ADC 205A 

Assignment of MILSTRIP Document Number Serial 

Number RP 40/DLMS Utilization Code M BRAC 

1. Originator: 

a. Service/Agency: DLA HQ/Defense Distribution Center 

b. Originator: DDC/J3-J4, Phone: DSN 430-3063, Commercial (717) 605-3063 

2. Functional Area: Primary: Supply Disposition

3. Reference: DLMSO memorandum, May 23, 2006, subject: Defense Logistics 

Management Systems (DLMS) Supply Process Review Committee (SPRC) Meeting 06-

01, April 25-27, 2006 

3. Requested Change: 

 a. Title: Assignment of MILSTRIP Document Number Serial Number RP 

40/DLMS Utilization Code M for BRAC 

b. Description of change: Changes from the original proposal are highlighted 

in yellow. 

 (1) Assign rp 40/DLMS Utilization Code M in DOD MILSTRIP and DLMS 

to identify BRAC DRMS/DRMO disposal release orders. 

(2) This change includes an administrative update the DLMS Supplement 

(DS) 940R, Material Release, and 945A, Material Release Advice. The change 

modifies the DLMS note for use of the Utilization Code and perpetuates the 

Utilization Code from the release order to the confirmation.

c. Background: There is currently no effective way of capturing the number of 

disposal release orders (A5J) submitted to DLA distribution depots for the BRAC 

downsizing initiative. Alphabetic code M is now designated as reserved for record 

position (rp) 40 of the serial number field. Although alphabetic code S is used to 

identify material that is Front End screened as being excess personal property, DLA 

is attempting to capture these disposal release orders and improve accountability of 

these assets systemically. Currently DoD 4000.25-1-M, AP2.7.5.3 has no 

applicable code to properly identify these particular disposal release orders. 

 

 d. Procedures: Update MILSTRIP AP2.7.5.3 to reflect new definition for code 

M as shown in Enclosure 1. Update DLMS documentation as shown in Enclosure 

2. Update MILSTRIP Chapter 10, Installation Closure Procedures, to provide new 
guidance for use of code M. Modify the DS 940R and 945A as indicated below. 

Changes are identified in bold italics. 

940R 

2/LQ01/1300

Add new introductory note on cover page: 

4.f. Data associated with a DLMS enhancement authorized for implementation by 

modernized systems under DLMS migration. This data should be adopted during, or 

subsequent, to modernization when applicable to the Component’s business process. 

Prior coordination is not required. Components should ensure that inclusion of this 

data in a DLMS transaction does not cause inappropriate rejection of the transaction.

Revise DLMS note: 

AJ Utilization Code 

DLMS Note: 

1. Use to identify a specialized purpose for which the requisition was submitted

associated with this document number. 

2. Under DLSS, this is the first position of the document serial number. 

3. Authorized DLMS migration enhancement; see introductory DLMS note 4f. 

 

945A 

2/LQ01/100 

Add new introductory note on cover page: 

3.e. Data associated with a DLMS enhancement authorized for implementation by 

modernized systems under DLMS migration. This data should be adopted during, or 

subsequent, to modernization when applicable to the Component’s business process. 

Prior coordination is not required. Components should ensure that inclusion of this 

data in a DLMS transaction does not cause inappropriate rejection of the transaction.

Add new code and DLMS note: 

AJ Utilization Code 

DLMS Note: 

1. Use to identify a specialized purpose associated with this document number. 

2. Under DLSS, this is the first position of the document serial number. 

3 Authorized DLMS migration enhancement; see introductory DLMS note 3e.

 

4. Reason for Change: 

 a. With a specific code for identifying BRAC disposal release orders, DLA and other 

material managers will have a specific code for proper identification. Without this specific 

code, the potential for incorrectly reporting all of these disposal release orders is very high. 

 b. The Defense Distribution Center (DDC) reports that this revision will be utilized to 

track disposal of stocks in storage as a result of BRAC drawdown vs. routine disposals of 

class I and VIII due to shelf-life expiration. DDC realizes that gaining compliance across 

the logistics community will be problematic until legacy systems are replaced and this new 
requirement is folded into services modernization programs. As such, working level 

planning and corroboration meetings with item managers in regards to disposal of stocks 

will include instructions to place the code “M” in record position 40/DLMS Utilization Code 

M. Additionally, distribution centers have obsolete or inactive coded NSNs on record that 

are without an accompanying item manager record. During BRAC, these items will require 

local Disposal Release Order (DRO) input at the local distribution center. Any procedure to 

generate local input will include instructions to place the code “M” in rp 40/DLMS 

Utilization Code M. 

