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Forms Management Records - 14261_104
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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