Every entry in the Defense records system exists because some decision needed a documented basis, and DD Form 1641 is one of those instruments: DD Form 1641, Disposal Determination Approval, April 2000, created to Disposal Determination Approval. The reason it carries a DD number rather than a service designation is structural — the Department maintains a single body of forms for matters that arise identically in every service, so that a record created in one component remains intelligible in another.
This is why the arrangement matters to you rather than only to the archivists. not stated governs the form throughout the Department, with not stated as the responsible office, so the record you create is legible outside your own component. Joint assignments, agency details and cross-service transactions all depend on that: the paperwork does not have to be reconstructed each time it crosses a boundary.
You are looking for edition not stated, listed as not stated. Department-wide supersession is a single event rather than a rollout, which is what distinguishes edition currency on a DD form from the same question on a service publication: nobody anywhere is still accepting the previous version out of habit.
The sequence printed on the form is the sequence in which a reviewer will read it, and the two should agree. Header data frames every entry below it; the substantive fields depend on that frame; the certification stands at the end because its whole function is to vouch for what came before. Entries made out of sequence commonly contradict entries made earlier.
Before the first entry, compare the date printed on the form face with not stated. This is not bureaucratic fussiness. Editions change field numbering, and a receiving office working from the current layout may look for information where your copy does not put it. On a Department form the exposure is wider than usual: your record may be reviewed by an office in another service entirely, one with no reason to remember what the previous edition looked like.
For an ambiguous field, read the form's own instruction, then not stated, which controls.
Download the form
Formats available: PDF, across 1 pages and about 76 fields. That several formats coexist is a consequence of scale — the Department cannot standardize the software on every desk that needs this form, so it standardizes the document instead.
Fillable and printable are not two presentations of one file but two different objects. One holds your entries as structured data within the document; the other is a static picture meant to meet a pen. Since a DD form frequently moves outside the organization that created it, the durability of the entry matters more here than on a record that stays in one drawer. Typed text reproduces indefinitely; handwriting degrades at every copy.
What the form asks for
- 1. Plant Clearance Case Number.
- 2. Date (4 digit year, 2 digit month, 2 digit day, no dividers).
- 3. Type of contract. Press space bar to mark X in first box if fixed price, second box if cost type, third box if facility, fourth box if lease, or fifth box if bailment.
- 4. Inventory Schedule Number (Attach Copy).
- 5. Type of inventory. X first box if termination, second box if residual to contract, third box if change order, fourth box if excess GFP, or fifth box if production equipment.
- 6.a. Name of Prime Contractor.
- 6. b. Address of Prime Contractor, Include Zip Code.
- 6.c. Procurement Instrument I D Number.
- 7.a. Name of Subcontractor.
- 7.b. Address of Subcontractor, Include Zip Code.
- 7.c. Subcontract Number.
- Category A. 7. Other (Specify).
- Category B. 7. Other (Specify).
- Category C. 4. Other (Specify).
- 8.a. Alphanumeric code(s), line 1.
- b. Item number(s).
- c. Acquisition cost.
- a. Alphanumeric code(s), line 2.
- b. Item number(s).
- c. Acquisition cost.
- a. Alphanumeric code(s), line 3.
- b. Item number(s).
- c. Acquisition cost.
- a. Alphanumeric code(s), line 4.
Submission follows not stated and whatever local instruction supplements it. Make a copy before the original leaves. Department forms travel across organizational lines by design, and the administrative distance that makes them useful is the same distance that makes tracing a lost one difficult.
Cross-referenced documents are found by series and number, with nothing further required. That the DD sequence is unified across the Department means a cited number identifies one form and no other, which is the practical payoff of centralizing the numbering in the first place.
Where a service form is cited in the same instruction, the two numbering systems should not be read across. DA numbering belongs to the Army and is administered by an Army proponent; DD numbering belongs to the Department and is administered by not stated or an equivalent Department office. The systems developed separately and were never harmonized, so identical digits in each identify two documents with nothing in common. The prefix, not the number, tells you which system you are in.
A form is downstream of the policy that requires it, and revision usually starts there: a directive is reissued, a collection requirement is altered, notice language is updated by statute. The form is republished as a consequence. Since none of that reaches individual users, an archived copy quietly becomes wrong, and verifying not stated each time you download is the whole remedy.
A word on what this page is. It distributes a published Department of Defense document and describes what the document contains and how it is completed. It is not the issuing authority, does not speak for one, and offers no legal advice; nothing written here determines whether a particular submission will be accepted, because that determination belongs entirely to the office receiving it. Questions of applicability, eligibility or procedure go to not stated, to your servicing personnel office, or to the office identified in not stated.
Questions and answers
- What is DD Form 1641?
- DD Form 1641, Disposal Determination Approval, April 2000
- Which edition is current?
- Not stated by the publisher
- Who is responsible for this form?
- Not stated
- In which formats can it be downloaded?