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Acquisition Information Repository (AIR)

User Guide for Middle Tier Acquisition (MTA)

October 2019

Table of Contents• 1.0 About this User Guide

• 2.0 Introduction

• 3.0 System Access

• 4.0 User De-Activation

• 5.0 Home Page

• 6.0 Search Documents

• 7.0 Upload Documents

• 8.0 Manage Document Access

• 9.0 Delete Documents

• 10.0 Edit Document Metadata

• 11.0 Reports

• 12.0 Program Watch List

• 13.0 Respond to Document Access Requests

• 14.0 Authoritative Source Points of Contact

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1.0 About this User Guide

• This user guide is designed to outline and illustrate the functionalities of the Acquisition Information Repository (AIR).

• All information in this guide is reviewed and discussed at Basic Acquisition Visibility (AV) Training. Basic AV Training is conducted via DCS on the second Tuesday of every month.

• If you have any questions or comments, or would like to attend Basic AV Training, please contact the Help Desk at:

‒ osd.air@mail.mil

‒ (703) 882-5184

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2.0 Introduction

• AIR is a searchable document repository that provides the Acquisition Community with appropriate and secure visibility to final milestone documents.

• AIR currently stores milestone documents in NIPR and SIPR for all acquisition types, including ACATs I-IV (excluding Navy lower ACAT programs), Defense Business Systems (DBS), and Middle Tier Acquisitions (MTA).

• Registration:

‒ Users fill out an automated User Profile Questionnaire at https://www.dodtechipedia.mil/AIR-reg on which they identify the name and email address of their government supervisor or sponsor. All users regardless of their designation must identify a government sponsor.

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3.0 Access• AIR is hosted by the Defense Technical Information Center (DTIC) in

DoDTechipedia.

• Access to AIR is PKI controlled. To increase security and protect the information stored in AIR, users will only be able to access AIR using a DoD CAC Card with an associated “.mil” email address.

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3.1 Browser optimization• AIR operates most effectively using the following browsers:

‒ Google Chrome

‒ Mozilla Firefox

‒ Internet Explorer 7 or higher

• You may need to contact your IT Help Desk to request installation of Mozilla Firefox or Google Chrome.

3.2 AIR Registration

1. Go to https://www.dodtechipedia.mil/dodc/display/DAT/Defense+Communities+with+POC

2. Click the red "Register for AIR" link

3. Click "Create/Edit" on the My Profile page

4. Complete and submit the AIR System Authorization Access Request. 1. If you require the ability to upload documents, the type of account you want to register for is

"ALU (AIR Local User)"-- otherwise you should register as "AGU (AIR General User)".

2. Every user, regardless of their designation as Military, Civilian, or Contractor, must identify a Government Sponsor. The system will contact the Government Sponsor to verify need for access.

5. AFTER receiving an email notification that your AIR Registration is complete (approval by your government sponsor), access AIR at https://www.dodtechipedia.mil/AIR

Reminder: New registrants should follow up with their government supervisor or sponsor to ensure they have completed the action required to verify the registrant’s information. The link provided to government sponsors to approve access expires two weeks from the date it was sent

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3.2.1 W alkthrough: AIR Registration

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Click the red lettered

register for AIR link to

be directed to AIR

registration.

Navigate to:

https://www.dodtechipedia.mil/dodc/display

/DAT/Defense+Communities+with+POC

3.2.1 W alkthrough: AIR Registration continued

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3.2.1 W alkthrough: AIR Registration continued

3.2.2 User Types

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4.0 User De-Activation

• If you are an ALU and know you will soon be moving to a new position, or you are in a new position and know you are taking over for a departing ALU, you can deactivate the outgoing ALU’s account and identify another user as the replacement ALU.

• All documents for which the primary ALU was the owner will transfer their permissions and Primary ALU metadata to reflect that of the replacement ALU.

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4.1 W alkthrough: Appointing a replacement Primary ALU

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4.1 W alkthrough: Appointing a replacement Primary ALU continued

4.1 W alkthrough: Appointing a replacement Primary ALU continued

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5.0 Home Page

• The home page will display different options on the left navigation panel depending on the type of user. Clicking on the AIR logo at the top of the screen will bring you back to the homepage.

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5.1 W alkthrough: Home page

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6.0 Search Documents

• All users can perform a document search in AIR.

• There are two types of searches users can perform: a structured document metadata search, or a basic document text search.

• All AIR users must follow the below security considerations:

‒ All users shall abide by all sensitivity markings on the documents that are downloaded from AIR.

‒ Users shall not forward any downloaded document to any other person or system outside of AIR.

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6.1 W alkthrough: Searching documents

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6.2 Structured document metadata search

• Metadata helps to organize electronic resources by allowing documents to be more easily retrieved, used, and managed.

• AIR pulls program metadata from the respective authoritative source system. ALUs are responsible for providing document metadata upon upload.

• Any combination of both program and document metadata can be used as search criteria.

