Section 2 - Drawing/Data Elements & Management - Responsibilities of Engineering Drawing Management Related Functions

2.6 RESPONSIBILITIES OF ENGINEERING DRAWING MANAGEMENT RELATED FUNCTIONS.

2.6.1 Program Management.  

2.6.1.1 Drawing and Data Management Products Requirements.  Program management is responsible for informing applicable documentation activities of the requirements that drawings and Data Management Products must meet. These requirements are defined by the Program Directive, Work Statement, Statement of Work (SOW) Work Orders, etc.  TABLE 2-1 lists the requirements for each of the drawing disclosure levels and technical data documentation. TDPs, except conceptual design and developmental design drawings, shall define the physical and functional characteristics of the approved, tested, and accepted configuration of the item and its subordinate assemblies, and parts thereof. These requirements apply to data prepared by either manual or automated methods, such as Computer Aided Design (CAD) and Computer Aided Manufacturing (CAM) systems, or combinations thereof. Furthermore, these requirements apply to data using U.S. customary units, the International System of Units (SI), or combination thereof. 

2.6.2 Preparation and Management.  

2.6.2.1 Use of Government and non-Government standardization documents.  TDP documents shall not be prepared or submitted to indicate1 document requirements which are defined by existing Government or non-Government standardization documents of the United States or international standardization documents listed in the ASSIST DATABASE or from the societies governing the documents (such as the American Society of Mechanical Engineers (ASME)). These requirements shall be specified by reference to the appropriate standardization document. When the requirements in such standardization documents do not completely fulfill the design or performance requirements of an item, TDP documents for the item may invoke the requirements of the standardization document and specify the variations necessary to fulfill the design or performance requirements. 

Note: MIL-DTL-31000C corrected a typo in clause 3.2.1 of MIL-DTL-31000B, which is the source for paragraph 2.6.2.1 above.  The word “indicate” was omitted in MIL-DTL-31000A and MIL-DTL-31000B, thus the sentence stated that existing standardization documents were not to be used in the preparation of a TDP. This omission in MIL-DTL-31000B reversed the meaning of this sentence and was incorrect; the corrected material in paragraph 2.6.2.1 reflects the actual requirement.

The purpose and intent of clause 3.2.1 in MIL-DTL-31000 is to clarify that approved existing standards (such as those listed in the ASSIST Database) must be used in the preparation of a TDP.

2.6.2.2 Use of International and Foreign Standardization Documents.  International Standardization Organization / International Electrotechnical Commission (ISO/IEC) standardization documents adopted by the American National Standards Institute (ANSI) for use in the United States may be used to define requirements on TDP documents. National standardization documents of foreign countries and European Standards (NORMEs) (EN) shall not be used without the approval of the Government procuring activity. The use of international and foreign standardization documents in multinational programs subject to memorandum of understanding between governments shall be governed by the terms of that agreement. 

2.6.2.3 Reference Documents.  Except as specified in PARAGRAPH 2.6.2.4, documents referenced in a TDP element shall be furnished as an integral part of that element, when essential to meet the information content requirements of the TDP element. Technical manuals, procedural manuals, maintenance manuals, company drafting manuals and management plans shall not be considered as referenced documents.  When information essential to meeting the information content requirements of a TDP element (such as default surface texture values) are contained in such documents, that information shall be delineated on the applicable TDP document or incorporated in a document acceptable for inclusion in the TDP element. 

2.6.2.4 Existing Data.  When existing data meets the following criteria, or can be modified or revised to meet the following criteria, it shall be used in lieu of preparing new data:

1. It is furnished with rights-in-data consistent with the contract stipulations regarding data rights.
2. It is furnished at a cost to the Government equal to or less than the cost of preparing new data.  
3. It meets the legibility and reproducibility requirements for the TDP element of which it is to be a part.
4. It meets the information content requirements of the TDP of which it is to be a part. 
5. It is identified by a Commercial and Government Entity (CAGE) Code, document number, title, and applicable contract number(s).
6. Any nonstandard symbols, drawing or documentation practices used are explained in the document or in a document referenced on the document containing the nonstandard symbol or practice.
7. It meets the language and clarity requirements. See PARAGRAPHS 2.1.1.1 and 2.6.2.7.
8. Any revisions to the existing data are made in accordance with one of the following:
   1. The revisions are made using the same preparation guidelines as were used in preparing the existing   data, or
   2. All existing characteristics of the existing data are updated to the new preparation guidelines used in making the revisions. 