5. Advantages and Disadvantages: 

 a. Advantages: This provides a means for DLA to accurately track the disposal release 

orders and properly report the impact of BRAC. This will eliminate the possibility of 

incorrectly or erroneously reporting the impact of these disposal release orders. This change 

will not impact processing of disposal release orders. 

b. Disadvantages: Use of code M requires manual assignment and, therefore, 

there is a potential for misuse or lack of use when appropriate. 

6. IMPACT: 

 a. Data Content/Procedures: This process will impact future processing of BRAC 

related disposal release orders to DRMS/DRMO. ICPs and IMMs will need to be aware of 

this change so the code does not get used erroneously. 

 b. There may be continuing alternative use of the Code M for USN, USAF, and 

USMC, which have last reported unimplemented status of Approved MILSTRIP Change 

Letter (AMCL) 145 which modified definitions for codes M, R, and S in record position 40. 

The original definition for code M was: Contractor initiated requisitions for government 

furnished materiel (GFM) to support commercially performed maintenance contracts. No 

negative impact has been identified if Code M is approved for disposal release orders under 

this change. 

 c. In conjunction with this approved change, request any Component aware of updated 

procedures applicable to MILSTRIP Chapter10, Installation Closure Procedures, to please 

use the Enclosure 3 to provide comments and/or insert appropriate revisions. 

 d. Publication(s): This change will impact DoD 4000.25-1-M, AP2.7.5.3 and 

DLMS publication. 

Enclosures 
Enclosure 1 – MILSRIP Revision

AP2.7. APPENDIX 2.7

DOCUMENT NUMBER

AP2.7.1. The Document Number (located in rp 30-43 of transactions) is a nonduplicative number 

throughout the system. For support of U.S. Forces, it is constructed as follows: (See chapter 6 for 

document number construction for Security Assistance transactions.) 

AP2.7.1.1. DoDAAC or FEDSTRIP AAC (rp 30-35). 

AP2.7.1.2. Four-position ordinal date (rp 36-39). 

AP2.7.1.3. Serial number (rp 40-43). 

Service 

Agency Code 

 Activity Address Code Ordinal Date Serial Number 

30 31 32 33 34 35 36 37 38 39 40 41 42 43 

AP2.7.2. The entries in rp 30 and 31 will always be the appropriate character(s) from appendix 

AP2.2 that indicates the S/A. 

AP2.7.3. The DoDAAC or FEDSTRIP AAC for each activity will be established and disseminated 

by each of the Services, DLA and the GSA. (See DoD 4000.25-6-M, DoDAAD.) Each code so 

established will contain or serve as an address to permit shipping and billing for materiel and for 

mailing of documentation. 

AP2.7.4. Entries in rp 36-39 (date) will always be numeric and will indicate the actual date of 

transmittal from the requisitioner to the initial supply source. If requisitions are predated to facilitate 

local processing, the requisition date will be amended (if necessary) to reflect the true date of 

transmittal. 

AP2.7.4.1. Rp 36 will indicate the last numeric digit of the calendar year in which the document was 

originated. Example: 0 for 1990, 1 for 1991, etc. 
AP2.7.4.2. Rp 37-39 will indicate the numerical or consecutive day of the calendar year; for 

example, 035 is equal to February 4TH. 

