DA Form 4573 Document Control and Destruction Certificate

DA Form 4573 or the "Document Control And Destruction Certificate" is a Department of the Army-issued form used by and within the United States Military.

The form - often incorrectly referred to as the DD form 4573 - was last revised on March 1, 1982. Download an up-to-date fillable DA Form 4573 down below in PDF-format or look it up on the Army Publishing Directorate website.

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1. DOCUMENT CONTROL NO.
CLAS
COPY NO.
DOC. DATE
DOCUMENT TITLE
2.
DOCUMENTATION
TAPES
3. REPLACED DOCUMENT IS TO BE:
DESTROYED
RETURNED
4. REMARKS
5. FROM
6. COPY SENT TO:
A
B
C
D
E
F
G
H
I
J
7. REPLACES DOCUMENT
8. DATE DISPATCHED
9. REGISTER NO.
10. DOCUMENT HAS BEEN:
DESTROYED RETURNED
RETURNED
ASSIGNED THIS NEW CONTROL NO.:
11. DATE
NAME AND GRADE OR TITLE OF RECIPIENT
SIGNATURE
12. DATE
NAME OF PERSON MAKING DESTRUCTION
SIGNATURE
13. DATE
NAME OF WITNESS
SIGNATURE
DA FORM 4573, MAR 1982
EDITION OF NOV 76 IS OBSOLETE
DOCUMENT CONTROL AND DESTRUCTION CERTIFICATE
(AR 340-26)
APD LC v1.01
DOCUMENT CHARGE OUT/RECEIPT RECORD
DATE OUT/IN
NAME AND GRADE OF RECIPIENT
SIGNATURE
DA FORM 4573, MAR 1982 (BACK)
a
c
e
f
g
b
d
h
i
TC
1. DOCUMENT CONTROL NO.
CLAS
COPY NO.
DOC. DATE
DOCUMENT TITLE
2.
DOCUMENTATION
TAPES
3. REPLACED DOCUMENT IS TO BE:
DESTROYED
RETURNED
4. REMARKS
5. FROM
6. COPY SENT TO:
A
B
C
D
E
F
G
H
I
J
7. REPLACES DOCUMENT
8. DATE DISPATCHED
9. REGISTER NO.
10. DOCUMENT HAS BEEN:
DESTROYED RETURNED
RETURNED
ASSIGNED THIS NEW CONTROL NO.:
11. DATE
NAME AND GRADE OR TITLE OF RECIPIENT
SIGNATURE
12. DATE
NAME OF PERSON MAKING DESTRUCTION
SIGNATURE
13. DATE
NAME OF WITNESS
SIGNATURE
DA FORM 4573, MAR 1982
EDITION OF NOV 76 IS OBSOLETE
DOCUMENT CONTROL AND DESTRUCTION CERTIFICATE
(AR 340-26)
APD LC v1.01
DOCUMENT CHARGE OUT/RECEIPT RECORD
DATE OUT/IN
NAME AND GRADE OF RECIPIENT
SIGNATURE
DA FORM 4573, MAR 1982 (BACK)
DA FORM 4573
DOCUMENT CONTROL AND DESTRUCTION CERTIFICATE
AR 340-26 (DUPLICATE EMERGENCY FILES PROGRAM)
Instructions for completing electronic DA Form 4573
(For questions or problems, contact
the DEF Records Management NCO at (717) 878-3035, DSN: 988-3035):
NOTES:
1. These instructions apply to Army agencies subject to Army Regulation (AR) 340-26, Duplicate
Emergency Files Program.
2. DA Form 4573 is used for multiple purposes; however, these instructions apply only
for transactions
FROM Army agencies TO Duplicate Emergency Files (DEF) depositories. DEF depositories must refer to
AR 340-26 for additional instructions on this form.
3. ONLY ITEMS 1-9 NEED TO BE FILLED OUT.
4. A paper copy of every DA Form 4573 transaction must be sent to:
DEFP Records Management NCO
Rm 1S41, Dept. F.
Fort Detrick, MD 21719-5029.
ACRONYMS and DEFINITIONS:
COOP - Continuity of Operations Plan. A plan that ensures essential Department of the Army functions
can continue in any national emergency.
Document Control Number - Information contained in Items 1 a - 1c on DA Form 4573 which uniquely
identifies a specific duplicate emergency files material within a DEF depository.
DEF - Duplicate Emergency Files. Essential regulations, directives, instructions, programs, plans,
emergency action procedures, and other documents and materials required for essential functions in a
national emergency.
DSN - Defense Switched Network.
MARKS - AR 25-400-2.The Modern Army Recordkeeping System (MARKS).
SDRR - Status of Duplicate Records Report . A database report listing all Duplicate Emergency Files
materials located in DEF depositories by agency code and by control number. To obtain a printout of an
