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l Develop and coordinate the overall
program
l Serve as the single point of contact
and liaison with the Office of Secretary of
Defense, other components of the Department
o f D e f e n s e ,
t h e G e n e r a l
Services
Administration, and other federal agencies on
forms management matters
l Provide related technical guidance and
assistance to the Office of the Secretary of the
Navy and the DON staff offices
l Develop and publish concepts, guides,
techniques, and information for conducting the
program, including standards of design and
analysis of forms and related procedures
Under the CNO; the Chief of Naval
Material; and the Commander, Naval Supply
Systems Command, the Navy Publications and
Printing Service Offices (NPPSO) have the
following responsibilities:
l
Provide
for
the
printing
and
procurement of forms, including liaison for
stocking and distribution
l R e c o m m e n d c o n s o l i d a t i o n or
standardization of existing forms wherever
economy can be realized
l Provide forms design service to ashore
activities and fleet commands that do not have
such capability or available service
l Provide forms design training for the
DON
E a c h c o m m a n d is
responsible
for
establishing
and maintaining a
forms
management program.
Forms management
positions must be established and staffed with
trained personnel.
A clearing point must be
maintained to review and approve proposed
forms, formats,
and directives or other
issuances distributing or requiring forms. In
addition, design assistance and guidance for
forms and related procedures must be
provided.
ESTABLISHING AND OPERATING THE
FORMS MANAGEMENT FUNCTION
As the first step in establishing the
function in the activity, the commanding
officer (CO) issues a directive that states the
objectives of the function. The CO assigns
responsibility to one organizational unit for its
administration.
Locating and Staffing
a Forms Management Offie
The forms management office should be
established on the same level, and usually
within the same organizational unit, as other
management functions for the following
reasons:
l The establishment of this office is, and
should be considered as, an integral part of
the activity’s total management improvement
effort.
l A study of forms normally involves
change in procedures, records systems, and
reports or other phases of management
improvement.
l Forms management can and should
complement other management improvement
programs.
l The analytical capabilities required for
forms analysis can be found most readily in
an organizational unit responsible for total
management improvement.
The number and complexity of the forms
and related procedures in
an activity
determine the number of personnel assigned
on a full-time or part-time basis to the forms
management function.
In a large activity, it may be beneficial to
appoint a forms management representative
7-7
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