MOD Form 4 Document Controlling Record

MOD Form 4 Purpose: –Provides a method of control in addition to the Form 3, Register of Supply Actions, to ensure completed forms are traceable from the time of initiation until completed. Each form initiated by a unit is recorded in this register and each form thereby given a unique number used to identify it when needed. Importance: –The MOD Form 4 is the form which will enable tracking of documents through the supply system and allow for status checks on where each document is in the process.

The Sequence Number (Block 1) It is always 4 digits and starts with 0001 at the beginning of the year and continues in sequence until the end of the year. The Solar Chronological Date (Block 2) Enter the date that you are entering the information onto the MoD Form 4. This should be completed the same date that you are giving the document to the person that will sign for it. Example 6200 The Solar Date (Block 3) Enter the date that you are entering the information onto the MoD Form 4. This date should be the same as the Solar Chronological Date. Example 14/7/1386

Name of Form (Block 4) Enter the Numerical designation of the Form that you are giving to the individual. Example MoD Form 14 Number of Form (Block 5) Enter the consecutive number for the particular form being entered. This will be the first Serial Number from block 5 on the MoD Form 14. Example If you have 2 MoD 14s with 2 items on each then the first MoD14 will have serial number 0001 & 0002,and the second MoD 14 will have 0003 & Then you will enter 0001 for the first entry and 0003 for the second entry. Date of Document (Block 6) Enter the date the form was initiated. This will come from block 1 on the MoD Form 14. Example 6200

Number of Copies (Block 8) Enter the number of copies of the form. Example 2 Signature’s Receiver (Block 7) The person that is receiving the completed form will sign here.

(Block 9)File Location Enter the location that the completed form is filed. This is where the unit is keeping their copy of the Form that they are submitting. Example MoD Form 4 Binder Additional Data (Block 10) Enter any additional information. Recommend that you put the MODDAC for the requesting unit. Example W94HO4

The Commander of the Unit will initiate the register with a statement establishing the date; authority, unit and certify it with their signature. This will be filed in the front of the book. On the last page for the year the Commander will close the book with their Signature and Date. The MoD Form 4 is kept by Calendar Year. The numbers start with 0001 and will run consecutive until the last day of the year. The MoD Form 4 is used to document each form that is submitted to someone. A separate line will be filled out for each document.

Additional Information The MOD Form 4 tracks the MOD Form 14 itself, not each item requested on the MOD Form 14. Each form initiated by a unit is recorded in this register and each form thereby given a unique number used to identify it when needed. The MOD Form 4 should be kept in a bound book or binder

Additional Information A new register is initiated at the beginning of each year. The CC initiates each register with a statement establishing the date, authority, unit and use of the particular register and certifies it with his signature. If additional volumes are required during the year, the commander will use the last available page to close the volume, record the date of closure and sign it. Upon initiation of an additional volume, the CC will make reference to the previous volume in addition to the standard data. The Form 4 will be kept in the same place as the Form 3.

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