Additional Examples: 

RECORD POSITIONS DATES

 36 37 38 39 

 0 0 0 5 - January 5, 1990 

 9 0 5 2 - February 21, 1999 

 0 2 7 9 - October 5, 2000 

AP2.7.5. Document serial numbers, assigned at the discretion of the document originator, are entered 

in rp 40-43. The document serial number will not be duplicated on the same day. The serial number 

may be assigned to consist of alphanumeric characters, with the exception of alphas I and O (on interService transactions) under the following criteria: 

AP2.7.5.1. Rp 40 may consist of alpha or numeric characters with the utilization of certain alphas 

limited as specified in paragraph AP2.7.5.3., below. Under DLMS implementation, this embedded 

information will be carried as a distinct data element referred to as the Utilization Code.

AP2.7.5.2. Rp 41-43 may consist of alpha or numeric character on inter-S/A requisitions. However, 

the entries in rp 41-43 will not be meaningful to the receiving S/A, but will be perpetuated on 

documentation initiated as a result of requisition processing. 

AP2.7.5.3. The following alphabetic codes have been reserved for use in rp 40: 

CODE EXPLANATION

K Use to identify requisitions submitted to DRMS, DRMO, or GSA for excess property 

located at a DRMO that is requested as a result of reviewing manual screening lists; for 

example, EPPLs and GSA Regional Catalog listings. 

L Use to identify requisitions submitted to DRMOs which result from physical screening 

of property at the DRMO. This type of screening is referred to as “Local Area 

Screening” without any consideration of the distance traveled by the screener. 

M1 Reserved. Use to identify ICP/IMM-directed disposal release orders resulting from 

BRAC. This value is not currently approved for use on other transaction types. 

N Use to identify requisitions and related transactions/documents for materiel provided 

through the reclamation process. 
CODE EXPLANATION

P Use to identify requisitions for excess contractor inventory that has been reported on DD 

540 series of forms or referred by the Contractor Inventory Redistribution System 

(CIRS) either mechanically or by listing. 

Q Use to identify requisitions and related transactions/documents for items reclaimed from 

aircraft and equipment from the Aerospace Maintenance and Regeneration Center 

(AMARC). 

R1

 Use to identify requisitions submitted to DRMS/DRMOs from ICPs or IMMs based on a 

Final Asset Screening notice of surplus personal property. 

S2

 Use to identify requisitions submitted to DRMS/DRMOs from ICPs or IMMs based on a 

Front End Screening notice of excess personal property. 

T Use to identify requisitions submitted to DRMS/DRMOs from ICPs/IMMs based on a 

management decision for recoupment of known transfers to disposal. 

U Use to identify Quality Deficiency Report (QDR) related transactions when the original 

requisition is not known. (See DoD 4000.25-7-M (MILSBILLS).) 

Y Use to identify requisitions resulting from interrogation of the Interrogation 

Requirements Information System. (See DoD 4160.21-M.) 

 

1

 Use of modified definitions for codes M, R, and S in record position 40 last reported as not implemented by 

USN, USAF, and USMC. Refer to AMCL 145. 

2

 See Footnote 1. 
Enclosure 2 – DLMS Revision

 

Return

LOGISTICS QUALIFIER CODE LIST

QUALIFIER CODE: AJ

 NAME: UTILIZATION CODE

 ALIAS: UTILIZATION CODE

 DEFINITION: IDENTIFIES THE PURPOSE OF THE TRANSACTION.

 REMARKS: POSITION 11 OF THE MILSTRIP DOCUMENT NUMBER CONSISTS OF ANY ALPHA OR 

NUMERIC CHARACTERS WITH THE EXCEPTION OF THE RESERVED ALPHA CODES 

LISTED BELOW. THE RESERVED CODES ARE DEFINED UNDER THIS LOGISTICS 

QUALIFIER (AJ). 

