The Joint Certification Office (JCO) certifies on average 4000 forms per year. However, we receive many more of which approximately 60% are returned because of inaccurate, missing or illegible information.

• In order to better serve you, our customer, please follow the guidance in the checklist. Use of it will help to ensure your submitted DD Form 2345 is correct which will allow us to process it more efficiently. Get the most current form at: DD Form 2345.

Once you complete the DD Form 2345 follow the instructions on the form to send your completed hard copy with supporting documentation, if applicable, to the following address by postal service or courier:

U.S./Canada Joint Certification Office
DLA Logistics Information Services
Hart, Dole, Inouye Federal Center
74 Washington Ave., North
Battle Creek, MI. USA 49037-3084

Overall, your company’s certification will process faster by initially providing the correct information and ensuring it matches your Cage Code or NATO Cage Code information in BINCS. We are pleased to advise the JCO has taken steps to improve the time it takes to process the DD Form 2345 by adding staff, improving processes, and identifying technology improvements for our database.

Once the JCO receives the application from a company it is logged into a tracking database and assigned a tracking number; it is then sent to research for verification. If during the research process the information is correct it gets sent to processing for certification. If there are errors, then the form is returned to the customer with an explanation of what is wrong and instructions on what needs to be done to correct it.

During the actual certification process the JCP certification number gets assigned and the database information is updated to reflect current information. The form is stamped as certified and emailed back to the Data Custodian listed on the form using the email address on the form. The JCP website provides a search function to see if a company is certified and when it expires.

Common Errors in DD Form 2345 Submissions Occur in the following areas:

LEGAL NAME: the Block 2 information on the form must exactly match your company’s legal name and address for your Cage Code or NATO Cage Code in BINCS. No nicknames, acronyms or abbreviations unless they are in your legal name.

Cage Code or NATO Cage Code: failure to obtain a Cage Code or NATO cage Code or to provide it on the form in Block 2D for the location being certified.

Incorrect Physical Address: the address used in Block 2B must be the physical location of the site being certified. Not the mailing address unless it’s the same. Not the headquarters but the location being certified.

Data Custodian’s Location: this person must be employed at the location being certified. There can be only one Data Custodian per location unless the location has multiple CAGE codes then each CAGE needs its own different custodian if being certified. (Let’s talk about past policy)
Business Description: a proper business description must be included in Block 4. It should describe the nature of your business not why you need the certification.

Original Form: an original form with an original signature must be sent to the JCO. The form must be signed by a company official who can obligate the company to a contract.

Proper Documentation: Failure to provide proper documentation i.e. articles of incorporation, business license or utility bill (showing physical location) including documents with the legal company name at the location being certified. Note: W-9s are not accepted as valid documentation.
When resending another form after the initial form was returned for correction please include all attachments sent back to you including the tracking number. The process will start again by updating the tracking database and then back to research. If the form is now properly completed it goes to certification for processing.

Some historical JCP background

The United States (U.S.) and Canada:

• Share a unique, long-standing military and economic relationship
• Are partners in the joint defense of North America and have established a bilateral common structure (NORAD) for mutual defense 
• Consult and cooperate on the development of common industrial security procedures and technology controls
• Have entered into numerous bilateral agreements that codify and support this relationship
• In 1985, signed a Memorandum of Understanding (MOU) that established the U.S.-Canada Joint Certification Program (JCP)

The JCP:

• Was established to certify contractors of each country for access, on an equally favorable basis, to unclassified technical data disclosing critical technology controlled in the U.S. by Department of Defense (DOD) Directive 5230.25 and, in Canada, by the Technical Data Control Regulations
• Is managed by the U.S./Canada Joint Certification Office (JCO)

The JCO:

• Is a common, jointly staffed office
• Receives and processes the DD Form 2345

The DD Form 2345:

• Is submitted to the JCO by U.S. and Canadian contractors who wish to obtain access to unclassified technical data
• Is an online form
• Should be completed, printed and signed in accordance with the instructions and checklist
• Should be delivered by postal service or courier to:
  
  U.S./Canada Joint Certification Office
  DLA Logistics Information Services
  Hart, Dole, Inouye Federal Center
  74 Washington Ave., North
  Battle Creek, MI. USA 49037-3084