2.6.2.5 Company Standards.  When the use of company standards is permitted by the contract or purchase order, company standards shall meet the requirements of PARAGRAPH 2.6.2.4 for existing data plus the following:  

1. If the company standard defines a vendor item, the standard shall provide the same information as a Vendor Item Control Drawing (VICD) for the identification and procurement of an interchangeable item, and
2. All documents referenced in the standard shall be supplied as required by PARAGRAPHS 2.6.2.1, 2.6.2.2 and 2.6.2.3, and shall meet the same requirements as a company standard. 

2.6.2.6 Commercial Drawings Exempted.  Commercial drawings and associated lists are exempt from the requirements of PARAGRAPHS 2.6.2.4 and 2.6.2.5.

2.6.2.7 Language and Clarity.  Unless otherwise specified by a multinational agreement, TDP documents shall be in the English language. People knowledgeable in the subject matter presented shall delineate requirements, including explanations of non-standard practices or symbols, clearly, concisely, and without ambiguity so that their correct interpretation is readily discernible.

2.6.2.8 Automated Document Presentation.  TDP documentation, regardless of the method of preparation (for example computer, plotter, or photosetter), shall satisfy the format and content requirements of specifications and standards controlling those documents as invoked and tailored in the contract or purchase order. Hard copy deliverable of such documents shall be human readable without additional interpretation. Digital deliverables shall be human readable when processed by appropriate digital interpretation programs.  Variations from the controlling specifications and standards that do not adversely affect the legibility and reproducibility of deliverable media, or the integrity of the data content are permitted, unless otherwise prohibited by the contract or purchase order.

2.6.2.9 Database Access.  When electronic, on-line access to contractor generated data is preferred to actual delivery of hard copy data, such access shall be through a Contractor Integrated Technical Information Service (CTIS) and the contractual application of MIL-STD-974 or commercial equivalent.

2.6.3 Protecting Classified Information.  TDPs or parts thereof, containing classified information shall be protected and marked in accordance with the Department of Defense Industrial Security Manual for Safeguarding Classified Information (DoD 5220.22-M).  When 3D TDP data is used, the solid models shall display classification marking clearly visible when the solid model is first opened.

2.6.4 Distribution Statements.  All TDP documents prepared by or for the DoD will cite the appropriate distribution statement, and if applicable, export control notice, in accordance with DoD D 5230.24.

2.6.5 Contract Numbers and Contractor Identification.  When required by the contract, purchase order or applicable Data Item Description (DID), TDP documents shall identify the contractor and contract number under which is prepared or delivered, or both.  

2.6.5.1 Application of Contract Numbers and Contractor Identification.  When contract numbers and contractor identifications are required on TDP documents, they shall be applied to document originals. The contract numbers shall meet the legibility and reproducibility requirements applicable to the document and be within the prescribed borders or margins of the document.  

2.6.5.2 Contract Numbers in Data Rights Legends.  The requirements of PARAGRAPHS 2.6.5 and 2.6.5.1 do not alter current Defense Federal Acquisition Regulation Supplement (DFARS) requirements for identifying contractors and prime contract numbers in rights-in-data legends. Furthermore, contractor identifications and contract numbers in rights-in-data legends do not satisfy the requirements of PARAGRAPHS 2.6.5 and 2.6.5.1.

2.6.6 Tailoring Of Specification (MIL-DTL-31000) Consideration.  Program management shall work closely with the procuring activity in applying "Tailoring of the Specification" approach for providing the Government with the minimum essential engineering drawings and associated lists to satisfy a particular procurement. Consideration should be given to the following:

1. Identification of the equipment model as defined in MIL-HDBK-505. See TABLE 2-1.
2. Drawing selection as applicable in the preparation of drawings. See TABLE 2-1.
3. Acquisition of engineering drawings and associated lists to support use of the equipment. For example:
   1. Exploratory or advance models do not require delivery of engineering drawing when design evaluation or interface drawings to evaluate interrelated systems are adequate for delivery. Referred to as Conceptual Design Drawings.  
   2. If procurement is an engineering development model(s), drawings to support installation, operation and maintenance should be adequate. Referred to as Developmental Design Drawings.
   3. Drawings to enable procurement and logistic support of the equipment without additional design recourse to the original design activity are generally required only for production programs. Referred to as Product Drawings.

