eQuip!: an Assetworks solution

3 Quick Ways to Add Items to the IUID Registry

A man in business casual works at his laptop. Text overlay says: 3 quick ways to add items to the IUID registry.

Have you ever stared at a backlog of IUID assets that need to be in the IUID registry pronto?

Talk about daunting!

But today we’ll talk about three different ways of updating the registry, so you can boldly face that backlog, armed with the methods that really meet your needs.

1) Manual web entry

Web entry is perhaps the simplest way to submit data to the registry. Web entry means you hand-enter information online– generally, directly to the WAWF/IUID registry.

This, however, cannot be done with all items. According to the Department of Defense, “…only certain types of items may be entered via web entry. For the very small number of UII entries where the data will be manually submitted to the IUID Registry, controlled access to the IUID Registry is required to register a UII.”

In addition, entering data by hand is only feasible for a small number of UIIs. If you need to add items to the IUID registry quickly, or you have many items to add, this option may require too much time to be optimal.

Manual web entry is the most well-known option, but certainly not the best for every situation. Luckily, there are two other, more advanced methods for adding items to the registry.

2) Create a flat file or XML template

One clever way of submitting items to the IUID registry is by using a flat file or XML file.

According to the DoD Procurement Toolbox: “Data may also be submitted via the GEX using an IUID flat file transaction. The IUID Registry only supports the version 6.1 and the version 7.0 flat file schemas.”

These file types contain your asset data without any additional formatting or structure. A flat file can usually be created using Excel and saved in a comma-separated value (CSV) file format. A XML file can be created in a text editor like Notepad.

Because you need to create a new document each time you submit data to the IUID registry, it’s useful to make a template file. For example, you can see here how Northrup Grumman created an AIA compliant flat file template. You can make a similar template for your organization that complies with current DFARS IUID requirements.

Creating your own template is particularly helpful, if you have many items to add to the IUID registry.  Because once you have the template, you can add many line items fairly quickly. However, it does require an initial time investment to set up.

3) Use asset management software to convert data

This method is the most high-tech—and often the most efficient. With this method, you use asset management software to convert asset data to a flat file or XML format. You then submit the converted file to the IUID registry.

This method works for both small and large amounts of data. With capable asset management software, you can easily collect asset data. The software then automatically converts that data to the file type you choose.

While the software that allows you to do this is not free, it may be a useful investment. Of course, you shouldn’t buy asset management software just to submit data to the IUID registry. Here are a few other reasons to consider asset management software.

eQuip! is specifically designed to convert asset data already in the system to an IUID flat file or XML file. Click here to learn more about how eQuip! helps government contractors use the IUID registry.

Conclusion

Though submitting data to the IUID registry can be complex and confusing, it’s still vital for contractors to maintain compliance by submitting asset-related data to the registry.

When dealing with IUID requirements, it’s important to find a method for managing IUID assets that works for your business. Once you choose your optimal method, managing IUID assets will become less overwhelming and more manageable.

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