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Forms Management Records - 14261_104
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Yeoman Basic
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Discontinued Forms
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  they  use,  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.   They  should  also  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  SSICs 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  SSICs,  they  should  be  placed  in  one file.   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  may  be consolidated,  standardized,  or  eliminated  if duplication  exists. Activities  will  gain  maximum  benefits from  the  file  by  assigning  one  person  the  job of  keeping  the  file  up  to  date.  That  person can  then  add  new  or  revised  forms  and  weed out  obsolete  ones. ARRANGEMENT   AND   CONTENTS Local  forms  should  be  arranged  and  filed in  numerical  order  by  SSICs.  Nonlocal  forms are   filed   in   folders   labeled   with   their   basic SSIC;  that  is,  all  nonlocal  forms  in  the  4700 subject  group  are  filed  together  in  one  folder. The  folder  is  then  placed  in  numerical  order in  the  file  drawer. A   separate   folder   is   prepared   for   each local  form.  It  is  labeled  with  the  originator’s authorized    abbreviation, the   SSIC,   the consecutive  number,  and  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: l  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) l  A  copy  of  the  approved  design l   Printing   requisitions   and   specifications l  A  copy  of  the  printed  form  and  any subsequent  revisions l   A   reproducible   copy,   if   pertinent l  A  record  of  the  cost  of  the  form;  that is, printing, designing, and procedural analysis costs l   Related   papers,   analyses,   surveys,   or memoranda  pertaining  to  the  form  or  related procedures; information   on   contemplated revisions;  or  other  data CROSS-REFERENCE Regardless   of   your   efforts   to   consolidate related  information  into  one  form  to  serve  a variety  of  purposes  or  functions,  two  or  more forms  may  still  be  required.  Under  this condition,  similar  SSICs  will  probably  be  used (though  not  required)  for  each  form.  Periodic review  or  the  revision  or  cancellation  of  any one  of  these  related  forms  may  require  similar action   with   the   others.   A   cross-reference   to 7-9

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