2.6.6.1 Application of Tailoring.  The Contract, Purchase Order (PO) or Statement Of Work (SOW) shall be reviewed to the extent of the performance requirements to determine if "tailoring" can be expressed on the contract to impose that only the minimum essential needs be met to produce the item.  Use the appropriate of TDP tailoring sheets (FIGURES 2A-1 through 2A-8a) TDP Option Selection Worksheets block "OTHER TAILORING" provided by the contract or purchase order to accomplish this task.  

2.6.6.2 Responsibility for The Tailoring of The Specification(s).  While tailoring is primarily the responsibility of the procuring agency (government/military) it is none the less the responsibility of program management to accept, concur, reject or negotiate each requirement prior to acceptance of a contract or purchase order requiring engineering drawings and associated lists.  TABLE 2-5 identifies these requirements, and also provides comments relating to conditions which should be considered for effective application and tailoring of the specifications.  TABLE 2-5 has been updated from its previous use with DOD-D-1000 and MIL-T-31000 to reflect its use with MIL-DTL-31000.  Furthermore, Technical Data Package (TDP) elements requirements may be tailored by the contractor in response to a solicitation using the guidelines of MIL-HDBK-248.  The results of all tailoring must be incorporated into the contract or purchase order.

2.6.6.3 Contractor Management of Technical Data Package (TDP) Elements.  Prime contractors are not only responsible for reviewing any tailoring of the specifications by the procuring agency but are also responsible for preparing and managing TDPs of their own. This includes ensuring that TDPs and component parts thereof for items acquired from subcontractors and their lower-tier subcontractors meet the requirements of the government contract or purchase order.  

2.6.6.4 Contractor Identification on TDP documents.  When a TDP document is prepared under a Government contract, the Government contract number under which it is prepared shall appear on the first sheet of the document original.  When a TDP document is delivered under a Government contract other than the one under which it was prepared, the Government contract number under which it is delivered shall appear on the first sheet of each copy submitted. If the document is prepared and submitted under the same contract, only the entry for the contract under which it is prepared is required.  When a TDP document is prepared by a design activity other than the one represented by the CAGE Code assigned to the document, that design activity shall be identified on the document by its CAGE Code or name and the applicable contract numbers.  Subcontractors preparing TDP documents shall be identified by CAGE Code or name and subcontract numbers to establish traceability to the applicable Government contract.  When TDP documents or copies are to be delivered under a subsequent or other contract, apply contract numbers by using a rubber stamp (or equivalent) for paper copies, photographic overlays (or equivalent) for microfilm, or electronic application for digital data.  

2.6.6.5 Technical Data Package (TDP).  TDPs prepared in accordance with MIL-DTL-31000 shall contain engineering information sufficient for design evaluation or procurement of substantially identical items without additional design effort.  If an item has been developed with no expense to the Government and/or unlimited rights in-data have not been acquired, a TDP shall be prepared for the item which is adequate for procurement of the same item from the manufacturer.  Additionally, the item must be functionally and physically interchangeable with items from other sources if other sources for a functionally and physically interchangeable item exist.

2.6.6.5.1 Requirement for a Technical Data Package (TDP).  If a procuring agency (government/military) determines that they need technical data for the immediate planned or probable future use of a system or material, a TDP shall be prepared in accordance with MIL-DTL-31000 and include the appropriate DIDs for the level of disclosure for drawings, models, associated lists, data, and selection worksheets (See TABLE 2-6 and APPENDIX A).  Appropriate FIGURES 1 through 8a from MIL-DTL-31000 shall be included in the contract or purchase order. See FIGURES 2A-1 through 2A-8a for copies of the TDP Options Selections Worksheets.

