Policy 9.3 - Forms Management

Effective Date: 31-Jul-97
Responsible Branch: Information Management Group

Management Services Volume Table of Contents | Amendment Log

Scope

This policy provides guidelines for the effective management of all Ministry forms.

Policy

The use of unnecessary, non-standard, or poorly designed forms interferes with efficient administration, and creates confusion among staff, industry, and the general public. The creation and use of forms must be controlled so the administrative workload can be reduced and simplified.

The management of all forms, including development, implementation, review, deletion, and control, will be coordinated by the Information Management Group.

The form custodian is responsible to meet the requirements of the Freedom of Information and Protection of Privacy Act and to ensure legality.

Objectives

For effective forms management, the Information Management Group will strive to meet the following objectives:

• minimize the number of forms necessary for Ministry operations
• control the creation and proliferation of forms, and eliminate the production of forms on photocopy machines
• prevent repetition of different forms for the same purpose, and eliminate redundancy of information on forms
• evaluate the functions and effectiveness of current and proposed forms
• maintain a catalogue and cross-referenced index of all forms
• design new forms to ensure completeness, simple processing, and conformity with standardized requirements of the B.C. government's Visual Identity Program
• minimize printing and processing costs
• review existing forms from other Ministries and government agencies which may be adapted for use by the Ministry of Forests
• control disposal of obsolete and redundant forms

Form Numbers

All official Ministry forms will be assigned and imprinted with a form control number which is recorded in an official catalogue and index. No form without a number will be used for official Ministry business.

Forms that are required for a one-time, temporary use will be identified by a separate FS control number with a T prefix.

Form Sponsors

Each Ministry form will have a Branch Director or Regional Manager as a sponsor. The sponsor will review each form to ensure accuracy and completeness of content, and will direct procedures used for each form.

References

• Freedom of Information and Protection of Privacy Act