U.S. DEPARTMENT OF
AGRICULTURE
WASHINGTON, D.C. 20250
DEPARTMENTAL MANUAL |
Number: 3020-001 |
|
SUBJECT: Departmental Forms Manual |
DATE: September 16, 1991 |
|
OPI: Information Management Division Office of Information Resources Management |
||
1 PURPOSE
This manual prescribes policies, responsibilities, standards,
procedures and instructions for ordering and stocking forms used
Departmentwide.
This manual also incorporates the forms catalog
and makes it part of the Departmental Directives System.
2 AUTHORITIES AND REFERENCES
a Federal Information Resources Management Regulation (FIRMR).
b Standard and Optional Forms Facsimile Handbook.
The General
Services Administration issues a Standard and Optional Forms
Facsimile Handbook. It is a loose-leaf publication,
periodically updated by GSA that includes facsimiles of
current editions of all Standard and Optional Forms. The
handbook can be ordered from the Superintendent of Documents,
U.S. Government Printing Office, Washington, D.C. 20402.
3 SPECIAL INSTRUCTIONS/
CANCELLATION
a Form AD-640, Department Forms Catalog is rescinded.
DR 3020-1
and DR 3020-1 Amendment 1, Departmental Forms Management
Program are rescinded.
b This manual has a new listing of forms that have been entered
into the Departmental Information Locator System as new,
revised or obsolete.
c This manual contains operating instructions for the
Consolidated Forms and Publications Distribution Center.
d The initial distribution for this manual will be to holders of
the 3000 series of Departmental Directives. Additional copies
can be ordered from the Consolidated Forms and Publications
Distribution Center.
4 POLICY
a Each USDA agency and staff office must use the most cost
effective method of stocking, reproducing and ordering forms.
b Agencies must use existing forms, Standard, Optional, and AD
forms whenever they are prescribed or when their use will meet
agency needs. Agencies should not create new agency forms
unless there is a compelling reason to do so, and approval is
received from the DFMO.
c Each form used Departmentwide must be approved by the DFMO and
supported by a directive prescribing its use.
5 ABBREVIATIONS
AD - Agriculture Department (for forms use only)
CFPD - Consolidated Forms and Publications
Distribution Center
DFMO - Departmental Forms Management Officer
DILS - Departmental Information Locator System
FMO - Forms Management Officer
OF - Optional Form
OPA - Office of Public Affairs
PPMD - Personal Property Management Division, Office
of Operations
SF - Standard Form
USDA - United States Department of Agriculture
6 DEFINITIONS
a Accountable Form.
A negotiable document, usually bearing a
preprinted control number, that is used by the Government to
purchase public services or products or other items that are
used for security, control, or identification purposes.
b ADP Form.
A form designed to collect or transmit data through
Automated Data Processing systems. Included are:
(1) Paper fori.-.s designed to collect data for computer
input.
(2) Preprinted form layouts on continuous feed computer
paper.
(3) Form layouts on acetate overlays used to generate
formatted computer outputs.
(4) Programmed form layouts that are printed by computers.
c Agencies.
USDA agencies and staff offices.
d Agency Form.
A form established by a USDA agency use only
within that agency or other agencies serviced by that agency.
e Agriculture Department Form (AD).
A form originating in USDA
and used by two or more USDA agencies.
f Departmentwide Form.
A form originating in USDA or in another
Federal agency prescribed for use by two or more agencies
within USDA (includes AD, Standard, Optional, or other Federal
agency forms).
g Directive Reference.
The medium that authorized use of the
form, such as a Departmental Regulation. The reference
appears on the second line of a 2-line entry for each form.
h Electronic Form.
An arrangement of fixed data elements that
have been (1) electronically captured (scanned) or
electronically created, (2) magnetically stored (hard or
floppy disk) for use on a computer, (3) filled in on-screen or
sent to an output device (printer), and (4) electronically
transmitted in its entirety or provided for transmission of
data entered in the form.
i Exception.
Approved changes in content, format, or printing
specifications of an existing form.
j Form.
A fixed arrangement of captioned spaces designed for
entering and extracting information or descriptive material.
Certain items such as contract stipulations, instruction
sheets, notices, tags, labels, posters, envelopes, form
letters or checklists, and ADP forms are considered forms when
it is necessary to control them for purposes of reference,
printing, stocking, and distribution; to reproduce them in
quantity; or to use them with other forms.
k Forms Analysis.
