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Establishing and Operating the Forms Management Function - 14261_103
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Arrangement and Contents - 14261_105
from   each   department,   division,   or   other organizational    component. Such representatives act as liaison with the forms management officer. These representatives  assist  the  forms  management officer  in  various  capacities.  They  may  act  as liaison  for  the  submission  of  proposed  new  or revised   forms.   They   may   be   responsible   for assisting  in  reviews  and  analyses  of  existing and  proposed  forms  and  related  procedures within   their   organizational   units.   They   may often  design  the  final  form.  The  operational knowledge  provided  by  the  representatives  in their  liaison  duties  speeds  up  the  process  of analysis  and  helps  ensure  division  acceptance of   proposed   improvement. 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 Identification    Codes, S C N A V I N S T 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: l   Get   all   the   facts;   that   is,   collect   all pertinent  information  concerning  the  form  and procedure  under  study. l  Subject  the  facts  to  detailed  analytical questioning. l   Evaluate the r e s u l t s    of such questioning and develop the necessary solution to  the  problems  revealed  by  the  questioning. l  Install  and  test  the  solutions. Follow up to see that the recommended   solutions   are   continuing   in effectiveness. FORMS   MANAGEMENT   RECORDS Analyzing forms   and   their   related procedures requires the use of an accurate and workable  record  of  forms  in  the  activity.  This record  is  not  the  complete  solution  to  effective forms management operation, but rather a tool with  which  information  can  be  obtained  and systematic  analyses  can  begin. Collecting Samples of Forms As   discussed   earlier,   copies   of   all   forms used  in  the  activity  need  to  be  collected.  The most   satisfactory   method   of   collecting   the 7-8

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