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Establishing and Operating the Forms Management Function - 14260_64
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Arrangement and Contents - 14260_66
Operating  the  Forms  Management Function As  the  first  step  in  the  operation,  the  forms management  office  must  obtain  a  complete  picture  of the forms situation of the activity. To do this, the forms management  office  collects  copies  of  and  information on all forms used in the activity. The forms include those initiated by the activity and those prescribed by other  sources  and  used  by  the  activity.  These  records are  numbered  according  to  the  Department  of  the Navy  File  Maintenance  Procedures  and  Standard Subject ldentification Codes (SSIC),  SECNAVINST 5210.11D, and arranged by function in a file. The file brings  together  data  in  one  place  to  simplify  the evaluation,   combination   improvement,   and elimination of forms. Reviewing New or Revised Forms Analysis is made not only of existing forms but also of all proposed new or revised forms. The proposed forms and the directives prescribing them or instructions for  their  use  are  submitted  to  the  forms  management office  for  review  before  issue. The  forms  management  office  should  stress  its readiness and ability to assist in the developmental stages  of  the  new  or  revised  form.  By  assisting  in the   initial   development   of   the   form   along   with related  procedures,  the  forms  management  officer can  more  readily  understand  problems  that  may arise   and   contribute   to   the   development   of solutions. Continuing Review of Forms The  forms  management  plan  emphasizes  a continuing  review  of  forms  and  related  procedures preferably on an annual basis. To establish the most effective new forms and procedures and to analyze and improve existing forms and procedures, follow these steps: . Get all the facts; that is, collect all pertinent information  concerning  the  form  and  procedure under  study. .   Subject   the   facts   to   detailed   analytical questioning. .  Evaluate  the  results  of  such  questioning  and develop  the  necessary  solution  to  the  problems revealed  by  the  questioning. . Install and test the solutions. l  Follow  up  to  see  that  the  recommended  solutions are  continuing  in  effectiveness. Table 5-1 shows some of the important highlights of forms management. FORMS MANAGEMENT RECORDS To analyze forms and their related procedures, it is essential to have an accurate and workable record of forms in use in the activity. This record is not the complete  solution  to  effective  forms  management operation, but rather a tool with which you can obtain information  and  begin  systematic  analyses. Collecting Samples of Forms As  discussed  earlier,  it  is  necessary  that  copies  of all forms used in the activity are collected. The most satisfactory  method  of  collecting  the  samples  is  by obtaining them from all organizational components, despite the fact that there will be duplicates. Organizational  components  should  submit  a  copy of  each  form  it  uses,  both  local  and  nonlocal.  It  is essential  that  the  organizational  units  write  on  each  form the name of the office using the form and the estimated annual usage and attach copies of any directives that prescribe the form or furnish information for its use. If the instructions for the form are part of a manual or publication,  only  the  reference  to  the  manual  or publication  need  be  noted. Filing Forms by Standard Subject Identification Codes When  samples  of  forms  have  been  collected,  they are identified and filed. The SSIC is used to identify and number all the forms. When the forms are identified and assigned SSIC numbers, they should be placed in one tile. Identifying and filing forms by subject or function bring together all those having similar problems. This permits comparison of proposed and existing forms with all other similar or related forms.  Thus, forms maybe consolidated,  standardized,  or  eliminated  if  duplication exists. To gain maximum benefits from the file, you should assign one individual the job of keeping the file up to date by adding new or revised forms and weeding out obsolete  ones. 5-3

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