Fill Out Your Da 200 Form

Completing the DA Form 200, also known as the Transmittal Record, can be straightforward, but mistakes are common. One of the most frequent errors is failing to correctly fill out the security classification. If this section is left blank or completed inaccurately, it can lead to serious implications for the handling of sensitive information. Proper classification controls who can access the shipped documents.

Another common issue is with the shipment number. Misplacing or omitting this crucial information can cause confusion. Recipients might struggle to track the shipment, and it could delay administrative processing. Always double-check this section to ensure the number is correctly entered.

Many people neglect to update the "As of Date." This date reflects the latest version of the records being shipped. If this details missing or incorrect, it can result in the recipient using outdated information, compromising their workflow.

One critical mistake occurs when individuals do not specify the "Authority for Shipment." Without this, the shipment lacks valid approval, which is essential for audit purposes. It’s crucial to include this information to avoid any misunderstandings about the legitimacy of the shipment.

Some also overlook the necessity for contact information. The "Person to Contact" section should be filled with a name and telephone number. If questions arise during the shipment’s journey, having a point of contact can expedite resolution.

Furthermore, entrants often miscalculate the number of records transmitted. This simple mistake could lead to discrepancies. If the number does not match the actual content of the shipment, it may raise concerns about missing documents or miscommunication.

When it comes to signature requirements, mistakes frequently occur here as well. The sender's and receiver's signatures must be in place to authenticate the transaction. Omitting one or both can render the form invalid, which can complicate any follow-up actions regarding the shipment.

Lastly, the type of media transmitted is sometimes inaccurately filled out. This section is vital for the recipient to know how to handle the documents properly. Without the correct specification—be it hard copy, punched cards, or microfilm—the recipient might not have the appropriate resources to process the shipment efficiently.

The DA Form 200, known as the Transmittal Record, is essential for the processing and transmission of Army records. When utilizing this form, several accompanying documents are commonly required to ensure proper handling, clear communication, and compliance with regulations. Below is a list of these forms and documents that may be associated with the DA Form 200.

• DA Form 1059: This is the Academic Evaluation Report, which documents the training and educational achievements of individuals in the Army. It is often necessary to accompany the DA Form 200 when sending training records.
• DA Form 250: Known as the Material Inspection and Receiving Report, this form records the receipt of materials or supplies. This document ensures that items shipped are properly accounted for.
• DA Form 3150: The Record of Proceedings for Separation is used to outline the events leading to a soldier's separation from the service. This may be included with a DA Form 200 if records related to separation are being transmitted.
• DA Form 4037: The Officer Record Brief provides a summary of an officer's career and qualifications. It may be necessary to bundle this document with the DA Form 200 when submitting records relevant to personnel actions.
• DD Form 214: This is the Certificate of Release or Discharge from Active Duty. It is a critical document that summarizes a service member's active duty and is often required when processing official separations or transfers.
• DA Form 2-1: This form serves as the Personnel Qualification Record. It captures detailed career history and qualifications of military personnel and may accompany the DA Form 200 to provide comprehensive personnel information.
• DA Form 201: Known as the Soldier's Record, this contains important documentation related to a soldier’s service record. It is often used alongside the DA Form 200 for managing complete and accurate personnel records.

Each of these documents plays a crucial role in military administrative processes. Understanding their functions ensures that the DA Form 200 is used effectively and in conjunction with the appropriate supporting documentation.

• DD Form 250: Also known as the Material Inspection and Receiving Report, this document facilitates the shipment of goods, confirming the receipt and inspection of deliveries, similar to how the DA 200 records transmittal details.

• SF 1449: This form serves as a Solicitation/Contract/Order for Commercial Items. It captures essential contract details similarly to the DA 200, focusing on shipment and transaction specifics.

• DD Form 1149: This is a requisition and invoice/shipping document used for the transfer of property. Both forms include sender and receiver information along with shipment details.

• AF Form 1381: Also known as the Shipment Release Document, this form indicates shipment authorization for air force property, aligning with the DA 200's purpose of tracking transmitted records.