The review of data elements, size, spacing,
construction, layout, and flow of information on a form to
assure the most effective design. It includes analyzing the
instructions that accompany the form.
l Form Design.
The art or science of developing a form for the
purpose of efficiently collecting data to fill a given
function or systems need. It includes construction and
layout.
m Manual.
A permanent Directive used for technical guidance or
instructions.
n Optional Form.
A form developed by a Federal agency for use
in two or more Federal agencies, and approved by GSA for
nonmandatory Governmentwide use.
o Other Federal Agency Form.
A form that originated in another
Federal agency that is commonly used by USDA agencies.
Typical Federal agency forms are those of the Office of
Personnel Management and the General Services Administration.
p Specially Form.
Any form that is more complex in design or
construction than a single sheet. Examples include multipart
carbonless sets, computerized forms, optical character
recognition forms, pads, card stock, labels and tags.
q Sponsor.
The agency responsible for issuing the form; the
office promulgating or originating the use of a form.
r Standard Form.
A form prescribed by a Federal agency and
approved by GSA for mandatory Governmentwide use.
7 ORDERING FORMS
a When ordering forms used Departmentwide, customers must use
their customer ID numbers. Following are the forms that are
used to order forms:
AD-633 - Multiuse Standard Requisitioning and Issue System
Document.
AD-687 - Forms Action Request and Notice. (Departmental Forms
and Publications)
AD-838-7 - Purchase Order
CFPDC Form 1 - Request for Forms and Publications
CFPDC Form 1A - Request for Forms and Publications
Continuation Sheet.
CFPDC Form 2 - Forms Action Request and Notice (Agency Forms
and Publications)
CFPDC Form 4 - Customer File Action Request.
SF 152 - Request for Clearance Procurement or Cancellation of
Standard and Optional Forms.
b Listed below are the Standard Forms furnished to field offices
by the Consolidated Forms and Publications Distribution
Center. Field offices must order All other Standard Forms
from GSA. Use AD-633, Multiuse Standard Requisitioning Issue
System Document.
SF-8 SF-1166 SF-3106
SF-83 SF-2801 SF-3106A
SF-91A SF-2809A SF-3107
SF-181 SF-2810 SF-3109
SF-182 SF-2811 SF-3110
SF-1103-9 SF-2824 SF-3111
c All optional forms and the forms listed below are issued to
offices in the Washington area only.
AD-582 Authorization for Restored Annual Leave
AD-778 Secretary's Memorandum - Format Guidesheet
AD-778A Secretary's Announcement Series
AD-811 Departmental Regulation
AD-811A Amendment to Departmental Regulation
AD-812 Departmental Manual
AD-812A Amendment to Departmental Manual
AD-813 Departmental Notice
AD-814 Directive Format Guide
AD-875 Guidesheet for First Page Directives
AD-1030 USDA Photographic Identification Card
SF-65A U.S. Government Messenger Envelope
(4-1/8x9-l/2)
SF-65B U.S. Government Messenger Envelope (9-3/4xl2)
SF-65C U.S. Government Messenger Envelope (12xl6)
8 RESPONSIBILITIES
a Information Management Division .
The Office of Information
Resources Management has overall responsibility for the
Departmentwide forms management program. The Departmental
Forms Management Officer will:
(1) Develop policies, procedures, standards, and guidelines
to improve the effectiveness of the USDA forms management
program.
(2) Analyze, standardize, control, and approve AD forms.
This includes:
(a) Evaluating AD forms on the basis of their content,
necessity, design, cost, estimated annual usage,
continuing effectiveness, quantity, and agreement
with the directive(s) containing instruction for
their use.
(b) Approving new and revised forms and controlling the
assignment of form numbers and edition dates.
(c) Ensuring that the most effective and economical
methods of reproducing and distributing forms are
used, commensurate with required quantity, quality,
and intended use.
(d) Canceling forms that the sponsors have determined
are no longer needed.
(e) Determining Whether AD forms are accountable forms.
(3) Establish and maintain a central historical file of AD
forms that includes at a minimum:
(a) Copies of clearance forms and supporting
documentation
(b) Copies Of previous editions of the form
(c) Copies of directives or instructions (or at
least pertinent portions) requiring that the
forms-be used.
