Dd Form 2861 PDF Details

In the world of record keeping, efficiency and accessibility are paramount. Among the tools designed to enhance these qualities is the DD Form 2861, a key instrument for creating a streamlined, effective cross-reference system within organizations. This form assists in organizing documents that contain multiple names, numbers, or subjects that necessitate filing under various categories. By making use of the DD Form 2861, the preparation and retrieval of records become significantly more manageable, reducing the time and effort spent searching through files. It directs the preparation of cross-reference sheets when documents cannot be duplicated for filing under each pertinent subject and outlines the proper identification of such records, including the date, recipients, and a brief summary of the contents. Moreover, the form plays a critical role in maintaining continuity by facilitating the attachment of documents removed from cut-off files to current correspondence, ensuring a seamless information flow. Balanced against the cost of time and resources, the form proves an invaluable asset for achieving better results from record-keeping efforts, establishing sharper criteria for what needs cross-referencing and leveraging paperwork by-products to simplify the task. Designed with practicality in mind, the DD Form 2861 ensures more reliable file services, catering to the specific needs of those requiring access to filed materials, all the while avoiding excessive cross-referencing.

QuestionAnswer
Form NameDd Form 2861
Form Length5 pages
Fillable?No
Fillable fields0
Avg. time to fill out1 min 15 sec
Other namesconstituent, crossreferencing, enc, dd form 2861 fillable

Form Preview Example

CROSS-REFERENCE

1.CROSS-REFERENCE (Name, number, or subject under which this form is filed)

FORMS 1 - 4

COMPLETED

SAMPLE

FORM

(Illustrates a subject cross-reference topic under

which this form is filed)

2. IDENTIFICATION OF RECORD

a.

DATE

20010201

 

(The date of the document also serves as

 

the filing date of the form)

 

 

 

 

 

 

 

 

 

b.

TO

J. Smith, Director, El Paso, Tex.

(Organizational titles or location may be used

 

 

 

 

c.

FROM

R. Henry, Records Management Officer

to identify whom a letter is to or from)

 

 

 

 

 

 

 

 

d.

BRIEF

Comments on inspection or records management procedures in offices; explains advantages of and

 

SUMMARY

recommends installing DD Form 2861, Cross-Reference form, sample enc.

 

OF

 

 

 

 

 

CONTENTS

 

(Use understandable abbreviations in summarizing the contents of documents,

 

 

 

 

 

 

or in indicating organizational titles or locations in the "To" or "From" captions)

 

 

 

 

 

 

3.FILED (Name, number, or subject under which the document itself is filed)

ORGANIZATION AND METHODS 5 - 1

(Illustrates a subject topic under which the record could be filed)

INSTRUCTIONS FOR USING CROSS-REFERENCE SHEETS

Prepare Cross-Reference sheets when (1) a document contains more than one name, number or subject under which it should be filed, and (2) sufficient copies of the record itself are NOT available for this purpose.

SINGLE CROSS-REFERENCE - Select first sheet from pad, enter cross-reference caption in open space

opposite .

TWO CROSS-REFERENCES - Select first two sheets from pad, enter first caption in open space opposite , enter second caption in a shaded space that matches the open space on the second sheet.

THREE CROSS-REFERENCES - Select first three sheets from pad, enter captions in all three spaces provided.

SPECIAL USE OF CROSS-REFERENCE SHEETS

A single Cross-Reference sheet can be used as a Continuity Reference when correspondence is removed from a cutoff file and brought forward and attached to correspondence in a current file.

1.Use the "Cross-Reference" space to enter the subject from which the document was removed.

2.Identify the document as illustrated above.

3.Use the "Filed" space to describe the letter to which this document is being brought forward, including the subject and date. Also show the "To" and "From" of the latest letter if it is different from the letter being brought forward.

DD FORM 2861 INSTRUCTIONS, JUN 2003

REPLACES OPTIONAL FORM 21, WHICH IS OBSOLETE.

GUIDE TO EFFECTIVE CROSS-REFERENCING

An effective cross-reference system should be developed according to definite plans, and not be allowed to grow haphazardly. Essential considerations in a cross-reference system are:

Written instructions should be prepared and distributed to each person who refers to files for information and to each person who services files.

The amount of cross-referencing is governed by the needs of persons who call for files data. As in other administrative procedures, the rule of economy also applies in controlling the amount of cross-referencing. A careful balance should be maintained between too little and too much cross-referencing.

Officials who call for files materials should be able to depend on consistency in the kind and amount of cross-referencing that is performed.

Cross-references should be sufficiently descriptive to make them completely clear as to the documents they refer to.

