1 

 Attachment 

ADC 305 

Administrative Revision to the DLMS Manual, Volume 3 - Transportation 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Agency

b. Originator: Heidi Daverede, DLMSO, 703-767-5111, DSN 427-5111, e-mail : 

heidi.daverede@dla.mil.

2. FUNCTIONAL AREA: Primary: Transportation; Secondary: Supply/MILSTRIP

3. REFERENCE: DoD 4000.25-M, Defense Logistics Management System (DLMS), Volume 

3 - Transportation. 

4. REQUESTED CHANGE: 

a. Description of Changes: This administrative change establishes a Table of Contents 

and Chapter 1 - Introduction, which provides instructions applicable to the use of Volume 3 - 

Transportation. The change also establishes a Chapter 3 - Passive RFID Transactions, 

previously approved in ADC 296 and published as DoD 4000.25-M, Volume 2, Chapter 24. 

b. Background: Volume 3 provides DoD standard procedures, data and transactions for 

the interchange of information between the logistics and transportation domains. As the DoD 

continues its efforts to operate a seamless, interoperable supply chain, it is necessary to establish 

procedures and standards governing interchanges between transportation and other supply chain 

domains. 

c. Procedures: Update Volume 3 as follows:

(1) Replace current Volume 3 cover page with enclosure 1. 

(2) Insert Table of Contents from enclosure 2. 

(3) Replace current Chapter 1 with enclosure 3. 

(4) Insert Chapter 2 placeholder from enclosure 4. Chapter 2 is in staffing under 

Proposed DLMS Change 324 – Transportation and Supply Receipt and Acknowledgement 

Transactions. 

(5) Move Volume 2, Chapter 24 to Volume 3, Chapter 3 per enclosure 5.

5. REASON FOR CHANGE: To establish Volume 3 as a functional manual and republish 

Volume 2, Chapter 24 - Passive RFID Transactions, into Volume 3, Chapter 3. The 

procedures and transactions for Passive RFID transactions apply to both the retail supply and 

transportation communities. Including Passive RFID Transactions in Volume 3 now 
2 

 Attachment 

provides the necessary guidance in a specific publication for reference and use by both the 

logistics and transportation domains.

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: Provides updated information for users of Volume 3 - Transportation.

b. Disadvantages: None identified.

7. Impact: Provides updates to DOD 4000.25-M DLMS, Volume 3 – Transportation. 

Enclosures 

1. Volume 3 Cover Page 

2. Volume 3 Table of Contents 

3. Volume 3 Chapter 1 

4. Volume 3 Chapter 2 – Reserved 

5. Volume 3 Chapter 3 
DOD 4000.25-M Volume 3, October 2008 

 Enclosure 1 

DEFENSE LOGISTICS MANAGEMENT SYSTEM 

(DLMS) 

VOLUME 3

TRANSPORTATION

October 2008 

DEPUTY UNDER SECRETARY OF DEFENSE 

ACQUISITION, TECHNOLOGY AND LOGISTICS 

(LOGISTICS & MATERIEL READINESS)
DOD 4000.25-M Volume 3, October 2008 

 Enclosure 2 

TABLE OF CONTENTS

VOLUME 3: TRANSPORTATION 

CHAPTER 1 INTRODUCTION 

C1.1 GENERAL ..................................................................................................C1-1 

C1.2 POLICY ......................................................................................................C1-1 

C1.3 APPLICABILITY .........................................................................................C1-1 

C1.4 COMMITTEES ................................................................................C1-2 

C1.5 NONCOMPLIANCE....................................................................................C1-2 

CHAPTER 2 RETAIL SUPPLY AND TRANSPORTATION INTERCHANGE (STOCK AND 

NON-STOCK SHIPMENTS) 

