DOD & Air Force Service Life Guidance

Julie Halstead AF Executive Agent

Robins AFB, GA DSN 468-0464

Comm 478-926-0464

Shelf Life vs. Service Life Defined DoD 4140.27-M (Definitions Section)

Shelf-Life (SL). The total period of time beginning with the date of manufacture, date of cure (for elastomeric and rubber products only), date of assembly, or date of pack (subsistence only), and terminated by the date by which an item must be used (expiration date) or subjected to inspection, test, restoration, or disposal action; or after inspection/laboratory test/restorative action that an item may remain in the combined wholesale (including manufacture's) and retail storage systems and still be suitable for issue or use by the end user. Shelf-life is not to be confused with service-life.

Shelf Life vs. Service Life Defined

DoD 4140.27-M (Definitions Section)

Service Life. A general term used to quantify the average

or standard life expectancy of an item or equipment while in use. When a shelf-life item is unpacked and introduced to mission requirements, installed into intended application, or merely left in storage, placed in pre-expended bins, or held as bench stock, shelf-life management stops and service life begins. (NOTE: NBC Defense clothing and textiles/type II kits are an exception

and will continue to be subjected to cyclic inspections.)

DoD Guidance DoD 4140.27-M 4-3.D.1

• “…Once the container (unit-of-issue) is opened, the shelf-life markings and dates are of little value for that specific container and shelf-life ceases. Opening the container negates shelf-life and triggers "service-life" for that specific container. Shelf-life and service-life are both reduced dramatically depending on how long the container is open and the storage conditions related to the open container. More frequent inspections are required for shelf-life items partially unused in previously opened containers, particularly if the application is critical, as the degradation or deterioration will inherently occur more rapidly.”

However – there is NO overarching guidance on the increased frequency of inspection, degradation

guidance, or Service Life marking.

DoD Guidance

DoD 4140.27-M 4-3.D.1

• “Opening unit-of-issue containers of shelf-life items for routine partial issue, use or inspections is discouraged…. Acquiring the proper units of issue, unit packs, and ensuring that stockage objectives are adjusted accordingly should preclude this occurrence.”

Both Field & Depot Unit understand this is not always possible or cost effective based on operations. However, please

consider ordering “right-sized” containers when feasible. This can solve some of the service life issues.

DoD Guidance

DoD 4140.27-M 4-3.D.2

• “Opening an external unit pack normally is not expected to cause any accelerated degradation or deterioration to the units-of-issue packed inside of their individual containers or packages. Shelf-life management continues uninterrupted.”

Example: All individually packed epoxy packages would not be considered to degrade faster just because the outer container is opened. In this case, the outer packaging is not critical to preventing degradation of the product.

DoD Guidance DoD 4140.27-M 4-3.D.3 • “Compromising a manufacturer’s package, packing and

preservation, to positively verify the identity of the contents negates shelf-life and triggers service life. Unless the shelf-life item’s use or consumption is imminent and, particularly if the application is critical, the item shall not be opened, then placed back in stock (e.g., on the shelf or in pre-expended bins, etc.). Neither DoD SLES inspection criteria nor QSL test results may be used to extend open containers. ”

*Be careful how you conduct “Visual Inspections,” especially with HAZMAT. Visual inspections for HAZMAT usually only require inspecting

the container, not the internal product. However, if visual inspection codes in MQCSS require opening packaging and inspection of the product; for products where the container/packaging is protective to degradation,

visual inspection will trigger SERVICE LIFE.

DoD Guidance DoD 4140.27-M 4-3.E.

“Managing Service-Life. Shelf-life and service-life

are different, but related and management of

service-life may be dependent on the criticality of

use and whether the item is a Type I versus Type II

shelf-life item. Managing service-life can be

subjective and justifies the rationale to request

proper units of issue for the specified task.”

DoD Guidance DoD 4140.27-M 4-3.E.1. (Example 1 Discussion)

An open, service life managed, Type I product, should never be used past its shelf life unless a TO specifies otherwise.

Type I items cannot be extended and, even when unopened, should be disposed of at their expiration date. An open Type I product would deteriorate faster and, therefore, should likely have an earlier expiration date than unopened products.

When to dispose of opened “Shelf-Life” items should be rational and justifiable.

Could you defend your Service Life expiration date?

DoD Guidance DoD 4140.27-M 4-3.E.2. (Example 2 Discussion)

An open Type II extendible product that is beyond its original “inspect/test date” could possibly be used. If new material of the same lot/batch as the opened product has passed its visual inspection procedures, laboratory testing, or other restorative action; then the opened Type II item, that is managed under “SERVICE LIFE” could be determined to be usable by the user. NOTE: Be very cautious in extending Service Life managed products that will be

used in Tactical and Critical processes.

“Continued use of the product after it's been opened, but left sitting, as opposed to being immediately consumed in actual use, is a judgment call.”

How material is stored after it has been opened will affect

deterioration rates.

