Directors and Branch Heads

Stocked: Commanding Officer Naval Publications and Forms Center 5801 Tabor Avenue Philadelphia, PA 19120

MARINE CORPS: MARCORPS CODE: 6025001 (15)

7000160 (2)

7000144 (1)

8145004, 005 (2)

Copy to: 8145001

 
Card Card Title/ 
Columns Transaction Explanation 
1 2 3 
H 9 A Request For single document/fill or kill. 
H 9 B*  Request For single assembly and details/fill or kill. 
H 9 C* Request For single document/fill or backorder. 
H 9 D* Request For single assembly and details/fill or 
 backorder. 
H 9 E* Request Request confirmation that the revision 
 shown in card columns 26-27 is current. If 
 a later revision has been issued, process 
 this as H9A. 
H 9 F* Request  For next higher assembly or Data List for 
 document listed in cc 4-25. 
H 9 Z Request Cancels previously submitted request for 
 this document and requisition number. 
H R (any Response Insert the applicable alpha character 
 
character) reflected in card column 3 of the document 
 identifier code above (for example, HRA 
 means a response to H9a). 
 *Intended for intra-department use only, but may be used intra-DOD 
Code Explanation 
A Document requested is for a catalog item. No data available. 
 No further action will be taken. 
B Requested document number incorrect. Review request and 
 resubmit with correction. 
C Request contains insufficient information or is incorrectly 
 prepared. Cannot be processed. Review and accomplish 
 necessary correction(s) or addition(s) and resubmit. 
D Requested document has been cancelled, discontinued, or 
 obsolete. No replacement data available. 
E Procurement action has been taken to obtain requested document. 
 Requester will be advised when available. 
F Records indicate requested document available and is being 
 supplied with this correspondence or will be forwarded under 
 separate cover upon completion of reproduction. 
G Requested document does not exist or data not available or 
 released under Federal Code Identification given by requester. 
H Requested document is not available. 
J Best available copy is forwarded. 
K Requested data is covered by Military, Industry, or Commercial 
 Specification or Standard.  No further action will be taken. 
L Requested data is classified. Resubmit request in writing 
 giving complete justification. 
M To date no reply has been received from contractor. Due to the 
 age, your request has been cancelled. If still required, 
 resubmit. 
N Requested data cannot be obtained without next higher assembly 
 number and code identification. Resubmit giving correct next 
 assembly data in card columns 28-47. 
O Request is an exact duplicate of a previously processed 
 request. Requester will advise when data is available. 
P Design activity refuses to supply requested data. No further 
 action will be taken. 
Q Requested data not available. Design activity no longer in 
 business. No further action will be taken. 
R Requested data not available. Possible replacement being 
 supplied. Drawing number supplied is in card columns 33-47, 
 with code identification in card columns 28-32. Resubmit 
 request if drawing does not satisfy need. 
S Followup action for requested data is being taken. You will be 
 advised when data is available. 
T Price quotation received from design activity of requested data 
 in excess of dollar limitation. Resubmit request in writing 
 giving complete justification. 
U Requested data available in applicable technical publication. 
 No further action will be taken. 
V Request for price quote has been forwarded to design activity 
 of requested data. Requisitioning activity will be advised 
 when data is available. 
W Correspondence other than PCAM card has been forwarded to 
 contractor. Requisitioning activity will be advised when data 
 is available. 
X Data now available. If still required, resubmit request. 
Y Requested data cannot be identified by contractor. Review 
 request for possible error and resubmit with source of document 
 number. 
Z Request cancelled, contractor has no record of requested data 
 being applicable to specified model, contract, or next higher 
 assembly given. Review request and resubmit with 
 correction(s). 
1 Correspondence has been returned by Post Office marked 
 "Moved-No forwarding address." No record of new address. If 
 you can supply proper address, action will be taken to obtain 
 data. 
2 Data request cancelled by requesting activity. 
3 Contractor advised requested data not available. No further 
 action will be taken. 
4 Requested data cannot be obtained from prime contractor 
 ((cc 28-32). Your request has been redirected to another 
 possible source. You will be advised when data are available. 
 Copy of redirected request will follow. 
5 Requested data are forwarded on a "loan basis." Requester is 
 obligated to return data according to agreement. 
6 Request as received has been cancelled and reprocessed with 
 correction. 
7 Previous supply action code in error. Corrected supply action 
 code will be furnished. 
8 Data as requested not available. Replacement is being supplied 
 that will satisfy request. Drawing number supplied is in 
 cc 33-47 with code identification in cc 28-32. 
AB Revision shown in cc 26-27 is current revision. No further 
 action will be taken. 
AC Next higher assembly or data list cannot be identified. 
AD Contract number cannot be identified. 
AE Model number or type designation cannot be identified.