C2.1 RESERVED................................................................................................C2-1 

CHAPTER 3 PASSIVE RADIO FREQUENCY IDENTIFICATION (RFID) TRANSACTIONS 

C3.1 GENERAL ..................................................................................................C3-1 

C3.2 APPLICABILITY AND SCOPE ...................................................................C3-1 

C3.3 PROCESS OVERVIEW .............................................................................C3-1 

C3.4 READER REGISTRATION PROCESS ......................................................C3-2 

C3.5 READER REGISTRATION DATA REQUIREMENTS ................................C3-2 

C3.6 VISIBILITY TRANSACTION PROCESS.....................................................C3-4 

C3.7 VISIBILITY TRANSACTION DATA REQUIREMENTS...............................C3-5 

C3.8 VISIBILITY RESPONSE TRANSACTION PROCESS................................C3-5 

C3.9 VISIBILITY RESPONSE TRANSACTION DATA REQUIREMENTS..........C3-6 

C3.10 DATA STORAGE PROCESS.....................................................................C3-7 
DOD 4000.25-M Volume 3, October 2008 

 C1-1 Enclosure 3 

C1. CHAPTER 1

INTRODUCTION

C1.1. GENERAL. 

 C1.1.1. Purpose. This volume provides DoD standard procedures, data and 

transactions for the interchange of information between the logistics and transportation 

domains. Electronic Data Interchange Implementation Conventions use American 

National Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 

transactions. Implementation of these guidelines facilitates seamless entry of material 

from the supply domain into the Defense Transportation System (DTS). It also 

enhances Intransit Visibility (ITV) and improves data quality. 

C1.1.2. Defense Logistics Management System (DLMS) Volume Access. Use of 

this volume requires simultaneous access to DLMS Manual Volume 1 “front matter:” 

the full Table of Contents; the only listings of acronyms and abbreviations, definitions, 

and references; instructions for acquiring access to the DLMS standards data base; 

Defense Logistics Management System (DLMS) to Defense Logistics Standard System 

(DLSS) cross-references and conversion guides; specific guidance that applies to all 

implementation conventions; and both functional and technical information that is 

relatively stable and applies to the DLMS as a whole. 

C1.2. POLICY. The corresponding DoD Directives, DoD Instructions, DLMS Manuals, 

Defense Transportation Regulation, and any other applicable references will be cited in 

the individual Transportation Volume chapters as appropriate. At a minimum, these 

references include: 

 C1.2.1. DoD Directive 4140.1, Supply Chain Materiel Management Policy. 

 C1.2.2. DoD 4140.1-R, DoD Supply Chain Materiel Management Regulation. 

 C1.2.2. DTR 4500.9-R, Defense Transportation Regulation (DTR). 

C1.3. APPLICABILITY. This manual applies to the Office of the Secretary of Defense; 

the Military Services (Army, Navy, Air Force, and Marine Corps, including their National 

Guard and Reserve Components and including the U.S. Coast Guard (USCG) (both 

when it is and when it is not operating as a Military Service in the Navy and, by 

agreement with the Department of Transportation, when it is operating as a Military 

Service of that Department); the Chairman of the Joint Chiefs of Staff (CJCS) and Joint 

Staff; the Unified and Specified Commands, and the Defense Agencies (hereafter 

referred to collectively as “the DoD Components”). Additionally, the manual applies, by 

agreement, to other external organizational entities conducting logistics business 

operations with DoD including (a) non-Government organizations, both commercial and 
DOD 4000.25-M Volume 3, October 2008 

 C1-2 Enclosure 3 

nonprofit; (b) Federal agencies of the U.S. Government other than DoD; (c) foreign 

national governments; and (d) international government organizations. Finally, the 

procedures in this volume apply in those instances when DoD logistics and 

transportation systems need to exchange standardized business information about 

material and shipments. This includes, for example, warehouse operations, vendor 

shipments, and reference tables where electronic transactions are exchanged “across 

the seams” of the logistics and transportation domains. The use of standardized DLMS 

transactions in this interchange process, where supply and transportation business 

processes intersect, helps improve asset visibility and the communications process 

related to cargo movement operations. 