 SOURCE: DEFENSE LOGISTICS MANAGEMENT SYSTEM (DLMS) MANUAL (DOD 4000.25-M) 

AND MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES 

(MILSTRIP) (DOD 4000.25-1-M APPENDIX AP2.7.5.3)

 ABSTRACT: 

 DATA CODE CHARACTERISTICS: TYPE: ID MIN: 001 MAX: 001

 

 CODE EXPLANATION 

 E NAVY EXCEPTION "SHIP TO" FOR DEPLOYED 

NAVAL UNITS 

 G NAVY EXCEPTION "SHIP TO" FOR DEPLOYED 

NAVAL UNITS

 J INVENTORY CONTROL POINT (ICP) 

INTERROGATIONS OR OFFERS OF EXCESS, AND 

REQUISITIONS RESULTING FROM THE 

INTERROGATIONS OR OFFERS (DENOTES INTERSERVICE SUPPLY SUPPORT TRANSACTIONS 

BETWEEN ICP'S).

 K REQUISITIONS SUBMITTED TO DEFENSE 

REUTILIZATION AND MARKETING OFFICES 

(DRMO'S) AND GENERAL SERVICES 

ADMINISTRATION (GSA) FOR EXCESS PROPERTY 

LOCATED AT A DRMO THAT IS REQUESTED AS A 

RESULT OF REVIEWING MANUAL SCREENING 

LISTS, E.G., EXCESS PERSONAL PROPERTY LISTS 

(EPPL'S) AND GSA REGIONAL CATALOG LISTINGS.

 L REQUISITIONS SUBMITTED TO DRMO'S WHICH 

RESULT FROM PHYSICAL SCREENING OF 

PROPERTY AT THE DRMO; REFERRED TO AS 

"LOCAL AREA SCREENING" WITHOUT ANY 

CONSIDERATION OF THE DISTANCE TRAVELED BY 

THE SCREENER.

 M Reserved Use to identify ICP/IMM-directed 

disposal release orders resulting from BRAC. 

This value is not currently approved for use on 

other transaction types.
 N TRANSACTIONS FOR COMPONENTS RECLAIMED 

BY MILITARY ACTIVITIES OR CONTRACTORS 

THROUGH END ITEM RECLAMATION. (THIS CODE 

IS CITED WHEN FORWARDING COMPONENTS TO 

STOCK BY ACTIVITIES PREPARING SHIPPING OR 

TURN-IN DOCUMENT.)

 P REQUISITIONS FOR EXCESS CONTRACTOR 

INVENTORY THAT HAS BEEN REPORTED ON DD 

FORM 540 OR REFERRED BY THE CONTRACTOR 

INVENTORY REDISTRIBUTION SYSTEM (CIRS) 

EITHER MECHANICALLY OR BY LISTING.

 Q REQUISITIONS AND RELATED TRANSACTIONS OR 

DOCUMENTS FOR ITEMS RECLAIMED FROM 

AIRCRAFT AND EQUIPMENTS BY THE AEROSPACE 

MAINTENANCE AND REGENERATION CENTER 

(AMARC).

 R REQUISITIONS SUBMITTED TO DRMS AND/OR 

DRMO'S FROM ICP'S OR IMM'S BASED ON FINAL 

ASSET SCREENING NOTICE OF SURPLUS 

PERSONAL PROPERTY.

 S REQUISITIONS SUBMITTED TO DRMS AND/OR 

DRMO'S FROM ICP'S OR IMM'S BASED ON A FRONT 

END SCREENING NOTICE OF EXCESS PERSONAL 

PROPERTY.

 T REQUISITIONS SUBMITTED TO DRMS AND/OR 

DMRO'S FROM ICP'S OR IMM'S BASED ON A 

MANAGEMENT DECISION FOR RECOUPMENT OF 

KNOWN TRANSFERS TO DISPOSAL.

 U PRODUCT QUALITY DEFICIENCY REPORT (PQDR) 

AND SUPPLY DISCREPANCY REPORT (SDR) 

RELATED TRANSACTIONS WHEN THE ORIGINAL 

REQUISITION NUMBER IS NOT KNOWN. 

(MILSBILLS).