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2.6.6.5.2 Grouping of Related Documents Required for Preparing a Technical Data Package (TDP).  A TDP shall be prepared in accordance with MIL-DTL-31000C. The prime contractor shall levy the same contract requirements for the TDP on the subcontractor as those levied by the Government on the prime contractor. Drawings and associated lists shall be selected from the following:

1. Conceptual Design Drawings/Models.  Conceptual design drawings/models shall be in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81001C and FIGURES 2 and 2a. See TABLE 2-6 and APPENDIX A, FIGURES 2A-2 and 2A-2a.
2. Developmental Design Drawings/Models.  Development design drawings/models shall be in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81002D and FIGURES 3 and 3a.  See TABLE 2-6 and APPENDIX A, FIGURES 2A-3 and 2A-3a.
3. Product Drawings/Models.  Product drawings/models shall be in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81000C and FIGURES 1 and 1a.  See TABLE 2-6 and APPENDIX A, FIGURES 2A-1 and 2A-1a.
4. Commercial Drawings/Models.  Commercial drawings/models shall be in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81003C and FIGURE 4.  See TABLE 2-6 and APPENDIX A, FIGURE 2A-4.
5. Special Inspection Equipment Drawings/Models (SIE). Special inspection drawings/models shall be in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81004C and FIGURES 5 and 5a.  See TABLE 2-6 and APPENDIX A, FIGURES 2A-5 and 2A-5a.
6. Special Tooling Drawings.  Special tooling drawings/models shall be prepared in accordance with MIL-DTL-31000C, the detail requirements of DI-SESS-81008C and FIGURES 6 and 6a.  See TABLE 2-6 and APPENDIX A, FIGURES 2A-6 and 2A-6a.
7. Specifications.  Specifications shall be prepared in accordance with MIL-DTL-31000C and the detail requirements of applicable DIDS in MIL-STD-961 and FIGURE 7.  See TABLE 2-6 and APPENDIX A FIGURE 2A-7.
8. Special Packaging Instructions Drawings/Models.  Special tooling drawings/models shall be prepared in accordance with MIL-DTL-31000C and FIGURES 8 and 8a.  See TABLE 2-6 and APPENDIX A, FIGURES 2A-8 and 2A-8a.

2.6.7 Contractual Interpretation of Frequently Used Common Words and Phrases on Drawings/Specifications.

1. Referenced documents on drawings/specifications shall be cited by only one of the following methods throughout the drawing:
   1.  "per --------"
   2.  "conforming to ------------"  
   3.  "as specified in ----------------"
   4.  "in accordance with ------------------" or "IAW"
2. "Unless otherwise specified.”  This phrase, when used, shall always precede the beginning of the note or sentence that makes the requirement.  This phrase shall be used only when it is possible to clarify its meaning by providing a reference on the drawing or to another document that clearly specifies the exceptions. 

2.6.8 Contract Binding or Non-binding Words.

1. "Shall"  Expresses a provision that is binding. Occasionally "Must" is used
2. "Will" Expresses a declaration of purpose in cases when simple futurity is intended e.g. Power for the motor will be supplied by the auxiliary generator.
3. "Should" and "May” These words are used to express nonmandatory provisions
4. "And/or", "etc.", "e.g." and "i.e."  Indefinite terms shall not be used on drawings. 

2.6.9 Engineering and Engineering Management. 

2.6.9.1 Responsible Engineer.  The responsible engineer provides sufficient information such as: sketches, layouts, etc., or other pertinent instructions necessary for drafting to complete the assigned task.

2.6.9.2 Design Responsibility.  Engineers are responsible for all features of design.

2.6.9.3 Design Comments.  Engineers' comments on check prints may be in any color other than those reserved for the checkers (red, yellow and blue).

2.6.9.4 Design Approval.  When the responsible engineer affixes his or her signature to a drawing, the signature certifies that the drawing satisfies design requirements. 

2.6.10 Drafting and Drafting Management.

2.6.10.1 Drawing Preparation.  The Drafting Group is responsible for the preparation of drawings and the method of presentation used to adequately describe the engineer's design requirements. Drafting Management is responsible for the interpretation of drawing standards, related specifications and specified drawing requirements, as well as the control of all original drawings in process.

2.6.10.2 Drawing Interpretation.  Drawings must be clear, concise, complete, and capable of only one interpretation. The drawing should portray the final product without specifying the method of manufacture, unless it is required for clarity or is a specific process necessary to meet the design requirements.