C1.4. COMMITTEES. A coordination process will be conducted for the implementation 

and use of electronic transactions exchanged between the supply and transportation 

domains. The committees listed below, in addition to any others as required, will 

participate in the coordination and subsequent standardization process. Each of the 

committees below has a designated member serving as a representative on the other 

committee. 

 C1.4.1. The Defense Transportation Electronic Business (DTEB). The DTEB 

identifies and resolves issues and recommends management actions that support the 

accelerated implementation of the electronic exchange of business information. As the 

focal point for all defense transportation e-business development efforts, it coordinates 

e-business standards and requirements with defense and federal organization and 

commercial industry. The committee represents transportation interests at all levels of 

the federal government. The United States Transportation Command (USTRANSCOM) 

serves as chair of the DTEB Committee; the Defense Logistics Management Standards 

Office (DLMSO) is a member of the DTEB. 

 C1.4.2. The Supply Process Review Committee (PRC). The Supply PRC is the 

forum through which the DoD Components and other participating organizations 

participate in the development, expansion, improvement, maintenance, and 

administration of supply requirements for the DLMS. DLMSO serves as chair of the 

Supply PRC; USTRANSCOM/DTEB is a member of the Supply PRC. 

C1.5. NONCOMPLIANCE. If reasonable attempts to obtain compliance with prescribed 

procedures or resolution of DLMS supply-related problems are unsatisfactory, the 

activity having the problem will request assistance from either their DLMS Supply PRC 

representative or DTEB representative, depending on the nature of the problem. For 

transportation issues, contact the DTEB representative; for supply issues, contact the 

Supply PRC representative. The request will include information and copies of all 

correspondence pertinent to the problem; including the transaction set number, the 

transaction number, the date of the transaction involved, and any applicable DLMS 

Manual and DTR Regulations references. The representative will take the necessary 

actions to resolve the issue or problem. The actions may include requesting assistance 

from either the DTEB chairperson, for transportation issues, or the Supply PRC 

chairperson, for supply issues.
DOD 4000.25-M Volume 3, October 2008 

 C2-1 Enclosure 4 

C2. CHAPTER 2

RESERVED 
DOD 4000.25-M Volume 3, October 2008 

 C3-1 Enclosure 5 

C3. CHAPTER 3

PASSIVE RADIO FREQUENCY IDENTIFICATION 

(RFID) TRANSACTIONS

C3.1. GENERAL. This chapter provides procedures for reader registration and visibility

processing supporting the Department of Defense (DoD) RFID implementation. The 

Department of Defense requires integration of passive RFID (pRFID) technology in the 

DoD Supply chain. Visibility is a critical component of this requirement. The Defense 

Logistics Management System (DLMS) includes the establishment of data requirements 

that support shipment visibility across the DoD supply chain. The detailed procedures 

pertaining to this requirement are provided in this chapter. DoD policy regarding this 

passive RFID implementation is located on the DoD AIT website (URL): 

http://www.transcom.mil/ait/. 

C3.2. APPLICABILITY AND SCOPE. This guidance is applicable to DoD passive RFID 

system implementations. The scope includes systems that send, receive, and/or collect 

supply and transportation data and the business processes used to generate that data, 

technologies to collect new data, software to integrate the data, and tools to visualize 

the information. 

C3.3. PROCESS OVERVIEW. 

 C3.3.1. Participating activities shall register pRFID Readers, per the guidance in 

paragraph C3.4, for the purpose of identifying the location of the Reader. 

 C3.3.2. Once registered, scanned tag reads shall be reported either by a DoD 

system or middleware to the Defense Automatic Addressing System (DAAS) using the 

Visibility Transaction which provides both the pRFID tag and Reader identification. The 

purpose of this process is to associate the tag identification and location with previously 

transmitted logistics transactions containing pRFID, e.g., DLMS Supplement (DS) 856S, 

Shipment Status, Defense Transportation Electronic Business (DTEB) Implementation 

Convention (IC) 856A, Receipt/Shipment Consolidation/Due-in Notice, and any others 

defined in the future. 