DoD Guidance DoD 4140.27-M 4-3.E.4. (Example 4 Discussion)

Type I or Type II items that are put into service or installed are in Service Life • For Example: gaskets, seals, oil, or tires are placed into service on

a automotive vehicle or aircraft

For these SERVICE LIFE items:

Available Tech Orders or Service Manuals need to be followed regarding replacement intervals

AF Guidance AFMAN 23-110 Vol 7., Part 3, Chap 1, See “NOTE” after 1.4.2.2.6

• “NOTE: Users need to make sure not to confuse Shelf Life and Service Life. Shelf Life is the time the item sits “on the shelf” prior to issue or after issue and not in use. The service life is determined by appropriate Tech Orders, Commercial Manuals, or other documentation. – For example, a tire might have a shelf life code of “S” (60 months). This does

not mean you replace an “in use” tire every 60 months. The service life of the tire might be 10 years. If however, the tire has been on the shelf for 60 months and has not been used the SLC will apply because requirements in tactical situations when mission success could be jeopardized by failure and lives could be lost during combat when assets have sat “on the shelf”.”

This is the only broad discussion of Service Life for the Air Force This AFMAN directs users to use Tech Orders (TOs), Commercial Manuals,

or other documentation to determine Service Life *TOs WILL ALWAYS override Commercial Manuals or other non-TO

related documentation. Users may need to refer to manufacturer’s Technical Data for guidance

– Many of these are online, otherwise manufacturer can be contacted

AF Guidance

• However – Most material tech

data will not discuss service life.

• You can contact the company’s technical representative, but many times for legal reasons, they will not discuss the usable life of product that has been opened.

Shelf Life Guidance Only

AF Tech Order Guidance Neither AF nor AFMC could ID any TOs that gave Service Life guidance The following are examples of some Tech Orders and the limited

assistance they provide

• 42B-1-1, Quality Control of Fuels and Lubricants, Section 7.4 – Cautions users that once a container is open that the material’s useful life is

"dramatically reduced"

– Discourages use of partial containers

• 42C-1-12, Quality Control of Chemicals – For 6810, 6820, 6840, & 6850 stock classes only

– Has good information on sampling and testing product, but does not discuss service life

• 1-1-8, Applications and Removal of Organic Coatings, Aerospace and Non-aerospace Equipment – Has a shelf life section in Appendix A, but no discussion on service life

• 1-1-691, Cleaning and Corrosion Prevention and Control, Aerospace and Non-aerospace Equipment – Some discussion of sealants and shelf life in Chapter 6, but no service life guidance

AF Tech Order Guidance TOs continued

• 36-1-191, Technical and Managerial Reference for Motor Vehicle Maintenance – Has references to service life for vehicles, tires, and brakes; but no other guidance

– Has shelf life reference in 4.22.4.1 that says, “The shelf-life assigned to NSNs by source managers will not be imposed at base/user level."

• This contradicts DoD 4140-27-M - Not sure how vehicle shops make this work

• Some TOs, by default, cover Service Life through test programs – TO for management of nitrogen in tanks has periodic testing requirements that, in

effect, address service life

– Aviation fuel has an extensive test program throughout its life cycle - to include when it is in service

Conclusion AF/A4 and AFMC/A4

• They deal with Materiel shipping and storage • Both say Service Life is not within organization’s scope

Very little Service Life guidance available except for fuels Service Life of opened, unused materiel will not exceed shelf life To avoid service life issues, attempt to order materials in

quantities where entire container/package can be used immediately when container opened

If no Tech Order, AFI, or local guidance – user will need to make judgment call based on available information • Material condition • Any available manufacturer technical data • Criticality of usage (Potential for safety, equipment, or system damage)

For Critical Usage ** BE CONSERVATIVE ON SERVICE LIFE DECISIONS **

Contact Information

• Air Force Day-to-Day Shelf Life Questions – Julie Halsted – AF Shelf Life Executive Agent

• DSN 468-0464, 802 MXSS/MXDT, Robins AFB, GA • Julie.Halstead@robins.af.mil

– Mike Butts – AF Alternate Shelf Life Executive Agent • DSN 468-8590, 802 MXSS/MXDTD, Robins AFB, GA • Michael.Butts2@robins.af.mil

• AFMC Shelf Life Point of Contact – SMSgt Michael Brown

• DSN 787-8130, AFMC/A4RM, Wright Patterson AFB, OH • Michael.Brown3@wpafb.af.mil

• Air Force Shelf Life Program Manager – MSgt Shanavia Heard

• Commercial: 1-240-612-4209, AF/A4LM • shanavia.heard@pentagon.af.mil

• DoD Shelf Life Contact Information – DLA Shelf Life POCs: https://headquarters.dla.mil/j-3/shelflife/pocs.aspx – Laboratory Contact Info:

https://headquarters.dla.mil/j-3/shelflife/SLES/TestLabs.aspx