DA Form 5123 at a glance
What it is: DA Form 5123, the In-Processing and Out-Processing Records Checklist, is used to ensure the proper in-processing of Soldiers into their gaining units and the proper out-processing of Soldiers from their losing units.
Where and when to file: This form will be initiated at the losing unit during out-processing and provided to the Soldier along with the documents listed. Prepare this form in two copies: One copy remains at the losing unit, and the Soldier hand carries the other copy to the gaining unit.
A filled-in DA Form 5123 example: an out-processing checklist
How to fill out DA Form 5123, box by box
Name, rank and MOS/AOC
Enter 1. NAME (Last, First, Middle), 2. RANK and 3. MOS/AOC.
Personnel record documents
a. PERSONNEL RECORD DOCUMENTS Enlisted Record Brief (ERB) or Office Record Brief (ORB). Promotion board proceedings. DA Form 268 (Report to Suspend Favorable Action (FLAG)). DA Form 78-R (Recommendation for Promotion to 1LT/CW2). DA Form 31 (Request and Authority for Leave), original copy. Service member deployment history out-processing verification sheet. DD Form 93 (Record of Emergency Data). VA Form SGLV 8286A (Family coverage election and certificate). Go Army Ed (Army Continuing Education System (ACES) Record). DA Form 3068-1 (Marine Service Record). DA Form 3645 (Organizational Clothing and Individual Equipment Record). DA Form 3180 (Personnel Screening and Evaluation) . Mandatory for Soldiers assigned to projected for assignment to PRP or CPRP positions, Soldiers holding a nuclear or chemical related MOS or AOC and Soldiers who have been disqualified from PRP or CPRP assignment. Note: Ensure that a copy is filed in the Medical Record (DA Form 3444 series). DA Form 3955 (Change of Address and Directory Card). DD Form 1172-2 (Application for Identification Card-DEERS Enrollment) . Ensure the currency and accuracy of application (s) for eligible Family member (s). Changes in Family member status should be reported to the MPD/S1 for appropriate Defense Enrollment Eligibility Reporting System (DEERS) maintenance processing and/or ID card issue, if applicable, as prescribed by AR 600-8-14.
DA Label 164 (Nuclear/Chemical Personnel Record Label) . Mandatory for all Soldiers being reassigned to duty positions in the PRP/CPRP.
Personnel record documents (continued)
PERSONNEL RECORD DOCUMENTS (Continued) DA Form 3078 (Personal Clothing Request). DA Form 330 (Language Proficiency Questionnaire). A copy of the following must be present as evidence that an investigation or final clearance has been requested (listed in precedence). SF Form 86 (Questionnaire for National Security Positions). DA Form 5305 (Family Care Plan). DD Form 2366 (Montgomery GI Bill Act of 1984 (MGIB)). DD Form 2648 (Preseparation Counseling Checklist).
DA Form 1306 (Statement of Jump and Loading Manifest) and DA Form 1307 (Individual Jump Record): Mandatory for all Soldiers holding MOS 92R or an SQI or ASI indicating jump qualification.
DA Form 1315 (Reenlistment Data): "Mandatory for Soldiers in the ranks of SSG and below."
DA Form 3513 (Individual Flight Records Folder, United States Army). Mandatory for Soldiers holding PMOS, AOC, SSI, SQI, or ASI requiring flight.
DA Form 3479-1 (Trainee Controller Evaluation). Mandatory for all Soldiers who perform duties described in TC 3-04.81.
DA Form 348 (Equipment Operator's Qualification Record (Except Aircraft)) . Mandatory for all Soldiers who are qualified to operate an Army vehicle other than full track combat vehicles or hold an MOS/AOC requiring the operation of an Army motor vehicle other than full track combat vehicles.
Health and dental records
b. HEALTH AND DENTAL RECORDS DD Form 2766 (Adult Preventive and Chronic Care Flowsheet). DA Form 3444 series (Dental Record). Medical Protection System (MEDPROS) individual medical readiness (IMR) report. SF Form 601 (Health Record - Immunization Record). Cross check against MEDPROS. Anthrax Vaccine Immunization Program (AVIP) status. MEDPROS. DA Form 3349 (e-profile). Cross check against DD Form 2795 for evidence of a physical profile. NOTE: Electronically generate hand written not authorized. HIV screening. Check DD Form 2795 or medical records.
DD Form 2795 (Pre-Deployment Health Assessment Questionnaire) . Required for all Soldiers being reassigned or deployed overseas.
DA Label 162 (Emergency Medical Identification Symbol). Mandatory for all Soldiers issued a medical warning tag.
DA Form 4515 (Personnel Reliability Program Record Identifier). Mandatory for all Soldiers assigned or projected for assignment to PRP positions.
MOS Administrative Retention Review(MAR2 processing).Mandatory for all Soldiers who have a permanent physical profile category of 3 or 4.
Health and dental records (continued)
HEALTH AND DENTAL RECORDS (Continued): Body Composition Program documents. Army Substance Abuse Program (ASAP). DNA collection records.
Soldier's personal possession items
c. SOLDIER'S PERSONAL POSSESSION ITEMS DD Form 2S (Res) (Armed Forces of the United States Geneva Conventions Identification Card). Common Access Card (CAC). Ensure that the information on the CAC is current and accurate. DA Form 31 (Request and Authority for Leave). Individual copy. PHS Form 731 (International Certificate of Vaccination). Cross check against the SF Form 601. Eyeglasses (2 pairs each). Cross check against the MEDPROS. Protective mask inserts. Cross check against the MEDPROS. Identification tags (2 each). Hearing aids with extra batteries. Cross check against the MEDPROS. Passport and/or visa, if required. Reassignment order.
Travel/itinerary. Mandatory only for all Soldiers traveling over water.
Medical warning tag. Mandatory for Soldiers with DA Label 162 affixed to the health and dental records.
NATO travel orders. Mandatory for all Soldiers assigned to or traveling through a country identified as having this requirement in the Foreign Service Guide.
Critical Soldier information items
CRITICAL SOLDIER INFORMATION ITEMS: Is the Soldier a sole surviving son or daughter? Is the Soldier a citizen of the Federal Republic of Germany? Is the Soldier a citizen of Turkey or a dual U.S./Turkish national?
Is the Soldier a former prisoner of war or hostage? If yes, list the country or countries where the Soldier was held captive. Is the Soldier a former Peace Corps member? If Yes, list the country or countries where Peace Corps service was performed.
Does the Soldier have a pending or approved request for noncombatant status as a conscientious objector per AR 600-43? Is the Soldier pregnant? Has the Soldier given birth within the last 6 months? Has the Soldier been awarded adoption placement within the last 6 months?
If enlisted, has the Soldier completed initial entry training? If a warrant officer, has the Soldier completed the Warrant Officer Basic Course, and is the Soldier MOS qualified? If a commissioned officer, has the Soldier completed an Army Officer Basic Course?
More rules for DA Form 5123
For use of this form, see AR 600-8-101; the proponent agency is DCS, G-1.
The gaining unit will complete this form by checking for the presence of each document.
Confirm whether or not each document is present by checking "Yes" if the document is present and "No" if the document is absent.
Sources
[1] DA Form 5123 (FEB 2015), In- and Out-Processing Records Checklist, U.S. Army (the Official source link on this page).