Persons experienced in the field have found the following guides to be useful in developing effective cross-reference systems:

GUIDES

1.CONSIDER THE NEEDS OF PERSONS REFERRING TO THE FILES. The needs of persons who call for materials from the files vary. Therefore, these individuals should take an active part in indicating the references that will be needed. For example, based on their experience and understanding of programs, they are best able to show the files employees the materials that should be cross-referenced to policy, precedent, or other category.

2.BALANCE COST AGAINST USE. The quantity of cross-references which should be made must be determined by relating cost (time) required to prepare and file cross-referenced forms to the time that would be required to search a file if no cross-references existed. For example, experience shows that as much as 5 to 10 minutes may be required to prepare, sort, and file one cross-reference. On the other hand, some searches for records for which there are no cross- references, may take 1 hour. It should be borne in mind that many cross-reference sheets are never referred to after being prepared and filed.

3.USE EXTRA COPIES OR "QUICK" COPIES WHERE

POSSIBLE. Extra copies or copies produced on quick-copy machines are the best kind of cross- reference, since they are complete in themselves, and they avoid writing additional pieces of paper. Many procedures can be arranged to get extra copies, at very low cost, of material that will be cross-referenced. Cost is always checked before going to extra or quick copies.

PRACTICAL PURPOSES SERVED

1.BETTER RESULTS FROM TIME AND EFFORT are obtained. Certain documents must always be cross- referenced, while other papers need never be cross-referenced. For example, Congressional corres- pondence is usually cross-referenced by sender's name, by subject, and often by constituent's name. On the other hand, personnel transactions, vouchers, and certain reports usually need no cross-referencing.

a.SHARPER CRITERIA are available to files personnel. Establishment of firm policies as to what does and what does not require cross- referencing, permits files personnel to process large volumes of material in bulk, without reading every document to decide whether or not cross-referencing is needed.

b.PAPERWORK "BY-PRODUCTS" are used to simplify the task of making cross-references. Full use is made of extra copies, quick copies and similar materials.

2.MORE RELIABLE FILES SERVICE is provided. The system is responsive to the needs of persons asking for materials from the files. Excessive cross- referencing is avoided, yet sufficient cross-references are in the files to assure fast, accurate, and consistent files reference service.

The foregoing guides have been developed by the National Archives and Records Service, Office of Records Management, General Services Administration.

DD FORM 2861 INSTRUCTIONS (BACK), JUN 2003

CROSS-REFERENCE

1.CROSS-REFERENCE (Name, number, or subject under which this form is filed)

2. IDENTIFICATION OF RECORD

a.DATE

b.TO

c.FROM

d.BRIEF SUMMARY OF CONTENTS

3.FILED (Name, number, or subject under which the document itself is filed)

 

 

 

 

DD FORM 2861, JUN 2003

Page 1 of 3 Pages

CROSS-REFERENCE

1.CROSS-REFERENCE (Name, number, or subject under which this form is filed)

2. IDENTIFICATION OF RECORD

a.DATE

b.TO

c.FROM

d.BRIEF SUMMARY OF CONTENTS

3.FILED (Name, number, or subject under which the document itself is filed)

 

 

 

 

DD FORM 2861, JUN 2003

Page 2 of 3 Pages

CROSS-REFERENCE

1.CROSS-REFERENCE (Name, number, or subject under which this form is filed)

2. IDENTIFICATION OF RECORD

a.DATE

b.TO

c.FROM

d.BRIEF SUMMARY OF CONTENTS

3.FILED (Name, number, or subject under which the document itself is filed)

 

 

 

 

DD FORM 2861, JUN 2003

Page 3 of 3 Pages

How to Edit Dd Form 2861 Online for Free

You can easily obtain documents with the help of our PDF editor. Changing the constituent file is easy in case you try out the next actions:

Step 1: Hit the "Get Form Now" button to get started on.

Step 2: Once you've entered the constituent editing page you'll be able to discover the whole set of options you'll be able to carry out concerning your file from the top menu.

These areas are what you will need to fill out to receive the finished PDF file.

af pubs dd form 2861 spaces to fill out

Provide the necessary information in the segment.

stage 2 to entering details in af pubs dd form 2861

In the segment discussing IDENTIFICATION OF RECORD, a DATE, b TO, c FROM, d BRIEF SUMMARY OF CONTENTS, and FILED Name number or subject, you are required to write down some necessary data.

IDENTIFICATION OF RECORD, a DATE, b TO, c FROM, d BRIEF SUMMARY OF CONTENTS, and FILED Name number or subject in af pubs dd form 2861

Inside of section IDENTIFICATION OF RECORD, a DATE, b TO, c FROM, d BRIEF SUMMARY OF CONTENTS, and FILED Name number or subject, identify the rights and responsibilities.

af pubs dd form 2861 IDENTIFICATION OF RECORD, a DATE, b TO, c FROM, d BRIEF SUMMARY OF CONTENTS, and FILED Name number or subject blanks to fill

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