State Records
Management Manual for Illinois State Agencies
Forms are the most widely used type
of record. In most offices 75-90 percent of all records are forms of
some sort. They serve as the major means of communicating
information in a methodical, standardized and repetitive way. Forms
often guide the flow of work through an office or agency and
facilitate the rapid collection and transmittal of information in
compact form.
However, agencies often have too many
forms. Frequently, these require an excessive amount of information;
tend to confuse, slow down and increase the chance of error by the
user. Also, many are retained longer than necessary. While the cost
of producing forms seems to be the primary concern of most agencies,
it is currently estimated that for every dollar spent on paper and
printing, $20 is spent for processing, storing and handling.
Records managers should establish
forms control procedures as part of their total records management
program. These procedures should involve routines for designing,
ordering, storing, distributing, reordering, reviewing and disposing
all of their agency’s forms. The retention period for each form
should be determined when the form is created.
The objectives of a forms management
program are:
- controlling the
design, issuance and use of forms in an entire agency;
- analyzing the cost
of forms in relation to the value of the information provided;
- establishing
standards for uniformity and simplicity of forms;
- improving the
appearance and functional efficiency of forms;
- eliminating
unnecessary forms and unnecessary items on forms;
- consolidating
forms serving similar purposes at various levels of operation to
prevent
- overlapping and
duplication; and
- determining
appropriate methods of form reproduction, stocking and
distribution.
An effective forms management program
will make your office more efficient while reducing your labor,
material and storage costs. For more information on forms management
and design, please contact the Forms Management Section of the
Department of Central Management Services at (217) 782-8035.
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