 W NAVY EXCEPTION "SHIP TO" FOR DEPLOYED 

NAVAL UNITS 

 Y REQUISITIONS RESULTING FROM INTERROGATION 

OF THE INTERROGATION REQUIREMENTS 

INFORMATION SYSTEM.
Enclosure 3 – MILSRIP Revision

C10. CHAPTER 10

INSTALLATION CLOSURE PROCEDURES

C10.1. GENERAL

 C10.1.1. This chapter provides procedures and specifies timeframes to be used for installation 

closures. These procedures are intended to systematically curtail supply support, transfer missionessential materiel, transfer materiel no longer required, and redirect mission-essential requisitions for 

or from activities affected by installation closures. Included are procedures for reporting all 

installation-owned property which will not be transferred with the mission to the new location(s). 

C10.2. APPLICABILITY AND SCOPE

 C10.2.1. These procedures and timeframes are applicable to all DoD installations, both 

CONUS and OCONUS, DoD tenant and satellite activities, DoD ICPs, DoD IMMs, and to GSA 

activities processing reports for materiel no longer required as a result of an installation closure. 

C10.3. EXCLUSIONS

 C10.3.1. In addition to the exclusions cited in chapter 1, paragraph C1.4., and chapter 9, 

paragraph C9.3., these procedures are not applicable to the following: 

 C10.3.2. Related personal property which can be reported to GSA as a part of a real estate 

package. Related personal property is classified as any property: 

 C10.3.2.1. Which is an integral part of real property or is related to, designed for, or 

specially adapted to the functional or productive capacity of the real property and removal of this 

personal property would significantly diminish the economic value of the real property. Normally, 

common use items, including, but not limited to, general-purpose furniture, utensils, office machines, 

office supplies, or general purpose vehicles are not considered to be related personal property. 

 C10.3.2.2. Which is determined by the Administrator of GSA to be related to the real 

property. 

 C10.3.3. Installed property (Class II Plant Property). 

 C10.3.4. Real Property. 

C10.4. INSTALLATION CLOSING PROCEDURES

C10.4.1. Stratification of Inventory 

 C10.4.1.1. Installation Procedures. An inventory of all installation-owned property will 

be conducted as soon as a confirmed closure date is announced. The inventory will include, but not 

be limited to, nonconsumable items (recoverable/capitalized assets and assets on table of allowances) 

and consumable items (assets on working capital fund records). Each designated account will 
maintain it’s identify. An inventory applicable to each designated account will be stratified into three 

classes of property: 

 C10.4.1.1.1. Mission-essential and is to be transferred to a new location with the 

mission. 

 C10.4.1.1.2. Not mission-essential but is required for local operations during the 

period prior to closure. 

 C10.4.1.1.3. Materiel no longer required for operational needs. 

 C10.4.1.2. Tenant and Satellite Activities. Each tenant and/or satellite activity having 

custody of installation-owned property will return that property to the installation. Accountable 

records will reflect the returns. Tenant-owned and satellite-owned property will be inventoried and 

stratified as described in subparagraph C10.4.1.1., above. 

 C10.4.1.3. Working Capital Fund. The S/A managed working capital fund items will be 

relocated with the mission, if mission-essential, or redistributed within the S/A working capital fund. 

IMM items will be relocated with the mission, if mission essential, or reported to the IMM for 

disposition instructions. 

 C10.4.2. In-Process Requisitions 

 C10.4.2.1. Simultaneously with the conduct of the inventory, a review of installation 

requisitions will be conducted. Requisitions will be identified as to those which will be: 

 C10.4.2.1.1. Continued for shipment to the unit’s relocation site. 

 C10.4.2.1.2. Continued for operational requirements until closure. 

 C10.4.2.1.3. Materiel no longer required for operational needs and will be canceled. 

Cancellation will be accomplished by single-line cancellation if time permits. 

 C10.4.2.2. Sixty days prior to closure date, all requisitions will be reviewed again for 

need. If required, the requisitions will be identified for shipment to the relocation site. Requisitions 

not required will be canceled using single line cancellation procedures. When time is insufficient to 

effect single-line cancellations, mass cancellation procedures under chapter 8 will be utilized. Mass 

cancellation procedures do not provide for continuation of requisitions for shipment to a new location 

site. 