(4) Use the ADP Perpetual Inventory System reports to monitor
forms usage and stocking quantities.
(5) Advise agencies on forms design and on establishing and
managing effective forms management programs and systems.
(6) Direct, coordinate, or conduct selective reviews of USDA
agency forms management programs.
(7) Coordinate with the Personal Property Management
Division, Office Of Operations. on all matters relating
to printing, stocking, and distribution of forms used
Departmentwide.
(8) Represent the Department in matters relating to forms
management.
(9) Coordinate forms management with other areas of
information management.
(10) Review and evaluate suggestions on all matters relevant
to forms used Departmentwide.
(11) Review and approve requests for exceptions to Standard
and Optional forms.
b The Agency Forms management
(1) Issue directives establishing agency forms management
programs and send a copy of these directives to the DFMO.
(2) Establish internal controls to assure conformity with
Departmental policies and standards, including adequate
systems for reviewing, clearing, costing, and controlling
forms.
(3) Notify the DFMO as soon as it is known that there is a
pending change to be made on an AD form, and submit
copies to the DFMO for review.
(4) Establish and maintain a central historical file of AD
forms sponsored by their agency and internal agency
forms, that includes, at a minimum:
(a) Camera copy
(b) Copies of clearance forms and supporting
documentation
(c) Copies of previous editions of the form
(d) Copies of directives or instructions (or at least
pertinent portions) requiring that the forms be
used.
(5) Use the ADP Perpetual Inventory System reports to monitor
forms usage and stocking quantities.
(6) Evaluate the forms management programs of subordinate
offices.
(7) Provide training and technical assistance to program
managers and other agency staff members.
(8) Coordinate forms management with other areas of
information management.
(9) Analyze proposed and existing agency forms.
(10) Analyze, review and approve requests for exceptions to
Standard, Optional and AD forms, before forwarding to the
DFMO.
c Sponsors of Forms.
Sponsors of forms must ensure that all
agency forms are entered into the Departmental Information
Locator System. (See section 10.)
(1) Ensure that each form they sponsor is supported by a
directive prescribing its use.
(2) Develop draft, design, and layout for the forms they
sponsor.
(3) Establish initial quantities and determine inventory
levels and reorder levels for the forms they sponsor.
(4) Develop justification statements to obtain approval for
exceptions to Standard, Optional, and AD forms.
d Personal Property Management Division.
The Office of
Operations must:
(1) Develop and maintain procedures for ordering, stocking,
and distributing forms used Departmentwide.
(2) Maintain budget and originate printing acquisition for
all forms used Departmentwide.
(3) Operate the Consolidated Forms and Publications
Distribution Center for forms used Departmentwide by:
(a) Developing and maintaining an operating budget.
(b) Establishing and maintaining a perpetual inventory
of all forms and publications by stock number and
title.
(c) Determining appropriate warehouse stock locations
and required warehouse space for each inventory.
(d) Determining the percentage of warehouse space used
for each inventory, and report warehouse space usage
percentages to the USDA Working Capital Fund Staff
for cost share determination and billing.
(e) Providing and monitoring security for accountable
forms stocked at the Consolidated Forms and
Publications Distribution Center.
e Office of Public Affairs.
The Office of Public Affairs will
provide the following services for AD forms:
(1) Upon request, provide or arrange for preparation of
camera copy.
(2) Notify the Personal Property Management Division of any
requests to print AD forms that do not have PPMD
approval.
(3) Determine where forms should be printed and arrange for
printing.
(4) Provide advice on the most effective and economical
method of printing forms.
(5) Assure that the camera copy is returned from the printer
and returned to CFPDC.
(6) The Design Division, OPA, is responsible for approving
the design of envelopes and letterhead.
9 GENERAL FORMS MANAGEMENT PRINCIPLES
a Creating New Forms.
Before creating a new form, sponsors
should ask themselves the following questions:
(1) Is the form really necessary?
(2) Can an existing form meet this need?
(3) Will the proposed form fit the present or anticipated
procedure?
(4) Will it improve operations?
(5) Will it be economical to use?
If the answers to these questions justify the creation of a
new form, sponsors should discuss their requirements with
their FMOS, who will assist them in creating the form.
b Analyzing Proposed or Existing Forms.
FMOs will analyze
proposed or existing forms to ensure that:
(1) Requesting organizations have adequately justified the
need for collecting the data and have made plans for how
it will be used once collected, and how it will be
disposed of when it is no longer needed.
