7. Filing Procedures.
a. Inspecting Records. Prior to filing, inspect the document to ensure that all actions have
been completed. Eliminate unnecessary attached material, such as used envelopes, routing slips
that bear no essential information, and extra copies. Identify incomplete actions to ensure that
they are followed up and that the file will not be prematurely cut off. If action is complete but
essential documentation is missing, try to obtain the missing documents. If unsuccessful, note
the action taken to obtain the missing documents and file it with the incomplete action.
b. Assembling and Fastening Records. Remove all cover sheets (SF 703 (TOP SECRET
Cover Sheet), SF 704 (SECRET Cover Sheet), and SF 705 (CONFIDENTIAL Cover Sheet))
before filing unless records are in suspense files or when cases are placed in file containers
pending completion of the action. Staple documents if possible, the reason is that other fasteners
may be used when there are too many papers for stapling or physical characteristics that prohibit
stapling.
c. Marking the File Number. As specified in AR 25-50, the action officer adds the MARKS
file number when writing a document, or places the file number along the right-hand edge of
documents not identified with a file number at the time of creation. When the physical
characteristics of a document make it self-identifying for filing purposes, posting the file number
to the document is unnecessary. Examples of documents not requiring the posting of a file
number are reference copies of publications, mail control forms, and bills of lading.
d. Cross-references.
(1) DA Form 1613-R (Cross-reference) is filed under one file number or subdivision to
show the location of material filed elsewhere. DA Form 1613-R will be locally reproduced on 8
ƒ-inch by 11-inch paper. A copy for reproduction purposes is located at the back of AR 25-400-
2. Additionally, DA Form 1613-R may be electronically generated. The electronically
generated form must contain all data elements and follow the exact format of the existing printed
form. The form number of the electronically generated form will be shown as DA Form 1613-R-
E and the date will be the same as the date of the current edition of the printed form.
(2) Prepare cross-references only when essential to retrieving information. They may be
used when a document is related to more than one action; when a classified document has a
direct relationship to unclassified material (do not place classified information on cross-reference
forms filed in unclassified files); for documents with various dates that relate functions to other
subfunctions or actions; and for documents that have been changed from one file number or
subdivision to another file number or subdivision.
(3) File bulky material in storage equipment suited to its size. This material may be
maintained in file number, serial number, or date order. Keep a cross-reference to the bulky
material in the regular office files. The cross-reference must identify the bulky material and
related documents, and show storage locations and file numbers. A copy of the cross-reference
prepared for the regular file can be attached to the bulky material to serve this purpose.
11
QM6311
Previous Page
