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Notice to Departments
To make sure departments submit all
reports when due, a command should have a
system for alerting them in sufficient time
before the actual due date. This may be done
in one or both of the following ways:
l Adding a list of all the reports due the
following week to the command’s weekly list
of overdue reports/correspondence. This is a
recommended
practice
for
improving
timeliness in reports submissions.
l Providing a reports tickler card to
offices preparing reports. This can stimulate
good two-way communication between the
departments concerned and the reports control
office.
FORMS
As a YN3 or YN2, you should be
acquainted
with
the
Navy’s
forms
management system. This system is set up to
design, order, and account for forms used by
your command. As you become more senior
and begin to take on more responsibility, the
management of forms within a command may
become part of your duties.
For the Navy’s purpose, the term form is
defined as all printed or duplicated material,
regardless of the method of reproduction, that
contains predetermined blank spaces for the
insertion of information by hand, typewriter,
or other business machine.
IMPORTANCE OF FORMS
The need for forms is well established.
They are vital to the effective management of
your office and your command because they
provide information for formulating policy,
controlling and improving operations, and
evaluating performance.
Operations often
depend on forms. Forms guide the movement
of materials, the performance of services, the
authorization for expenditures,
and the
payment of money. They provide a basis for
clerical and executive actions; they serve as
historical references and records.
They are
the orders, financial accounts, and portions of
the reports by which government operates.
OBJECTIVES OF
FORMS MANAGEMENT
The objectives of forms management at
the command level are as follows:
l To make sure necessary forms and
related procedures are developed and designed
to make the maximum contribution to the
command’s mission
c To eliminate unnecessary and duplicate
forms and, as appropriate, consolidate those
serving like or
similar functions using,
wherever practical, the higher echelon form.
RESPONSIBILITIES FOR
ADMINISTRATION OF FORMS
MANAGEMENT
The Department of the Navy Forms
Management Program,
SECNAVINST
5213.10, sets forth principles, techniques, and
methods in establishing and administering the
forms management program; improving forms
and related procedures through analysis;
designing forms to Navy standards; and
training personnel in forms management. It is
considered to be the primary guide for forms
design
standards and criteria for the
Department of the Navy (DON).
The Chief of Naval Operations (CNO)
exercises overall supervision of the forms
management program for the DON, according
to the policies and standards established by
the Secretary of the Navy.
The CNO’s
responsibilities are the following:
7-6
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