(2) The form serves its intended purpose.
(3) The cost of collecting and maintaining the data does not
exceed its value.
(4) Duplication, overlap, and conflict among forms are
eliminated.
(5) All opportunities for cost-effective application of
information management technology (e.g. ADP, source data
automation, word processing, micrographics, electronic
mail, facsimile, etc.) are considered to enhance the
collection, processing, use, dissemination, and storage
of data collected on forms.
(6) The layout is logical and permits easy data entry, the
construction is cost effective, and special binding needs
such as punching, stapling, perforating, folding, and
padding, are kept to a minimum.
(7) Requests for colored ink are kept to a minimum. Printing
forms in colored ink, or printing in two or more colors,
costs more than printing in the usual black.
10 DEPARTMENTAL INFORMATION LOCATOR SYSTEM
a Overview.
DILS is a management tool designed to improve
Departmental information resources management through the
establishment of information resources inventories. The
system is subdivided into six components, one of which is
forms. The forms component will contain information on all
forms used in USDA.
b Functions.
Forms Managers have the capability to store,
update, retrieve, display and print forms and related data.
From that data, DILS will provide comprehensive or selected
reports, including forms inventories. A major feature of DILS
is the keyword concept that describes the contents of a forms
record. The system can be used to identify and eliminate
duplication and overlap of forms.
11 REQUIRED STATEMENTS
Some forms are subject to regulatory controls that require the
inclusion of certain statements.
For examples:
a Forms used for claims or certification are required to include
a declaration on the criminal penalties for deliberate
falsification. Examples of acceptable language for these
declarations are:
(1) Claim Forms: "A knowingly false claim is a criminal
offense. Title 18, U.S.C., section 1001."
(2) Forms not involving claims:
"Willful false statements on this form can be punishable
by fine or imprisonment. Title 18 U.S.C., section 1001."
or
"A willful false statement is a criminal offense. Title
18 U.S.C., section 1001."
b Forms approved by the Office of Management and Budget under
the Paperwork Reduction Act of 1980 must contain a statement
listing the burden estimate and a request for public comments.
c The Privacy Act of 1974 requires that individuals from whom
personal information is directly solicited must be advised of
the following at the time the information is requested:
(1) The authority (whether granted by statute or by executive
order of the President) that authorizes the solicitation
of the information.
(2) The principal purpose or purposes for which the
information is intended to be used.
(3) Routine uses of the information.
(4) Whether the disclosures of the information are mandatory
or voluntary and the effects on the individual for not
providing all or any part of the requested information.
Until all forms that solicit personal information from
individuals have been redesigned to include the required
Privacy Act information on the form itself, temporary
supplemental Privacy Act statement sheets must be provided to
the individual completing the form.
12 FORMS DESIGN
a Standards.
The General Services Administration requires that
forms design be consistent throughout the Federal Government.
GSA publishes handbooks that describe forms design standards,
principles, and methods.
b Sponsors of AD forms need to work with their FMO to develop an
initial draft for new AD forms or for revisions to existing AD
forms. These drafts must be reviewed and approved by their
FMO and the DFMO before camera copy is designed.
c To ensure cost effectiveness, eliminate legal size and
oversize forms by reducing them to 8 1/2 x 11 inches whenever
practical.
13 PRINTING AD FORMS
a Printing Arrangements
(1) FMOs must submit camera copy for all new and revised AD
forms to the DFMO with an original and one copy of
AD-687, Forms Action Request and Notice. No printing
requisitions for new or revised AD forms will be
processed without approval of the AD-687 by the DFMO.
(2) The DFMO will review the package, and after approval,
forward the AD-687 and camera copy to the Consolidated
Forms and Publication Distribution Center.
(3) The CFPDC will prepare the appropriate printing
requisitions, update files, and make storage
arrangements. The CFPDC will then forward the printing
requisitions and camera copy to the Office of Public
Affairs, which will then forward it to the printing
contractor.
b Printing Charges.
The Office of Operations generally pays for
printing of AD forms. 00 is reimbursed for agency use of forms
by the Department's chargeback process (Greenbook charges).
In the following instances, however, the sponsoring agency
will be charged:
(1) Changes on a form after it is received by the printing
contractor that result in increased costs.