• Note: When searching for documents belonging to MTA programs, users may search by program name(s) or by selecting the appropriate Acquisition Type(s) for MTA (i.e. MTRP, MTRP (Major), MTRF, and MTRF (Major)).

• Note: If a program does not have documents attached, then that program and associated metadata will not be displayed in the metadata search.

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6.2.1 W alkthrough: Performing a structured document metadata search

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Use the “Add/Remove Search Criteria” dropdown to customize the metadata fields you want to search with.

Select search parameters and then click “Search” to see the documents matching the selected criteria.

6.2.1 W alkthrough: Performing a structured document metadata search continued…

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6.3.1 W alkthrough: Performing a basic document text search

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Type the keyword you would like to search in the text box and click the “Search” button.

The Basic Document Text Search tab allows you to search documents by keyword.

6.3 Basic document text search

• Note: Only documents a user has access to view will appear in a basic document text search.

6.3.1 W alkthrough: Performing a basic document text search continued

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7.0 Upload Documents

• Only ALUs have the ‘Upload Document’ feature available to them.

• AIR automatically associates program metadata with the document upon upload. However, ALUs should be prepared to enter the metadata associated with the uploaded document.

• The default permission setting of every document uploaded to AIR is “DoD Only”. This grants access only to DoD-registered AIR users with a military or civilian designation. This excludescontractors.

‒ The permissions can be changed on the ‘Documents Permissions Management’ page after upload.

• The following characters will cause upload errors if they are in the file name of your document: + & | ! ( ) { } [ ] ^ ~ * ? : =

• Note: The maximum file size for NIPR AIR is 600 MB. Please apply Optical Character Recognition (OCR) to your document prior to upload – this will allow the text of your document to be searchable.

‒ To learn how to apply OCR to your document, find the “How to OCR a PDF” on the AIR Resources page or the Document Upload screen.

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7.1 Program-level metadata

• Program-level metadata is provided to AIR by the authoritative source system and is not editable within AIR. This includes but is not limited to:

‒ Program Name

‒ Lead Component

‒ Acquisition Type

‒ Acquisition Category (ACAT)

‒ Information System Designation

‒ Joint Capability Area (JCA)

‒ PEO

‒ OIPT Lead

• Errors in program-level metadata should be reported to the point of contact for the program’s authoritative source system. Their contact information can be found on the last slide of this guide.

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7.2 Document-level metadata

• The ALU will need to enter document-level metadata into the following fields:

‒ Milestone/Decision Point

‒ Phase (Optional - Not applicable for MTA)

‒ Document Type

‒ Sensitivity Level

‒ Authorized for Public Release (Optional)

‒ Date Approved

‒ Select file to Upload

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7.2 Document-level metadata continued• Milestones/Decision Points Applicable for MTA:

‒ MTA Program Start

‒ MTA Program Start + 2 years

‒ MTA Program Completion

• Document Types Applicable for MTA (including but not limited to):

‒ Acquisition Strategy

‒ Acquisition Decision Memorandum

‒ Life Cycle Sustainment Plan

‒ Approved Requirement

‒ Cost Estimate

‒ Assessment of Test Results

• Note: If you mark the file as being authorized for public release, this automatically overrides any contradicting sensitivity level information selected (i.e., FOUO). Please do not mark for Public Release unless the document has gone through the Public Release process outlined in DoDI 5230.29.

• AIR pulls from the ALU’s CAC to pre-populate the Primary ALU name, email, and phone number fields.

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7.3 W alkthrough: Uploading a document to AIR

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7.3 W alkthrough: Uploading a document to AIR continued

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As MTA programs do not have ACATs, users will need to select ACAT “Other” and the lead component of the program.

If the program you are looking for is inactive, look for it in the second drop-down menu.

If the program you are looking for is active, look for and select it in the first drop-down menu.

7.3 W alkthrough: Uploading a document to AIR continued

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This section contains auto-populated program-level metadata. If there are any errors, contact the authoritative system’s point of contact.

This section is where the user must input document-level metadata.

To upload the document, select the “Browse” button, and then click the “Upload” button.

8.0 Managing document access

• As soon as the document is uploaded, the system will direct the ALU to the page where document permissions can be managed. To change permissions later, use the metadata search tool and select the people icon to manage document permissions.

• The AIR document permission default setting restricts document access to the Primary ALU and the user group ‘DoD,’ which includes only military and civilian personnel.

‒ Primary ALUs can: grant other ALUs the ability to edit the metadata and permissions for the document; and assign read-only permissions to other AIR users or groups.

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8.1 Granting ALU Privileges

• An ALU may identify additional ALUs/document owners for documents they have uploaded.

‒ ALUs can edit document metadata, manage document permissions, and respond to document access requests through their document request inbox.

• Note: A user must already have ALU permissions on AIR in order to be added as an ALU for a new document.

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8.1.1 W alkthrough: Granting ALU privileges on a document

Note: A user must already have ALU permissions on AIR in order to be added as an ALU for a new document.

8.2 Granting view access

• The default view access setting for documents in AIR is set to ‘DoD,’ which grants all DoD-registered AIR users with a military or civilian designation access. This excludes contractors.

