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Forms Management Records - 14260_65
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ARRANGEMENT AND CONTENTS.–  Figure 5-1 shows a forms file arranged in numerical order by SSICs. Nonlocal forms are tiled in folders labeled with their basic SSIC; that is, all nonlocal forms in the 4700 subject group would be filed together, and the folder placed in numerical order in the file drawer. A separate folder is prepared for each local form. It is   labeled   with   (1)   the   originator’s   authorized abbreviation,  (2)  the  SSIC,  (3)  the  consecutive  number, and (4) the title of the form; for example, SIMA PAC 4700/1-Job  Order.  As  mentioned  previously,  the  folders are filed numerically by SSIC and consecutive number behind the folders containing nonlocal forms in the same subject  group.  Dividers  or  dummy  folders  may  be labeled and used to separate subject groups for which nonlocal  forms  are  not  available. Each  folder  of  local  forms  should  contain  the following: A copy of the directive prescribing the form or furnishing instructions for its use (or a reference to the directive if it is in manual form or otherwise unavailable) A copy of the approved design Printing  requisitions  and  specifications A copy of the printed form and any subsequent revisions A  reproducible  copy,  if  pertinent A record of the cost of the form; that is, printing, designing,  and  procedural  analysis  costs Table  5-1.-Highlights  of  Forms  Management EACH  NEW  FORM  (NEW  OR  REVISED)  AND  RELATED  PROCEDURE Examined Is the form necessary? Could  it  be  eliminated  entirely? Could it be combined with other forms? Does the use of the form justify the cost? If the form is necessary: Does  it  provide  adequate information? Does it include any unnecessary information? Does  the  content  duplicate  other forms? Is the procedure for collecting and furnishing the information the eestfor  the  particular  situation? Is the procedure for using the completed form the simplest possible? Is the form design the most efficient for both entering the informa- tion and using it? Are the instructions clear and complete? IS  IT  NECESSARY? Evaluated If some criteria are not met: RECOMMENDATIONS    MADE FOR  DISAPPROVAL  OR MODIFICATION After consultation with: Requiring  office Preparing  office(s) Using  office(s) Others  concerned If all criteria are met: APPROVED WILL IT DO THE JOB? 5-4 Followed Up FOLLOW-UP AND CONTINUING SYSTEMATIC   REVIEWS To ensure proper installation of proposed  plans To  determine  modifications  or improvements  to  meet  changing conditions To determine continuing need IS IT WORTH THE COST?

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