C3.3.3. If the middleware fails to associate the tag with a previously transmitted 

logistics transaction, the activity will ask for a follow-up by sending a Visibility 

Transaction to DAAS with Reader Function Code of F (Follow-Up), and DAAS shall 

transmit a Visibility Response transaction containing the data elements defined in C3.9. 

C3.3.4. There are three transactions1

 to support this process; one is used for

sending Reader Registration data, a second for sending Visibility data, and a third for

DAASC to respond to inquiries for unmatched tag reads. The transaction details are 

 

1

 The schema files (XSD) can be viewed at:

 http://www.dla.mil/j-6/dlmso/elibrary/TransFormats/formats.asp 
DOD 4000.25-M Volume 3, October 2008 

 C3-2 Enclosure 5 

covered in the following paragraphs. 

C3.4. READER REGISTRATION PROCESS

C3.4.1. The Reader Registration transaction is applicable to handheld or fixed 

pRFID devices for the purpose of identification of its location and role in the supply 

chain. The term “READER” refers to a specific Reader, group of Readers, or all 

Readers at a site, depending on how a specific site chose to register its Readers. 

 C3.4.2. The registering site shall provide to DAAS the location registration data, 

defined in Table C3.T.1. via the site’s middleware application (Savi Site Manager, Globe 

Ranger, etc.) or via the worldwide web (to be determined). DAAS shall establish that 

Reader in a location table and assign a location control number. The location control 

number shall be used on every subsequent transaction sent to DAAS from the field. 

C3.4.3. After a Reader is successfully registered, sites are responsible for updating 

point of contact (POC) information and deleting the Reader when no longer required. 

POC information is for restricted use and shall not be displayed in routine queries. Only 

registered Readers can be updated or deleted. A previously deleted Reader cannot be 

re-registered with the same location control number nor can it be updated. 

C3.4.4. Anytime a Reader or group of Readers is updated, moved, or retired, the 

site shall send the update transaction to DAAS using the same location registration 

transaction with a delete in the action taken field. If the Reader or group of Readers is 

just being updated or moved and will be used at a different location, the Reader or 

group of Readers, after deletion, shall be registered again and receive a new location 

registration number. 

 C3.4.5. Registration actions which are not successfully processed by DAAS shall 

be rejected and a response sent with the applicable reader registration action code. 

C3.5. READER REGISTRATION DATA REQUIREMENTS. Passive RFID Reader 

Registration shall encompass the data requirements identified in Table C3.T1 located 

on the next page. 
DOD 4000.25-M Volume 3, October 2008 

 C3-3 Enclosure 5 

Table C3.T1. Passive RFID Reader Registration Data Requirements

Element Description Man/ 

Opt/ 

Con2

Minimum 

Lgth 

Maximum 

Lgth 

Values 

RFID 

Location 

Control 

Number (LCN) 

DAAS-assigned upon 

initial registration 

C 16 16 From site to DAAS: 

- Blank for initial 

registration request 

- LCN for update 

requests 

From DAAS to site: 

- LCN

Reader 

Registration 

Action 

Describes purpose 

of registration 

action or DAAS 

response to the 

registration action 

M 2 2 From Site to DAAS: 

E-establish reader 

U-update reader info 

D-delete reader 

From DAAS to Site:

CE-establish reader 

confirmed 

CU-update reader 

confirmed 

CD-delete reader 

confirmed 

NE-establish reader 

not accepted 

NU-update reader not 

accepted 

ND-delete reader not 

accepted 

Reader Type Location’s reader is 

fixed or mobile 

M 1 1 F = Fixed 

M-= Mobile 

Reader ID 

Number 

Number assigned to 

this reader or group of 

readers by the site 

M 10 10 

Location DoDAAC, CAGE, Water 

Port or Aerial Port code 

for this location 

M 5 6 

Location Text Further description of 

this location 

O 1 50 Free form text; 

Possible entries would 

be Area xxx, Bldg. xxx, 

Post xxx, Door xxx 

Type of 

Location 

Code to identify type of 

location 

M 1 1 D = DoDAAC 

V = Cage Code 

A = Aerial Port 

W = Water Port 

Element Description Man/ 

Opt/ 

Minimum Maximum Values 

 