• SF 122: This document is a Transfer Order between the agency and the receiving entity. It involves shipment details and recipient information similar to the DA 200.

• DA Form 2062: Known as the Equipment Receipt, this document records the transfer of property and is similar because it requires signatures from both the sender and the receiver.

• SF 127: This is a Request for Shipment or Doubling Form used in Government procurement. It shares commonalities in tracking shipments and detailing senders and receivers.

• DD Form 1144: This form is for Reimbursement Agreement and is used when services or supplies are exchanged. It also captures sender and receiver information, akin to the DA 200.

• DD Form 200: The Financial Liability Investigation of Property Loss is used to determine accountability for lost property. Both this and the DA 200 track property exchange but focus on different aspects.

• SF 126: This is a Request for Disposition of Federal Records. It details the transfer of records similar to how the DA 200 manages record shipments.

When filling out the DA 200 form, there are specific actions to take and avoid for optimal accuracy and compliance. Consider the following guidance:

• Do ensure that all required fields are completed. Missing information can lead to delays.
• Do use clear and legible handwriting or type the information to maintain clarity.
• Do double-check dates to make sure they are in the correct format (YYYYMMDD).
• Do contact the appropriate person listed on the form if you have questions or need clarification.
• Don't use unnecessary abbreviations. Write out full names and titles to prevent misunderstandings.
• Don't forget to sign the form. Missing signatures can result in the form being returned for correction.

• Misconception 1: The DA 200 form is only used by military personnel.

  This form is used not just by military members, but also by civilian employees involved in the process of shipping records. Understanding that it serves a broader audience can help in its efficient utilization.

• Misconception 2: Completing the DA 200 form is optional.

  Filling out the DA 200 form is often mandatory for certain types of shipments, especially when dealing with sensitive information or records. Skipping it can lead to logistic issues.

• Misconception 3: All parts of the DA 200 must be filled out for every shipment.

  While many fields are essential, some sections can be left blank depending on the specifics of the shipment. It's crucial to determine the necessary fields based on context.

• Misconception 4: The DA 200 can only be used for shipping hard copies.

  This form accommodates various media types including punched cards, cassettes, and microfilm. It’s not limited to just printed documents.

• Misconception 5: The DA 200 does not require signatures.

  Signature from both the sender and receiver is often necessary to confirm receipt and accountability. This adds a layer of security and verifiability to the process.

• Misconception 6: The DA 200 can be submitted without special instructions.

  For unique shipments, providing special instructions might be critical. Clarity in those details can prevent misunderstandings and mishandling.

• Misconception 7: Digital forms have replaced the need for physical copies of the DA 200.

  While digital solutions are on the rise, many organizations still require physical copies of the DA 200 for record-keeping and compliance reasons.

• Misconception 8: The DA 200 form is outdated and no longer relevant.

  This form was updated as recently as May 2013, indicating it remains an important tool. Staying informed about its updates is essential for effective use.

Here are key takeaways for filling out and using the DA 200 form:

• Understand the Purpose: The DA 200 form is primarily used for the transmittal of records within military channels.
• Communicate Clearly: Fill in the "Person to Contact" section with a name and telephone number for easy communication regarding the shipment.
• Security Classification Matters: Ensure that you correctly indicate the security classification of the documents being transmitted. This helps maintain necessary confidentiality.
• Accurate Dates: Provide specific dates for both the "As Of" and "Shipment" in the designated YYYYMMDD format to avoid confusion.
• Confirm Shipment Details: Make sure to clearly note the shipment method, such as courier or express mail, in the specified section.
• Shipping Addresses: Clearly note both the sender's and receiver's shipping addresses. Any inaccuracies can delay the delivery.
• Indicate Number of Items: Record the total number of items being sent. This helps track the shipment.
• Special Instructions: Use the "Special Instructions" section for any additional guidance you want to provide about the shipment.
• Keep Copies: If you check the "Return Receipt Requested" box, ensure the receiver returns a signed copy for your records.

Using the DA 200 form correctly helps ensure a smooth transmission process for important military records.