e. Submission of Requests. Requests to charge out files may be in memorandum format or
the forms listed in the Charge-out Record paragraph below. The following information is needed
to locate and charge-out the material: identification of material and file classification, if known;
name of writer (organization or individual); date of document (specific or approximate);
requester's name, organization, location, and telephone number.
f. Charge-out Record. A charge-out record will be made and substituted for documents
removed from a file for reference purposes. Charge-out forms include the following: DA Form
543-R (Request for Records) for documents charged out when suspense control is required.
Attach the original to the file material to serve as a routing form and cover sheet. Retain a copy
in the files area in a follow-up or suspense file. Attach a copy of the completed DA Form 543-R
to Optional Form (OF) 23 (Charge-out Record), OF 24 (Shelf File Charge-out Record), or OF
282 (Microfiche Charge-out Record) in the filing location from which the file material is
removed. DA Form 543-R will be reproduced locally on 8 ƒ" x 11" paper. A copy for
reproduction purposes is located at the back of this regulation. Additionally, DA Form 543-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 543-R-E and the date will be the same
as the date of the current edition of the printed form. The electronic database may be maintained
in lieu of hard copy for record purposes. OF 23, OF 24, or OF 282 may be used for documents
charged out when suspense control is not desired.
g. Charge-out Suspense and Follow-up. The charge-out system using DA Form 543-R
involves a suspense and follow-up procedure to control loaned records. A uniform follow-up
time (usually 5 to 10 days) for charged out material should be established. The suspense file will
consist of a copy of each DA Form 543-R representing charged-out documents. This suspense
copy of the DA Form 543-R will be used to trace records that have been charged out from the
file area.
h. Sending Records out of the CFA.
(1) Except in a few cases noted elsewhere in this regulation, the normal flow of records
is from the office files. It goes through the organizational and installation information
management channels, to an RHA for a short period of storage before ultimately going to an
FRC. Nonpermanent records are destroyed at specified dates in one of these locations according
to their disposition instructions.
(2) The SF 135 is the transmittal and tracking document for records sent out of the office
files area. It is initially prepared by the office which created the records being transferred and
accompanies the records until they are destroyed or become part of the National Archives. The
RHA uses the SF 135 as a receiving document, as a receipt returned to the creating office, as an
inventory tool showing where the records are located in the RHA, and to retire the records to an
FRC. The originating office, information management officials, RHA manager, and higher
headquarters in some cases, will retain copies of the SF 135 during the life cycle of the pertinent
records in order to make retrieving them easier.
(3) Files should be reviewed and purged of unnecessary documents before being sent out
of the office CFA.
i. Classified Records. This section describes procedures for shipping classified records.
(1) Transfers Before transferring classified records, consult with your security manager
and initiate the actions specified in AR 380-5, paragraph 3-402.
20
QM6311
Previous Page