(2) Any forms stocked at locations other than the Forms
Warehouse.
c Printing Exception.
Cut sheet AD forms, which when copied
produce quality forms, may be reproduced locally. Printing of
all other AD forms will be handled as described in section
12b.
14 STANDARD AND OPTIONAL FORMS
a General Procedure.
Subpart 201-45.
5 of the Federal
Information Resources Management Regulations establishes
policy and procedures for the use of standard and Optional
Forms. Any recommendations regarding these forms should be
discussed with the USDA forms sponsor. If the sponsoring
agency's FMO approves the recommendation, he or she will refer
the recommendation to the DFMO who will then take action as
prescribed in the subpart 201-45.5. If it is not clear which
agency has responsibility for the form, refer the
recommendation to the DFMO.
b Exceptions to Standard and Optional Forms.
Exceptions are
granted only when an agency can demonstrate that changing the
content, format, or printing is cost effective.
(1) Content exceptions are changes to the data elements of
the form such as additions, deletions, or revisions.
(2) Format exceptions are changes made by rearranging the
data elements or changing the spacing of entries on a
form without change to data elements.
(3) Printing exceptions are changes in the printing
specifications for a form (such as changes to paper,
including size, and establishment of sets and
margin-punched constructions) that result in no changes
in content or format. To make requests for exceptions to
Standard Forms, sponsors must submit an original and
three copies of SF-152, Request for Clearance,
Procurement, or Cancellation of Standard and Optional
Forms; sample copies of proposed changes; and
justification or supporting documents, to the FMO for
signature and approval. The FMO will then forward the
package to the DFMO who will review the package and,
after concurrence, will forward it to GSA for final
approval.
c Overprinting Standard and Optional Forms.
Agencies wishing to
have Standard an Options Forms overprinted must confer with
and obtain approval from their FMO, who must confer with the
DFMO. The DFMO will check with GSA to be sure that there are
no planned changes to the forms.
15 CHALLENGING FORMS
a When Forms Should be Challenged.
USDA personnel are
encouraged to critically evaluate all forms they are required
to submit or review and to recommend improvements or deletions
to their FMO. The recommendation should document the reasons
why the form is being challenged and include one or more of
the following:
(1) Identification of other forms that provide all or part of
the information requested.
(2) Explanation or description showing why the form is overly
cumbersome.
(3) Explanation of why information requested is not
available, is available only at an unreasonable cost, or
is of questionable value.
(4) Explanation of why the form has lost validity or
currency.
b How Forms Should be Challenged
(1) A user challenging an agency form should contact his/her
agency FMO, who will in turn contact the sponsor. If the
sponsor cannot justify the need for the form or the data,
the sponsor should cancel or modify the form.
(2) A user challenging an AD form should contact his/her
agency FMO, who will then contact the sponsor. If the
sponsor cannot justify the need for the form or the data,
the form should be eliminated or modified. If the issue
cannot be resolved between FMOS, the DFMO should be
contacted to resolve the issue.
Signed by:
JOHN P. KRATZKE
APPENDIX A
CONSOLIDATED FORMS AND PUBLICATIONS
DISTRIBUTION CENTER
Operating instructions
I. Introduction
The Consolidated Forms and Publications Distribution Center is
operated by the Property and Supply Operations Branch,
Personal Property Management Division, Office of Operations,
U.S. Department of Agriculture.
The following are key areas of responsibility to assist you
with any service concerns that you may have with the
Consolidated Forms and Publications Distribution Center
(CFPDC):
Operation Area (Manager) FTS or Area Code 301
Inventory Control/ Electronic 436-8450
Access
Customer Order Processing 436-8450
Shipping/Receiving 436-8450
Quality Control/Agency Liaison 436-8450
General Manager 436-5003
The warehouse operating facilities are located at the
Washington Commerce Center, 3222 Hubbard Road, Landover,
Maryland 20785. Operating hours are 8:00 a.m. to 4:30 p.m.,
Monday through Friday, except for legal government holidays.
Hereafter, the Consolidated Forms and Publications
Distribution Center will be referred to as CFPDC.
II. Purpose
The CFPDC provides inventory control, warehousing and
distribution of forms and publications for participating
federal agencies and activities by mutual agreement. These
summary operating instructions establish functional
responsibility for control of forms and publications
inventories located in the CFPDC warehouse and customer use of
the CFPDC services.