2.6.10.3 Draftsperson Responsibility.  Each draftsperson should thoroughly review his/her drawings to eliminate errors or omissions prior to submitting them for approval.

2.6.10.4 Drawings Submitted For Check.  Applicable layouts, dimensional and other calculations, catalogs, design memoranda, reference prints, and other pertinent data should be provided to the checker together with the check prints.

2.6.10.5 Drawings Returned From Check.  Correction of the drawing after checking should be made by the original draftsperson in order to avoid making the same or similar errors in the future. Final correction of the drawing should take precedence over other work. Design changes requested by the checker should be coordinated with the responsible engineer, prior to incorporation into the drawing.

2.6.10.6 Drawings with Post Check Changes.  Additional changes made while correcting an unreleased drawing may be marked on the check print in a color other than red, yellow or blue (reserved for checkers) and initialed by the responsible engineer or draftsman. The corrected drawing and marked-up check print are resubmitted to the checker to verify all changes.

2.6.11 Checking and Checking Management.

2.6.11.1 Drawing Fulfillment.  The checker shall ensure that the documentation requirements specified on the Program Directive, Work Order, etc., have been fulfilled.

2.6.11.2 Drawing Integrity.  The checker shall verify the dimensional accuracy and completeness of drawings, and ensure conformance to the standard drafting procedures of applicable specifications and make certain that all documents called out on a drawing are released and currently in effect.

2.6.11.3 Checker's Approval.   The checker's approval of correct dimensions, callouts, notes, etc., shall be indicated by a yellow check (    ) or line drawn through the applicable data.

2.6.11.4 Checker's Rejection.  Incorrect data shall be either circled or marked in red and the correct information (if stated) located adjacent to the point in question. For extensive changes, a written note in red stating: "REVISE PER" (provide suitable explanation and references to support reasons for change).

2.6.11.5 Checker's Suggestions.  Checker's suggestions, general comments on features of design, simplification possibilities, or notes for checker's own use may be shown in blue or black.

2.6.11.6 Checker's Records.  The checking group should maintain a file of check prints for a minimum of six months to attest the information that has been checked and approved.

2.6.12 Checking Policy.

2.6.12.1 Check Prints.  The engineering drawing checker shall be provided with a check print to convey his corrections and verifications.  Using a check print avoids defacing the drawing and provides a record from which the checker can make a final check. The engineering drawing checker's print is the only one stamped "Check Print”.

2.6.12.2 Check Print Routing. Check prints shall be returned to the checking department after the drawing is released.

2.6.12.3 Drawing Change Control Prior To Release. Drawings or change documents shall not be changed after the checker's approval, prior to release, without his cognizance.

2.6.13 Approval Requirements.  Signature and initials are required on drawings to ensure the responsibility of those individuals who have reviewed the drawings and attest that their content fulfill contract requirements. Approval shall be signified in the appropriate signature block on the original by signature or approval indicator established by the design activity. An approval indicator may be any symbol adopted by the design activity. A signature or approval indicator may be either hand written or electronically affixed as long as it is unique to an individual, capable of verification, and under the individual’s sole control.

2.6.13.1 "DRAWN BY" Approval Initials.  The initials of the person who prepared the original drawing shall appear in the "DRAWN" Block.

2.6.13.2 "CHECKER'S" Approval Initials. Only an authorized checker's initials shall appear in the "CHECKER" Block.

2.6.13.3 "Engineer’s" Approval Signature.  The drawing shall be approved by the responsible engineer's signature in the "ENGR" Block  and drafter’s initials before a drawing check is initiated.

2.6.13.4 "DRAWING ACTIVITY" Signature.  The signature of the authorized originating design activity representative responsible for drawing integrity and completeness shall appear in the "DRAWING ACTIVITY" Block when required by contract.  

2.6.13.5 "DESIGN" Approval Signature.  The signature of the authorized Government Design Activity representative responsible for design technical adequacy and conformance to the end item requirements shall appear in the "DESIGN" Block when required by contract.

2.6.13.6 "MATERIAL AND PROCESS" Engineer's Approval Initials.  The initials of the authorized Government or contractor representative (or both) shall appear in the "MATERIAL PROCESS" Block, when applicable, to ensure adequacy of materials, heat treatment mechanical properties and protective finish.