2

 “Man” means “Mandatory;” “Opt” means “Optional;” and “Con” means “Conditional.” 
DOD 4000.25-M Volume 3, October 2008 

 C3-4 Enclosure 5 

Con Lgth Lgth 

Effective 

Date/Time 

Date/Time reported 

action took place 

M 12 12 ZULU 

CCYYMMDDHHmm 

(example: 

200612051459) 

Latitude Latitude of this location M 4 9 CRIF3 or degrees, 

minutes, seconds, and 

direction 

Longitude Longitude of this 

location 

M 4 9 CRIF or degrees, 

minutes, seconds, and 

direction 

POC Name 

and Other 

Information 

Name and other 

information of POC at 

site 

M 20 100 

POC 

Commercial 

Telephone 

Number 

Commercial telephone 

number of POC at site 

M 10 15 

POC DSN 

Telephone 

Number 

DSN telephone number 

of POC at site 

M 7 7 

POC E-Mail 

Address 

Email address of POC 

at site 

M 10 50 

C3.6. VISIBILITY TRANSACTION PROCESS. 

 C3.6.1. When a shipment with pRFID arrives, departs or is observed at a 

registered Reader location, the Reader shall communicate with the middleware, which 

shall send the Visibility Transaction to DAAS with a Reader Function Code of A 

(Arrived), D (Departed) or O (Observed). If the Reader has an assigned role (e.g., 

receiving or shipping) the transaction shall be used to report that action (e.g. arrived or 

departed) using the appropriate action codes. If the device cannot determine arrival or 

departure, the action code for Observed shall be used. 

 C3.6.2. At those sites electing to provide pRFID support for local deliveries, use 

the new Reader Function Codes in Table C3.T2. For local delivery with pRFID, the 

reader shall either record a delivery event or an undelivered (e.g., attempted delivery) 

event. Delivered is defined as the customer accepting the material from the shipping 

entity. Undelivered is defined as during normal operating hours and at no fault of the 

shipping entity, a shipment is not able to be delivered. When a local delivery with 

pRFID is delivered or undelivered using a mobile handheld Reader, the Reader 

information shall be uploaded to the middleware at the home base, which shall send the 

Visibility transaction to DAAS with a Reader Function Code of X (Delivered) or U 

(Undelivered/Attempted Delivery). 

 C3.6.3. If the middleware fails to associate the tag with a previously transmitted 

logistics transaction, the activity will ask for a follow-up by sending a Visibility 

 

3

 Enter “CRIF” for undisclosed locations.
DOD 4000.25-M Volume 3, October 2008 

 C3-5 Enclosure 5 

Transaction to DAAS with a Reader Function Code of F (Follow-Up). 

C3.6.4. Valid Visibility Transactions shall be accepted and stored in DAAS. 

Visibility Transactions from non-registered readers or with an invalid location control 

number shall be returned to the sender with an ‘N’ in the sending location action 

indicating the transaction had an error and was not recorded at DAAS. 

 C3.7. VISIBILITY TRANSACTION DATA REQUIREMENTS. Passive RFID 

Visibility Transactions shall contain the data requirements identified in Table C3.T2. 

Table C3.T2. Passive RFID Visibility Transaction Data Requirements

Element Description Man/ 

Opt/ 

Con 

Minimum 

Lgth 

Maximum 

Lgth 

Values 

Passive 

RFID Tag 

Tag ID Value M 24 50 Expressed in 

hexadecimal 

RFID 

Location 

Control No. 

DAAS assigned 

during the registration 

process 

M 16 16 

Reader 

Function 

Code 

Describes process 

associated with this 

Reader 

M 1 1 From site to DAAS;

A – Arrived 

D – Departed 

O – Observed 

F – Follow-up 

X – Delivered 

U – Undelivered/ 

Attempted Delivery 

From DAAS to site:

N – Not recorded

Tag Read 

Date/Time 

Date/Time reported 

action took place 

M 12 12 ZULU 

CCYYMMDDHHmm 

(example: 

200612051459) 

C3.8. VISIBILITY RESPONSE TRANSACTION PROCESS. 