Hereafter, participating federal agencies and activities will
be referred to as user agencies.
III. Billing
Each user is billed monthly for their cost share of the
warehouse and distribution services. This cost share is
determined by the percentage of square feet a user's inventory
occupies in the warehouse for agency stored forms and for
their usage of AD and SF forms. In addition to the standard
user's cost share, an agency's request for special handling or
services will be recovered on an actual cost basis from the
requesting agency. USDA's office of Finance and Management
forwards the billing data to the National Finance Center in
New Orleans which in turn does the actual billing. For non-
USDA agencies, billings are done via the SF 1081, Transfer of
Funds. Billing inquiries should be directed to the Working
Capital Fund Staff on FTS or (202) 382- 1885.
IV. CFPDC Responsibility
A. Operate the forms and publications warehousing facility.
B. Develop and maintain an operating budget.
C. Establish and maintain a perpetual inventory of all forms
and publications by stock number and title.
D. Determine appropriate warehouse stock locations and
required warehouse space for each inventory.
E. Determine the percentage of warehouse space used for
billing purposes.
F. Provide user agency Inventory Managers daily, monthly,
quarterly, and year-end inventory statistical data
provided in item VI and VII below.
G. Provide technical assistance to user agency program
personnel.
V. User Agency Responsibility
A. Designate an Inventory Manager for control and
coordination of each form and/or publication inventory
stored at the CFPDC.
B. Establish initial inventories by providing the CFPDC with
inventory data to include: stock item number, title,
edition date, construction, unit- of-issue, annual stock
quantity, and reorder level for each stock item. Other
statistical and historical data may be provided if
compatible with CFPDC automated inventory system.
C. Establish customer ID codes by submitting CFPDC Form 4
for each new customer address.
D. In concert with CFPDC, maintain inventory stock control
in accordance with items VI, VII, VIII, and IX below.
VI. Inventory and Reorder Levels
The CFPDC encourages Inventory Managers to order a one year
supply for revisions and reprints of forms and publications
based on the rate of issue, the length of time needed to
replenish stock, and conditions peculiar to the item itself,
such as seasonal usage or pending discontinuance. An
estimated one-year supply should be initially ordered for new
forms and publications, after which, all subsequent order
quantities should be determined by the automated inventory
system's economical ordering quantity (EOQ). The reorder
quantity of a form or publication may also depend on such
factors as availability, program usage increases/decreases,
outstanding backorders, ect.
VII. Reports
The automated inventory system provides ongoing daily,
monthly, and quarterly reports to Inventory Managers. The
system enables Inventory Managers to query the system via READ
ACCESS ONLY capability. This should assist staff with
day-to-day stock status inquiries.
A. Reorder Level Notices are provided when a stock item
reaches its minimum stock quantity level. Inventory
Managers should review the stock item with program
personnel to determine if changes should be made to the
item itself or to inventory levels. If no changes are
necessary, a copy of the notice should be immediately
returned to CFPDC with replenishment order data included.
If changes are necessary, CFPDC Form 2 should accompany
the return of the notice to CFPDC with required changes
indicated.
B. Depletion of Stock Notices are provided when stock
quantities are completely exhausted. If the action
required in item A above has not already been taken, it
should be expedited. Stock outages create backorders
which can severely effect order processing efficiency
when allowed to accumulate.
C. Receipt of Stock Notices are provided when replenishment
stock is received from printers. Two copies of the stock
item received will be attached to the Notice for the
Inventory Managers inspection. The CFPDC should be
immediately notified if there are any discrepancies in
the printing.
D. Monthly Stock Status Reports are provided to Inventory
Managers. These reports include a shipment summary, a
stock receipt summary, a backorder summary, and a stock
dispensed summary.
E. Quarterly Inventory Reports are provided to Inventory
Managers. An analysis of these reports will provide
information on fast and slow moving stock items.
Non-moving stock items will be highlighted for user
agency disposition action determination. This report
also provides year-to- date and year-end historical
information.
VIII. Stock Control
After establishment of the initial inventory at the CFPDC, the
CFPDC Form 2 must be submitted to the CFPDC prior to shipping
any new inventory. New stock items will be added to the
appropriate inventory and a confirmation copy of CFPDC Form 2
will be returned to the user agency's Inventory Manager.