agency’s SDRR for a specific depository, contact the DEF Records Management NCO at (717) 878-3035,
DSN: 988-3035.
GENERAL INSTRUCTIONS:
1. For Army agencies subject to AR 340-26, FILL OUT ITEMS 1-9.
2. ALL INFORMATION ON DA FORM 4573 SHALL BE UNCLASSIFIED
.
3. Fill out one DA Form 4573 for each files material submitted.
4. Capitalize alpha characters as much as possible.
5. Mandatory fields are noted.
Item 1 a. -
Enter the depository code letter identifying in which DEF depository material is to be
filed. Depository code letters should be found in the agency Continuity of Operations
Plans (COOP). If unsure, contact the DEF Records Management NCO.
Item 1b. -
In the first two spaces, enter the two digit numeric code designating the agency. Agency
codes for Headquarters, Department of the Army (HQDA) are listed below. If your agency
is combined within another; use that code. If your agency cannot be identified, or if a
new or replacement code is necessary, contact the DEF Records Management NCO.
The next two spaces in Item 1b. are optional alpha characters which an agency can use to
effect internal files arrangements (such as dividing branch, division, and directorate
materials). Do not use letters I, O, and Q.
Agency
Ofc Symbol
Code
Office of the Secretary of the Army
(SASA)
01
Office of the Administrative Assistant to the Secretary of the Army
(SAAA)
02
Office of the Assistant Secretary of the Army (Civil Works)
03
(SACW)
Office of the Chief of Staff, Army
(DACS)
04
Office of the Deputy Chief of Staff for Personnel
(DAPE)
05
Office of the Deputy Chief of Staff for Operations and Plans
06
(DAMO)
Office of the Deputy Chief of Staff for Logistics
(DALO)
07
Office of the Deputy Chief of Staff for Intelligence
(DAMI)
08
All JCS Paper— - ODCSOPS
09
(DAMO-ZCJ)
Office of the Assistant Secretary of the Army (Financial Management
and Comptroller)
(SAFM)
11
Office of the Assistant Secretary of the Army (Research, Development,
and Acquisition)
(SARD)
12
Office of the Assistant Secretary of the Army (Manpower and
Reserve Affairs)
13
(SAMR)
Office of the Chief, Army Reserve
(DAAR)
14
Office of the Chief, National Guard Bureau
(NGB)
15
Office of The Inspector General
17
(SAIG)
Office of The Surgeon General
(DASG)
18
Office of The Judge Advocate General
(DAJA)
19
Office of The General Counsel
20
(SAGC)
U.S. Total Army Personnel Command
(TAPC)
21
Office of the Chief of Chaplains
(DACH)
22
Director of Information Systems for Command, Control, Communications,
and Computers
(SAIS)
23
Office of the Chief of Engineers
(DAEN)
24
Office of the Chief, Legislative Liaison
25
(SALL)
Office of the Chief, Public Affairs
(SAPA)
26
Office of the Assistant Chief of Staff for Installation Management
(DAIM)
27
Army Residual Capabilities Assessment Team
29
Office of the Assistant Secretary of the Army (Installations, Logistics,
and Environment)
(SAIL)
30
Office of the Director, Single Agency Manager
31
(SAM)
US Army Command and Control Support Agency
(MOCS)
32
Item 1c. -
This is a unique number consisting of five numeric characters which identifies a specific
piece of material within each agency. Only one item from any agency will be filed under
any number within the same depository.
Refer to the latest copy of the agency’s SDRR. If adding brand new DEF material, or if
replacing material in its entirety (such as when a revision replaces an obsolete regulation),
enter the next available sequential agency number (the eliminated document control
number is entered in Item 7). If changing or partially replacing existing material, enter the
same number as it appears on the SDRR for that material. If unsure, leave Item 1c blank,
it will be completed by the depository.
Item 1d. -
