Configuration documentation shall be provided in either hard copy data transfer, transfer of processable data files, interactive access to data through contractor integrated technical information services, or a combination of the above, as specified in the contract. The contractor's planning shall address all configuration management technical data requirements of the contract as far as data handling, processing, storage, integrity, transfer, security, and maintenance are concerned, over the performance period of the contract. The contractor shall propose to the Government, as applicable and in accordance with the changes clause of the contract, any requirements that may be imposed on the Government that will require associated contractor effort to maintain the security and integrity of shared data.
4.3.1 Data distribution/access. The contractor shall assign distribution codes in accordance with MIL-STD-1806. Access to data shall be limited in accordance with the applicable distribution codes, as well as by data rights, Contract Data Requirements List (CDRL) distribution, security requirements, and data status level (released, submitted or approved unless otherwise specified). (See MIL-HDBK-59)
4.3.2 Automated Processing and submittal of data. To facilitate processing of submitted data, the contractor shall use automated processing and electronic submittal techniques, when specified in the contract. Where the data requirement is for a form (e.g., DD Form 1692 for an ECP), the contractor may provide the data on an electronic version of the form or may sequentially address the essential and applicable data elements of the submitted data by block number or title, as applicable. Textual data in electronic form shall be by paragraph number, or topic heading, as applicable in accordance with the format and content requirements for the data specified in the contract.
a. When data are submitted by electronically transferring (e.g., modem) by the contractor to the Government, acknowledgement of receipt will be generated at the end of the transmission. When data is electronically transferred by the Government to the contractor, acknowledgement of receipt by the contractor shall be generated at the end of the transmission. The contractor shall implement a method of error detection for data transfer to insure deliverable data products are capable of being recreated in human readable format.
b. The contractor shall maintain the current status (working, released, submitted, approved) of all digital technical data in the data base at all times. Any data electronically transferred by the contractor to the Government shall be so identified.
c. The contractor shall implement procedures to identify and control data during the contractor and Government review and update cycle. As a minimum, these procedures shall address:
(1) Identification of data files submitted to the Government for review, annotation, comment and approval/disapproval, as applicable in accordance with Government specified review and approval requirements. Each submitted digital data file shall have a unique identifier (e.g., file name) which shall indicate file version, and "submitted" status. To assure file integrity, the file naming convention shall distinguish an altered (annotated, redlined) file version from the originally submitted file version by renaming it as a separate working status file.
(2) How data and changes are transmitted.
(3) How changes from previous versions are indicated.
(4) Notification/acknowledgement of receipt, return, or acceptance.
(5) Indication of time constraints, if any, for automatic data acceptance; and
(6) Data status accounting.
4.3.3 Interactive access to digital data. In addition to the above requirements, the contractor's integrated technical information service shall, where contractually specified, accommodate pre-defined query and extraction of data and shall implement procedures that define the control of data bases and files during the Government's and contractor's interactive review and update cycles. As a minimum, the following shall be defined:
a. How data is to be accessed;
b. Request for access and logging of access for read-only or annotation;
c. Naming of temporary working version of the file(s) for purpose of annotation/mark up;
d. Means of indicating whether a comment/annotation is essential/suggested;
e. Re-identification of marked up versions, as required;
f. Method of indicating acceptance, provisional acceptance, approval, or rejection, as applicable;
g. Time constraints, if any, on data acceptance (e.g., automatic approval) by any links in the contractor's or the Government's review and approval chains;
h. Automated status accounting, including tracking of disposition of required changes; and
i. Re-identification of changed files.