IX. Ordering
A. Electronic Ordering. User agencies are strongly urged to
use electronic ordering when ordering forms and
publications from the CFPDC. This method may be used if
the ordering office has an appropriate computer terminal
and telephone modem. The CFPDC strongly encourages the
use of this method because it reduces required order
turn- around time and minimizes data entry time and
errors.
B. Mail Orders. Ordering offices must submit CFPDC Form 1
when ordering 15 line items or less. When ordering more
than 15 line items, use CFPDC Form 1A (Continuation
Sheet). Transfer the order number from CFPDC Form 1 to
the order number space provided on CFPDC Form 1A. This
method will be honored, however, the electronic method is
preferred.
C. Seasonal or Periodic Distribution. Required
distributions are negotiated and processed on an "as
needed" basis. Bulk distributions should be held to a
minimum. This distribution method should only be used
when absolutely necessary to meet user needs. The CFPDC
operation is based on an on-demand response and bulk
distribution interferes with the orderly flow of normal
user orders.
X. Accountable Stock Items
A. Use. Accountable stock are those forms and other items
which can be used to gain financial profit or advantage.
For example, SF-1169, U.S. Government Transportation
Request, is an accountable form because it can be used by
the bearer to obtain transportation at Government
expense. An agency photo ID card is an accountable form
because it can be used to identify the bearer as an
employee and allow the bearer access to Government
buildings. When user agencies require accounting for
certain controlled items, CFPDC Form 2 should be
completed providing instructions on control needs.
B. Serial Number. All accountable stock items should be
serially numbered to keep track of them. However, all
serially numbered items are not necessarily accountable
stock items.
C. Controls. The General Accounting Office requires
accurate accountability for those forms and other items
which are classified as accountable. Adequate controls
must be followed to prevent duplication of numbers and to
maintain integrity and security of stock.
D. Shipment of Accountable Stock Items. Shipment of
accountable stock items is made only by a method of
transportation which requires signature control and
return receipt service or by messenger for the local
Washington, D.C., metropolitan area. AD- 107A, Report of
Transfer-Accountable Items (Printout), will accompany
each accountable stock item shipment. The receiving
officer must sign and return a copy of AD-107A to CFPDC.
E. Inquiries. If there are any questions about whether an
inventory item should be classified as an accountable
stock item, contact CFPDC.
XI. Order Turn-Around
A. Routine orders are to be shipped within four working days
after the date of receipt of the order or order entry
into the electronic ordering system. This turnaround
does not include time required for mailing order or
shipment delivery.
B. Rush orders are to be shipped within two working days
after the date of receipt of the order or order entry
into the electronic ordering system.
C. Emergency orders should be referred to the CFPDC user
Agency Liaison Representatives.
XII. Required Forms
Copies of forms to use when doing business with the CFPDC are
attached in Appendix B.
A. AD 687 - Forms Action Request and Notice
(Departmental Forms and Publications)
B. CFPDC Form 1 - Request for Forms and Publication
C. CFPDC Form 1A - Request for Forms and
Publication Continuation Sheet
D. CFPDC Form 2 - Forms Action Request and Notice
Agency Forms and Publications)
E. CFPDC Form 4 - Customer File Action Request
Form AD-14 and AD-14A are no longer used for ordering forms from
CFPDC.
Contact OIRM, IMD, on 720-8755 for the paper copy of the Following
images(s): Figure A-1 - Forms Action Request and Notice, AD-687; Figure
A-2 - Request for Forms and Publications, CFPDC-1; Instructions for
ordering materials or services direct from CFPDC; Figure A-3 - Request
for Forms and Publications, CFPDC-1A; Figure A-4 - Forms Action Request
and Notice, CFPDC-2; and Figure A-5 - Customer File Action Request,
CFPDC-4.
Contact OIRM, IMD, on 720-8755 for a paper copy of the Following
images(s): Appendix B - Inventory Report, Appendix C - Subject Listing
in Numerical Order, Appendix D - Forms Listing by Subject in
Alphabetical Order, Appendix E - Source of Supply (Supply Codes),
Appendix F - Agency Forms Manager, Appendix G - Forms Obsoleted Since
Printing of Previous Catalog (12/88), and Appendix H - Regional Offices
GSA Map.
APPENDIX I
EXPLANATION OF COLUMN HEADINGS IN FORMS LISTING
FORM NUMBER.
This is the form identifier which appears on
the first line of the 2-line entry for each form.