 C3.8.1. If the middleware fails to associate the tag with a previously transmitted DS 

856S or DTEB IC 856A, the activity will send a Visibility Transaction to DAAS with a 

Reader Function Code of F (Follow-Up). 

 C3.8.2. If the requested information is found, DAAS shall transmit a Visibility 

Response transaction containing the data elements defined in paragraph C3.9. 

 C3.8.3. If DAAS does not have the information, DAAS shall transmit to the sender 

a Visibility Response Transaction with an ‘N’ in the Reader Function Code field 

indicating the corresponding DS 856S or DTEB 856A transaction was not recorded at 

DAASC. 
DOD 4000.25-M Volume 3, October 2008 

 C3-6 Enclosure 5 

C3.9. VISIBILITY RESPONSE TRANSACTION DATA REQUIREMENTS. Passive 

RFID Visibility Response Transactions shall contain the data requirements identified in 

Table C3.T3. 

Table C3.T3. Passive RFID Visibility Response Transaction Data Requirements

Element Description Man/ 

Opt/ 

Con 

Minimum 

Lgth 

Maximum 

Lgth 

Values 

RFID Location 

Control No. 

DAAS assigned 

during the 

registration process 

M 16 16 

Tag Read Date 

Time 

Date/Time reported 

action took place 

M 12 12 ZULU 

CCYYMMDDHHmm 

(example: 

200612051459) 

Reader 

Function Code 

Describes process 

associated with this 

Reader 

M 1 1 From DAAS to Site;

F – Follow-up 

Information 

N – No Information 

Found 

If N, the conditional 

fields will not be 

populated. 

Passive RFID 

Tag 

Tag Identification 

Value 

M 24 50 Expressed in hexadecimal 

Shipment 

Notice Type 

X12 Transaction 

Type Code 

M 3 4 If F, enter “SHIP” 

If N, enter “NONE” 

Document 

Number 

Requisition Number C 14 14 

Suffix Requisition Number 

suffix 

C 1 1 Populated only if 

Document No. has it 

Transportatio

n Control 

Number 

TCN from Shipment 

notice 

C 17 17 

Shipment Date Date/Time from 

Shipment Notice 

C 12 12 ZULU 

CCYYMMDDHHmm 

(example: 

200612051459) 

NSN/Part 

Number 

Stock Number/Part 

Number cited in 

Shipment notice 

C 13 15 

Ship Quantity Quantity Shipped 

cited in Shipment 

Notice 

C 5 9 

C3.10. DATA STORAGE PROCESS. 

 C3.10.1. DAAS shall store both the Reader Registration transaction and the 
DOD 4000.25-M Volume 3, October 2008 

 C3-7 Enclosure 5 

passive RFID Visibility Transaction, in addition to the “R table” data. 

 C3.10.2. All error-free Visibility Transactions arriving at DAAS shall be stored upon 

arrival for approximately 7 months. 

 C3.10.3. All error-free device registrations shall be stored until a Reader 

Registration Action value of “D” (Delete Reader) is received by DAAS in a Reader 

Registration transaction ‘cancelling’ the device. 

 C3.10.4. Figure C3.F.1 (next page) is a diagram which provides a summary of the 

general transaction process flow between a passive RFID system and DAASC. 
DOD 4000.25-M Volume 3, October 2008 

 C3-8 Enclosure 5 

Passive RFID Data Flow (Between Site and DAASC)

 

Figure C3.F1. Passive RFID Data Flow 

Passive RFID Server 

System/ 

User

DAASC 

 Middleware 

To DAAS

Visibility 

Transactions 

DB 

Tag Data 

Passive RFID 

Reader 

To DAAS

Reader 

Registration 

Transactions

From DAAS

Visibility 

Response 

Transactions 

From DAAS

Visibility 

Transactions