Steps involved in forms control programme
The office should take the following steps to exercise control over the forms.
1. Centralization of Forms Control
A centralized authority can be created to exercise forms control. The authority may be vested with an individual or a committee. An individual can control office forms in a small size office. If an office grows, a committee will be formed to exercise forms control.
In case of large size organization, a separate department can be created for forms control. This may be designated as Forms Control Department. The centralized authority, which may be an individual or a committee or a department, shall have the powers to decide the matters with regard to introduction of forms, time of their introduction, their design, printing and supply and the like.
2. Preparation of Forms Register
Specimen copies of all types of forms are filed as a booklet, which is called Forms Register. Forms Control Section, Department, or a responsible officer should do the preparation of forms register. It is prepared and maintained for future reference.
3. Obtaining a List of Office Procedure and Routine
The use of forms is closely connected with the office procedures and routine. Hence, it is the duty of Forms Control Department or section to prepare a list of office procedures and routine. If there is any change made in the office procedures and routine, in the light of this, the forms design may be changed. Then, these forms are classified and marked according to the needs of office procedures.
4. Investigation and Analysis
Before printing of forms, all forms should be carefully verified to fine out the need of eliminating or adding or changing of any word(s) and rewriting or improving of any sentences.
5. Printing and Reproduction of Forms
Once a form has been decided, then, the responsible officer has to decide on the method of its printing or reproduction. The forms may be cyclostyled or printed because of the number of forms required. Besides, some other factors have also been considered. They are quality of paper, complexity of design, size and the like.
There must be a prior approval of the concerned departments before printing or reproduction of forms. Then, the responsible officer has to place an order for the printing of forms.
6. Re-organization of Forms
The forms have to be scrutinized at regular intervals for the purpose of elimination of obsolete forms and introducing some changes in the forms. Forms control officer should get prior approval of the concerned department head before the elimination of any form.
Likewise, changes are also to be introduced in any form after getting confirmation from the concerned departmental head. The changes should be noted in the concerned form, which is kept in the Forms Register. Then, the form is ordered for printing.
Standardization is the process in which size, quality, design, colour of paper and layout of the forms etc. are standardized. The forms control programme may affect the standardization. Even though, standardization is necessary. Both standardization and forms control are helping the organization in reducing cost and in eliminating confusion.