Use for transactions to existing DEF material that does not entirely eliminate the original
basic material. Change one will be entered as 01, change two as 02, etc. Refer to the
SDRR for current status of Item 1d. If unsure, enter two zeros.
Item 1e. -
Enter the classification of the material. Use the following symbols:
T - TOP SECRET
S - SECRET
C - CONFIDENTIAL
O - FOR OFFICIAL USE ONLY
U - UNCLASSIFIED
Item 1 f . -
Enter the document copy number, if any.
(a) Enter zeros to the left if the copy number is less than three digits.
(b) If unsure or if document is not numbered, enter three zeros.
Item 1 g . -
Enter the date of the basic material as YYMMDD or YYYYMMDD, whichever is
allowable.
Item 1 h . -
Enter an UNCLASSIFIED title for the material. Space is limited; if title is long, eliminate
unnecessary words and punctuation. Use abbreviations wherever possible. Appendix F
in AR 340-26 provides guidance on developing short titles.
THIS IS A MANDATORY FIELD.
Item 1i.
-
Enter the type of transaction desired:
A- Addition. Use when a new control number is required. A new control number is
required when:
- Brand new material is added
- Material replaces existing material entirely. Example: revision to a regulation
(enter old control number in Item 7).
C - Change to, or partial replacement of, material on file which has an assigned control
number. Use this transaction when all or part of basic material remains intact.
D - Deletion of material without replacement.
Item 2
-
Place an X in proper box. Use the box marked “TAPES” for anything that is not in
paper form.
Item 3
-
Place an X in the proper box to direct the depository to either destroy material being
replaced or deleted, or to return it to agency.
Item 4
-
Enter short description of transaction and any additional information not provided for
elsewhere. This includes date of change/replacement material, access information for
electronic materials, identification numbers (if any), and MARKS (AR 25-400-2) file
number.
Examples :
ADDED ANNEX A DATED YYYYMMDD
CHANGE #2 DATED YYYYMMDD
REPLACED WITH REVISION DATED YYYYMMDD
DELETED DUE TO OBSOLESCENCE
MARKS FN: XXX-XX
REQUIRES XXXX SOFTWARE VERSION X.X
Item 5
-
Enter the mailing address of the agency from which material is being sent. If space
permits, enter point of contact name and telephone/DSN numbers. THIS IS A
MANDATORY FIELD.
Item 6
-
Place an X in the box for material being sent to more than one depository. Depository
code letters for HQDA depositories may be found in HQDA COOP. If only one box is
checked it should be identical to Item 1a.
Item 7
-
Enter the old control number (Items 1 a-1c, no spaces) for “A” transactions (Item 1 i) on
existing material.
Item 8
-
Enter the date the material is dispatched to the depository, as YYMMDD, or as
YYYYMMDD, whichever is allowable.
Item 9
-
Enter appropriate register number if forwarding material via accountable mail, or any
courier service, such as Defense Courier Service (DCS).
MAKE AND DISTRIBUTE COPIES OF DA FORM 4573 AS FOLLOWS:
NOTE: Photocopying is allowed for distribution purposes; however, signatures used for
accountability or control must be original.
Original and 2 copies
-
Send with the DEF material. After processing, one copy will be
returned to the agency as a receipt. Prepare and send an
original and 2 copies for each depository receiving material.
Copy 3
-
Send to the MDEFD (if different from above), c/o:
DEFP Records Management NCO
Room 1S41, Dept. F.
Fort Detrick, MD 21719-5029
Copy 4
-
Retain as agency suspense copy.

Download DA Form 4573 Document Control and Destruction Certificate

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