C10.4.3. Disposition of inventory 

 C10.4.3.1. The activity being closed will develop a time-phased schedule to transfer 

mission-essential property to the new location(s) of the mission(s). The schedule will plan the 

movement of such property at the earliest date possible without impairing mission capability prior to 

the transfer. Mission-essential property will be transferred to the new location after transfer of the 

mission only in those circumstances where mission-essential items are required, up to and including 

the last day prior to the mission transfer. 

 C10.4.3.2. In actions involving an installation closure, all items which are not mission 

essential will be reviewed and processed under the provisions of DoDD 5410.12. The initial review 

of installation-owned items under the provision of DoDD 5410.12 will begin immediately upon 
completion of the inventory including those items identified as no longer required and those items 

identified as being necessary for operation of the installation prior to closure. Using these item lists 

as the basis, the preliminary identification of related personal property, as defined by DoDD 5410.12, 

will be made. 

 C10.4.3.3. In actions involving the closure of OCONUS installations, all items which are 

not mission essential and/or will not be transferred with the activity will be reviewed and processed 

under agreements between the United States and the host country. The review will begin 

immediately upon completion of the inventory, including those items identified as necessary for 

operations of the installation prior to closure. 

 C10.4.3.4. Immediately upon completion of the inventory and, if time permits, not less 

than 6 months prior to the announced date of closure, all property that has been identified as no 

longer needed by the installation and which is not included in the preliminary list of related personal 

property will be reported to the appropriate ICP/IMM under procedures specified in chapter 9. 

 C10.4.3.5. All property that is not mission-essential but which is required to operate the 

installation for all or a portion of the time remaining until closure and which is not included in the 

preliminary list of “related personal property” will be stratified in order of the dates that the items 

will become excess to operational needs. Sixty days prior to the date that each item will become 

excess, the items will be reported as excess to the ICP/IMM under procedures specified in chapter 9. 

 C10.4.3.6. Items identified as related personal property (subparagraph C10.4.3.2., above) 

will be reported to the ICP/IMM using DI FTE, Customer Asset Report, and Project Code 3QQ in rp 

57-59. The Project Code 3QQ informs the ICP/IMM that the item has been placed on the preliminary 

inventory of related personal property which is designated to be transferred to the local community at 

the time of installation closure. If there is a DoD requirement, the item(s) will be deleted from the 

inventory of related personal property. Related personal property will not be reported to GSA under 

MRP procedures. 

 C10.4.3.7. Items which have been reported to ICPs/IMMs as no longer needed under the 

above guidance and procedures contained in chapter 9 and for which the ICPs/IMMs have indicated a 

requirement will be processed using ICP/IMM materiel return instructions. 

 C10.4.3.8. All items which have been reported to the ICPs/IMMS as no longer needed 

and for which the ICPs/IMMs have provided TC supply status, plus those items which are not 

reportable to ICPs/IMMs (for example, locally purchased non-NSN items) will be disposed of under 

S/A procedures. All items which are identified as related personal property (see subparagraph 

C10.4.3.2., above) and for which there is no DoD requirement will remain with the installation. 

 C10.4.3.9. Distribution centers having obsolete or inactive coded NSNs on record that 

are without an accompanying item manager record will locally prepare a disposal release order 

(DRO) (DI A5J) with code M in the first position of the document number serial number (rp 40) 

for disposal action. 

C10.5 PROCEDURES – INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER

 C10.5.1. ICPs/IMMs will process Customer Asset Reports (DI FTEs) for property received as a 

result of installation closure using procedures contained in chapter 9. ICPs/IMMs will not direct 
return of related personal property identified by Project Code 3QQ unless the item is required to meet 

an AFAO and/or approved PWRR. 

 C10.5.2. When appropriate, ICPs/IMMs will direct disposal of material resulting from Base 

Realignment and Closure (BRAC) under guidance and procedures contained in chapter 3 for 

directing materiel to DRMS. The resulting disposal release order (DRO) (DI A5J) will contain 

code M in the first position of the document number serial number (rp 40).