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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
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