Data Item Description (DID)
A Data Item Description (DID) is a standardized document that defines the specific data a contractor must deliver under a government contract. It describes what data must be submitted, the required content, the format and structure, when it must be delivered, and how it will be reviewed and accepted.
What Is a Data Item Description?
A Data Item Description (DID) is a standardized document that defines the specific data a contractor must deliver under a government contract. It describes what data must be submitted, the required content, the format and structure, when it must be delivered, and how it will be reviewed and accepted.
In defense contracting especially, DIDs ensure consistency, traceability, and usability of contractor-submitted documentation.
How DIDs Function in Government Contracts
DIDs are typically tied to a Contract Data Requirements List (CDRL). The CDRL identifies when a deliverable is due, while the DID defines what that deliverable must contain. The solicitation includes required DIDs, the CDRL references the specific DID, the contractor delivers data according to DID requirements, and the government reviews and accepts or rejects the submission.
Key Components of a DID
Title and Identification Number: Each DID has a unique number for traceability.
Scope: Defines the purpose and applicability of the data requirement.
Applicable Documents: References governing standards or regulations.
Content Requirements: Specifies required sections, detail level, technical elements, and data structure.
Format Requirements: Defines templates, file types, page limits, or specific formatting rules.
Intended Use: Explains how the government will use the submitted data.
Practical Example
A defense contractor developing a communications system may be required to submit system design documentation, test reports, software configuration documentation, and risk management plans. The DID would specify:
Required sections and diagrams
Level of technical detail
Submission format such as PDF, Word, or XML
Data rights assertions
Without a DID, submissions would vary widely and create evaluation inconsistencies.
Regulatory Framework
DIDs are commonly used in defense contracts and align with:
Defense Federal Acquisition Regulation Supplement (DFARS)
Federal Acquisition Regulation (FAR)
Defense contracts frequently rely on standardized DIDs issued through DoD data item libraries.
Why DIDs Matter for Contractors
DIDs standardize contractor deliverables, improve technical evaluation efficiency, reduce ambiguity, support lifecycle documentation, protect intellectual property boundaries, and enable configuration control. For complex programs, DIDs ensure documentation integrity across multi-year efforts.
Failure to comply with DID requirements can result in rejected deliverables, payment delays, negative performance evaluations, and schedule slippage. Successful contractors integrate DID requirements into proposal planning, map DID deliverables into internal workflows, and use compliance matrices to track content alignment.
Common Misconceptions About Data Item Descriptions
DIDs are just administrative paperwork.
They define contractual technical obligations with enforceable compliance requirements.
Format flexibility is allowed.
If a DID specifies format requirements, deviation may result in rejection.
Only large contracts include DIDs.
While more common in defense programs, smaller contracts may also include them.
Frequently Asked Questions
Who creates the DID?
The government agency defines and includes the DID in the solicitation or contract.
Are DIDs negotiable?
In some cases, format or tailoring may be negotiated pre-award, but post-award compliance is mandatory.
What is the difference between a DID and a CDRL?
The DID defines content requirements. The CDRL defines the delivery schedule and distribution.
Related Government Contracting Topics
Contract Data Requirements List (CDRL): Document that identifies deliverable schedules and distribution requirements tied to DIDs.
Technical Data Rights: Government and contractor rights to use, modify, and share technical documentation.
Configuration Management: Process for controlling changes to technical baselines and documentation throughout the system lifecycle.
Systems Engineering Documentation: Technical records supporting design, development, and integration activities.
Earned Value Management Reporting: Performance reporting integrating cost, schedule, and scope data for government review.