2.6.13.7 "OTHER" Approval Signatures Or Initials. Additional approvals may be applicable or required by contract and may be added to supplemental blocks adjacent to the Title Block.  (SEE SECTION 6).

2.6.13.8 Company Part and Design Standard Drawings Approvals.  Company standard part drawings and/or standard design drawings shall be checked the same as product drawings.

2.6.13.9 Computer Aided Drafting (CAD) Prepared Drawing and Model Approval Signatures and Initials.  Unless otherwise specified, the design activity shall have an effective verification and approval, or electronic authorization system for the detailed examination and review for technical accuracy of all engineering drawings, models (as applicable), associated lists, data bases, including microfilm or data transmission and referenced documents.  This is normally a function of Configuration Management and the controls set forth by the individual design activity’s procedures and methods of approving engineering drawings and associated documents.  The system used shall be documented and subject to review for approval or disapproval by the Government.  

2.6.13.10 Aperture Card Approval Signatures and Initials.  The same approval requirements for drawing form title blocks apply to aperture cards.  For aperture card approval block format, see  SECTION 6.  

2.6.14 Approval and Use of Engineering Drawings Other Than Those Designed by the Design Activity.  

2.6.14.1 Vendor Item Control Drawing (VICD).  (Formerly referred to as Specification Control Drawing (SCD)). A vendor item control drawing (See SECTION 4) shall only be prepared for vendor-developed items when they are advertised or cataloged as available to the trade or the public on an unrestricted basis or procurable on order from a specialized segment of industry. Vendor item control drawings shall not be tailored to the characteristics of a single vendor's product to the exclusion of other equally suitable products. Conversely, vendor item control drawings shall not be so broad as to permit acceptance of products which will not perform in the equipment under all required conditions. Vendor item control drawings shall not be prepared for items developed at government expense.

2.6.14.2 Source Control Drawings (SOCD).  (Formerly identified SCD).  A source control drawing (See SECTION 4) shall be prepared only when the technological or other factors beyond the control of the contractor are evident which prevent the determination of performance, reliability and configuration control requirements needed to prepare a specification control drawing.  Source control drawings shall not be prepared for items developed at government expense.

2.6.14.3 Item Covered by Existing Specifications and Standards.  Engineering drawings shall not be prepared or submitted for items that are defined by government specifications, standards or nationally recognized industry association specifications or standards.

2.6.14.4 Company Standard.  A Company Standard is a document that establishes the issuing company's engineering and technical information for describing items, materials, processes, methods, design and engineering practices without limited rights in technical data. All other requirements for their preparation shall be governed by MIL-DTL-31000 Developmental or Production design drawings and shall not be prepared or submitted for items that are identified by government or industry standards.

2.6.14.5  Reference Documents.  Contractor documents referenced on engineering drawings are considered reference documents and shall be furnished as part of the level ordered as an integral part of the engineering drawing package.  When first tier references do not provide the essential technical information, the contractor's subordinate reference shall be provided to the extent necessary to meet the technical disclosure requirements of the level ordered.  However, technical manuals, procedural manuals, maintenance manuals and company drafting manuals are not considered reference documents.

2.6.14.6  Supplier Drawing.  A Supplier drawing is acquired from a cognizant design activity, manufacturer, wholesaler, or agent when required for the performance of the contract.

NOTE:  This DRM will identify vendors supplying commercial items and vendor-developed items as "SUPPLIERS" and those supplying services and/or items fabricated to company design drawings as "SUBCONTRACTORS".

2.6.14.7  Supplier-Developed Item.  Supplier-developed items are those products of industries which normally provide customer application engineering services for a commercial product line. These products are commercially available from a specialized segment of an industry. Typical examples of such items are: special motors, synchro, transformers, potentiometers, hydraulic valves, carburetors, potted servo amplifiers, keyboards and tape readers.

2.6.14.8  Redrawing Supplier Data On Company Format.  In the event it becomes necessary to document a supplier's item(s) on other than a control drawing, altered or selected item drawing, the written permission of the supplier and the approval by the company's legal department is recommended prior to preparing the drawing.