• To change this default and grant access only on an individual or group basis, there are three options:

‒ Adding single users with the ‘Quick Add” option,

‒ Adding single or multiple users with the Person icon,

‒ Adding groups of users with an AIR Access List.

• Note: the AIR SAGU group cannot be removed from the group list.

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8.2.1 W alkthrough: Changing the default group permissions

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8.2.2 W alkthrough: Adding single users with the ‘Quick Add’ option

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8.2.3 W alkthrough: Adding single or multiple users with the Person icon

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8.2.3 W alkthrough: Adding single or multiple users with the Person icon continued

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8.2.4 W alkthrough: Adding groups of users from an AIR Access List

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8.2.4 W alkthrough: Adding groups of users from an AIR Access List continued

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9.0 Deleting Documents

• Users cannot delete documents from AIR; users must request for documents to be deleted from the system.

• Only the Primary ALU or additional document owners may request the deletion of their document from the system.

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9.1 W alkthrough: Requesting the deletion of a document

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9.1 W alkthrough: Requesting the deletion of a document

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10.0 Editing Document Metadata

• ALUs can edit the user input metadata associated with the documents for which they have ALU privileges.

‒ ALUs cannot edit the program-specific metadata provided by the authoritative source system. They can only edit the document-specific metadata that was entered during the document upload procedure.

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10.1 W alkthrough: Editing document metadata

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10.1 W alkthrough: Editing document metadata continued

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10.1 W alkthrough: Editing document metadata continued

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11.0 Reports

• The Document Owner Report displays a list of AIR documents associated with a particular ALU.

• The Milestone/Decision Point Readiness Report displays a list of uploaded documents and required documents per Milestone for a particular program. This report will NOT be available for MTA programs, as MTA programs do not have formal Milestones.

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11.1 W alkthrough: Generating a Document Owner Report

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To begin a Document Owner Report, select the “Reports” menu option, and then click the “Document Owner Report” tab.

11.1 W alkthrough: Generating a Document Owner Report continued

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Use the dropdown menu to select the name of the AIR document owner whose documents you would like to see. Once you have found their name, press the “Submit” button.

11.1 W alkthrough: Generating a Document Owner Report continued

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11.2 W alkthrough: Generating a Milestone Readiness Report

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11.2 W alkthrough: Generating a Milestone Readiness Report continued

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11.2 W alkthrough: Generating a Milestone Readiness Report continued

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12.0 Program W atch List

• A user can monitor multiple programs with this function. Once subscribed, the user will receive email notifications when new documents for that program are uploaded to AIR.

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12.1 W alkthrough: Adding programs to the program watch list

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12.1 W alkthrough: Adding programs to the program watch list continued

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13.1 Document Request Inbox (ALU)• From this inbox, ALUs can either grant or deny access to users requesting

access to a particular document. Details included in the document request include:

o Requester,

o Organization,

o Program Name,

o Program Lead Component,

o Document Type,

o Request Date and Time, and,

o Status. 58

13.0 Viewing Document Requests• Document Owners (ALUs) will receive an email when a user sends an access

request for one of their documents. The email will contain a link directly to the Document Request Inbox, where they ALU may then respond to the request

13.1.1 W alkthrough: Responding to document access requests

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13.1.1 W alkthrough: Responding to document access requests

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13.2 My Requested Documents

• In this page, AGUs and ALUs can view the status of their requests to view documents they do not have access to.

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13.2.1 W alkthrough: Viewing the status of document requests

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13.2.1 W alkthrough: Viewing the status of document requests continued

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14.0 Appendix: Authoritative Source Points of ContactIf you are having difficulty with the AIR portal, you can contact the AIR Help Desk at osd.air@mail.mil or by phone at (703) 882-5184.

• If you are looking for an Air Force program and…

‒ An ACAT I program is not displaying or has incorrect metadata, contact the DAVE Service Desk at osd.DAVE@mail.mil or by phone at (571) 372-5309.

‒ A lower ACAT program is not displaying or has incorrect metadata, contact Kimberly Lake (SAF/ACXE) at kimberly.d.lake2.civ@mail.milor by phone at (571) 256-0362.

• If you are looking for a Navy program and…

‒ An ACAT I program is not displaying or has incorrect metadata, contact the DAVE Service Desk at osd.DAVE@mail.mil or by phone at (571) 372-5309.

• If you are looking for an Army program and…

‒ An ACAT I program is not displaying or has incorrect metadata, contact the DAVE Service Desk at osd.DAVE@mail.mil or by phone at (571) 372-5309.

‒ A lower ACAT program is not displaying or has incorrect metadata, contact Bruce Wentzel (OASA/ALT) at bruce.m.wentzel.ctr@mail.mil or by phone at (703) 545-5755.

For questions related to MTA program policy, please contact:

• Christopher Davis at christopher.p.davis.civ@mail.mil or (703) 692-9726.

• Andrew Pozda at andrew.f.pozda.civ@mail.mil or (703) 571-311664