AF Form 614A Charge Out Record – Guide & PDF Download

AF Form 614A Charge Out Record – Guide & PDF Download – AF Form 614A, officially titled Charge Out Record (Continuation), is a vital U.S. Air Force document used in records management. It tracks the removal, loan, and return of physical files, folders, or documents from official filing systems.

Air Force members, especially records managers, administrative personnel, and office custodians, rely on this form (along with the primary AF Form 614) to maintain accountability, prevent loss of critical records, and ensure compliance with Department of the Air Force records management policies.

What Is AF Form 614A Used For?

The form serves as a continuation sheet for the standard AF Form 614. It records multiple charge-outs when a single primary form lacks enough space. Key purposes include:

  • Documenting when a file or record is removed from its official location.
  • Identifying who (name, office symbol, title) has the record and their contact details.
  • Tracking the date charged out and (when returned) the date returned.
  • Maintaining an audit trail for physical records to support audits, inspections, FOIA requests, or legal holds.

Official guidance comes from AFI 33-322, Records Management and Information Governance Program (with updates as recent as 2025). This instruction requires using AF Form 614 or 614A when removing physical records from files. A placeholder form stays in the file folder to show the record’s current location.

Key Fields on AF Form 614A

The form is straightforward and tabular. Main sections include:

  • Description of Document(s): Date of document(s), Title/File Code/Subject, Number or Other Identification.
  • Charged Out To: Name, Office Title or Symbol, Telephone.
  • Date Charged Out.
  • Date Returned (filled when the item comes back).

AF Form 614A is marked “MAY 71” (May 1971 edition) and functions as a multi-entry continuation sheet.

Who Needs AF Form 614A?

  • Base and unit records managers.
  • Administrative support staff handling official files.
  • Personnel in offices of records (including those managing classified or sensitive materials).
  • Anyone responsible for physical file custody under Air Force records programs.

Proper use supports broader compliance with federal records laws (e.g., 36 CFR Chapter XII) and Air Force policy on information governance.

Step-by-Step: How to Fill Out AF Form 614A?

  1. Identify the Record — Enter the exact date, title/subject, file code, or unique identifier of the document/folder being charged out.
  2. Charged To Information — Provide the full name, office symbol/title, and phone number of the individual or unit receiving the record.
  3. Date Charged Out — Record the current date when the file leaves its location.
  4. Place the Form — Insert the completed AF Form 614/614A in the original file location as a placeholder.
  5. Return Process — When the record returns, note the return date and remove or update the charge-out form. File it appropriately for audit purposes.

Tip: Always use the most current official PDF from e-Publishing to ensure compliance. Handwritten or typed entries must be clear and legible.

Download Official AF Form 614A

Direct PDF Download (Official Source):
https://static.e-publishing.af.mil/production/1/saf_cn/form/af614a/af614a.pdf

Visit the official Air Force e-Publishing website for the latest forms and publications. Search by form number “614A”.

Note: AF Form 614 is the primary single-sheet version; 614A is the continuation sheet. Use both as needed for larger volumes of records.

Best Practices and Compliance Tips (2025–2026)

  • Conduct regular inventories and reconcile charge-out records quarterly.
  • Integrate with the Air Force Records Information Management System (AFRIMS) where possible.
  • For electronic records, follow updated guidance in AFI 33-322 and related DAF Guidance Memorandums.
  • Train all personnel with access to official files on proper charge-out procedures to avoid lost records or inspection findings.
  • Retain completed charge-out forms according to the Air Force Records Disposition Schedule.

Maintaining accurate charge-out records protects mission-critical information, supports accountability, and reduces risks during audits or legal proceedings.

Frequently Asked Questions (FAQ)

Q: Is AF Form 614A still current?
A: Yes. It remains referenced in current AFI 33-322 guidance (as of 2025 updates).

Q: Can I use a digital version?
A: The official form is PDF-fillable where supported, but physical records typically require a printed placeholder in the file.

Q: Where can I find training on records management?
A: Check your base records manager, AFRIMS resources, or official Air Force training portals.

For the most authoritative information, always refer to AFI 33-322 and the e-Publishing portal. Proper use of AF Form 614A ensures your unit stays compliant, organized, and ready.

This article is for informational purposes and is based on official U.S. Air Force sources. Policies may update—verify with current publications.