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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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