FORM TITLE.
The name of the form that appears on the second
line of a 2-line entry for each form.
Edition Date.
The current date of the form.
The format is
MM/YY (month/year)
SPONSOR - The agency responsible for issuing the form.
SUBJ CODES - The code number assigned to the subject matter
of each form.
See subject codes.
CONSTR - Construction.
The physical arrangement of the
form, i.
e.
card, cut sheet, pad, set, etc.
See list of
codes for forms construction.
UNIT - The smallest quantity of the form that will be issued
by the source of supply.
See list of codes for form
units.
SUPPLY.
The source of supply of the form.
See list of
codes for sources of supply.
DIRECTIVE REFERENCES - The medium which authorized use of
the form, such as the Departmental Regulations, etc.
This
appears on the second line of a 2-line entry for each form.
SAMPLE FORM LISTING
AD-241 08/84 OP 1000 CS PD 100 OP-SE
DR 1041-1
APPENDIX J
CONSTRUCTION CODES
a Book.
Sheets of the same form bound between covers.
b Book Page.
A single sheet form bound under a cover with other
identical or similar forms to make a book.
c Book Set.
Sets of forms bound between covers.
d Card.
A form printed on finished heavy paper stock, generally
used as a visible or vertical file card, postal card, etc.
e Construction.
The physical arrangement of the form, i.
e.
card, cut sheet, set, etc.
f Continuous Form Paper.
A form in single, continuous sheets or
sets of continuous sheets, perforated for easy separation,
usually marginally punched for use in automatic data
processing operations.
g Cut Sheet.
A single sheet form, with printing on one or both
sides of the sheet.
h Decalcomania.
A notice or a decorative picture printed on
specially prepared paper for transfer to wood, glass, metal,
etc.
i Emblem.
A charm, tie tack, or lapel pin which symbolizes
employee length of Federal Service in terms of 10, 20, 30, 40
or 50 years.
j Envelope.
A flat paper container used to mail letters and
similar correspondence for official mailing purposes via the
U.S. Postal Service or other official letter carrying service.
k Folder.
A folded, unstitched binder, with or without prong
fasteners, for filing papers.
l Form Letter.
A letter with the same information, used for the
same purpose, used repeatedly with space to fill in the
addressee, or other information.
m Label.
A piece of paper normally used to identify items or
shipments; usually has an adhesive back suitable for affixing
it to boxes, packages envelopes, etc.
n Looseleaf Publication.
Can be updated by revising individual
pages when necessary.
o Multiple Page.
Two or more dissimilar pages requiring some
fill-in, bound or fastened together as a single form.
p Noncarbon Pad.
Cut sheets of the same form, usually glued
together along one edge, printed on chemically treated paper
not requiring carbon.
q Noncarbon Set.
Original and one or more attached copies of
the same form, printed on chemically treated paper not
requiring carbon which may be completed in one operation.
r Pamphlet.
A self-contained publication of two or more
dissimilar pages bound or fastened together as a single form
not requiring fill-in.
s Set.
An original and one or more attached copies of the same
form; may be completed in one operation.
t Sheet.
A single page of more than one copy of a form joined
by perforations for separating.
u Tab Card.
A machine processible card of 99 lb.
stock which is
designed for specific data processing needs.
v Tag.
A cardboard, plastic or metal marker used for the
identification of specific items and affixed to the items with
a string (cord) or wire.
Note: A number after the construction code represents: the number of
sheets in a pad or book, the number of parts in a set, the number of
parts for continuous form paper, the number of sets in a padded set or
book set, the number of forms printed on a cut sheet when more than one,
etc (e.g. NCS-4 = a 4-part no-carbon- required set).
APPENDIX K
UNIT OF ISSUE
a Box.
A container used to package a specific amount of forms;
usually corrugated paper or other sturdy material.
b Each.
A single copy of a form.
c Hundred.
A quantity of paper in amounts of hundreds.
d Package.
A quantity of paper in various amounts of hundreds.
e Pad.
Cut sheets of the same form, usually glued together.
f Padded Set.
A pad with sets of the same form bound together.
g Unit.
The smallest quantity of the form that will be issued
by the source of supply.
Note: A number after the unit code represents: The number of sheets,
sets, pads, labels, envelopes, etc., that are packaged together for
distribution (e.g., PD 100, BX 50).