Navy Forms Management

Front 1

What are the objectives of forms and management at the command level?

Back 1

To ensure that necessary forms and related procedures are developed and designed to make the maximum contribution to the command's mission.

Front 2

Who is responsible for developing forms management concepts?

Back 2

CNO.

Front 3

Who is responsible for recommending consolidations and standardizations of forms and providing design service in the field, as needed?

Back 3

Navy Publications and Printing Service.

Front 4

Who is responsible for the results of forms management in activity?

Back 4

The commanding officer.

Front 5

Who is responsible in their respective areas for providing forms design service and forms design training to activities and commands which don't have the capability?

Back 5

Navy Publication and Printing Service.

Front 6

What happens to the case folder when a form's discontinued?

Back 6

It's transferred to a separate file with the reasons it was discontinued noted in the record.

Front 7

What is the first step in establishing the forms management function in an activity?

Back 7

The commanding officer issues a directive which states the objectives of the function in an activity.

Front 8

How does the Forms Management Office obtain a complete picture of the forms situation of an activity?

Back 8

By collecting copies of and information on all forms used in the activity.

Front 9

What directive is used for identifying and numbering all forms?

Back 9

SECNAVINST 5210.11

Front 10

How are non-local forms arranged?

Back 10

In folders labeled with their basic SSIC.

Front 11

Where is the reason noted when a form is discontinued?

Back 11

On a Forms progress Record, NAVSO 5213/12

Front 12

What directive contains a detailed treatment of form ford design techniques?

Back 12

Part IV of the forms Management Guide

Front 13

What forms may have a large potential for clerical and administrative savings or improvements?

Back 13

Those filled out or posted to on a daily or weekly basis

Front 14

Whats the time frame for an activity's continuing review of forms?

Back 14

Must be CONTINUING review or forms and related procedures preferably on an annual basis?

Front 15

What is form management?

Back 15

Forms management ensures that forms provide needed information effectively, efficiently and economically.

Front 16

Forms management consist of what?

Back 16

a. Analysis and control
b. Printing and stocking
c. Web based

Front 17

What is analysis control?

Back 17

The development or improvement of
data elements and forms design on proposed or existing forms and the review and coordination of forms to ensure efficient response to management requirements.

Front 18

What is printing and stocking?

Back 18

The decision-making process of determining how the form is to be stocked and distributed.

Front 19

What is web based?

Back 19

Web based, electronically fillable forms, often provide potential cost and time burden savings when compared to traditional paper forms and “print and fill” forms available on
the Intranet.

Front 20

What must every item on a form be?

Back 20

Each item on the form must be necessary to satisfy a current need or known future requirement.

Front 21

Is creating a form for a possible future need justified?

Back 21

NO.

Front 22

How can a form need be determined?

Back 22

(1) Is the information required under the cognizance of the originating office?
(2) Is all the information requested necessary?
(3) How will the information be used?
(4) Can the information be obtained from another source?
(5) Is the request for information clearly stated?

Front 23

What will reassignment of the responsibility of the forms avoid?

Back 23

establishment of duplicate source records, unnecessary workflow, or other uneconomical processes.

Front 24

What is distribution based on?

Back 24

Distribution of completed forms is based on a “need-to-know” basis. Do not distribute courtesy copies.

Front 25

What does the need of costing consist of?

Back 25

(a) Compare investment of work-hours and other costs to the value received from the form.
(b) Effective decision-making processes, in some cases, justify costly forms.

Front 26

How do you base estimates on?

Back 26

the actual situation

Front 27

How should you base estimates on?

Back 27

dollar amounts; Estimate work hours and machine time from the approximate time spent by command personnel to prepare and process the form.

Front 28

What is the required method of control?

Back 28

the assignment of a form number by the forms manager.

Front 29

What do form numbers do?

Back 29

This number enables the forms
manager to track each form from development to cancellation.

Front 30

What organization will print the forms?

Back 30

Document Automated and Production Service (DAPS)

Front 31

Is local reproduction authorized?

Back 31

NO.

Front 32

When may form managers authorize local reproduction?

Back 32

DON-wide use is fewer than 100 forms annually

Front 33

Where are the forms available for order at?

Back 33

Navy Forms Online

Front 34

Do forms used within a office require an accompany written document?

Back 34

NO

Front 35

What is printed over a blank form included in a directive?

Back 35

the word “SAMPLE”

Front 36

What does is the function of Navy Forms Online and stock?

Back 36

the central stocking point for
all forms, has the authority to dispose of excess stock of any form that has not been ordered during a 2 year timeframe.

Front 37

Where do you forward suggestions for improvements on forms?

Back 37

suggestor’s forms manager and then through the COC to the SECNAV/OPNAV Forms Manager.

Front 38

Do DON commands have authority to disapprove of suggestions?

Back 38

YES

Front 39

What does OF stand for?

Back 39

Optional Form

Front 40

What does SF stand for?

Back 40

Standard Form

Front 41

What form is used by all government agencies?

Back 41

Standard Form (SF)
Optional Form (OF)

Front 42

DoD Staff Offices, Army, DON, and
Air Force use what type of forms?

Back 42

Department of Defense (DD) Forms

Front 43

DON wide forms are established by who?

Back 43

Established by Office of the Secretary,
OPNAV and Marine Corps Headquarters.

Front 44

FOURTH LEVEL FORM -- INTERNAL FORMS

Back 44

Established for use within a specific navy/mc command

Front 45

THIRD LEVEL FORM -- DON FORMS

Back 45

Established for use in more than one command

Front 46

SECOND LEVEL FORM -- DD FORMS

Back 46

Established for DoD-wide use. DON personnel shall not create any form that duplicates a DD Form.

Front 47

FIRST LEVEL FORMS -- SF/OF FORMS

Back 47

Established for government-wide use.

Front 48

What is GSA's function?

Back 48

The General Services Administration (GSA) is the central
point for coordinating and controlling all SFs and OFs. GSA is
also responsible for printing and stocking those forms not available on the GSA website

Front 49

Who serves as the DOD single point conatact?

Back 49

The Office of Secretary of Defense/Washington Headquarters Services (OSD/WHS)

Front 50

What forms have the highest authority in the federal government?

Back 50

Standard and Optional Forms

Front 51

What is a Standard Form?

Back 51

Forms developed for use by two or
more federal agencies and approved by GSA for mandatory use.

Front 52

What is a Optional Form?

Back 52

Forms developed for use by two or
more federal agencies and approved by GSA for non-mandatory use.

Front 53

What is the Originating agency?

Back 53

The federal agency, which develops a Standard or Optional Form and, after GSA approval, announces its availability for use by other federal agencies.

Front 54

When creating new SF or OF forms, what steps need to be taken?

Back 54

(1) Ensure form is needed, information requested is essential, and does not duplicate any existing forms.
(2) Complete SF 152
(3) Provide a draft form and directive, the completed SF 152 with the justification and all coordination to the command’s forms manager for review.
(4) Obtain written concurrences/non-concurrences of
the proposed form and directive from all interested federal agencies.
(5) Notify the appropriate service forms manager in writing when forms are canceled.

Front 55

What does the Command Forms Manager do?

Back 55

(1) Review submission to ensure that it is accurate and necessary paperwork is attached.
(2) Submit paperwork, via chain of command, to appropriate service forms manager.
(3) Maintain case folders containing necessary paperwork on forms established by the command is recommended.

Front 56

Does the Government Printing Office maintain files on negatives and reproducibles ?

Back 56

NO.

Front 57

Does the stock number change when the GSA revises a form?

Back 57

NO.

Front 58

How long does the stock number last on a form?

Back 58

Until cancelled.

Front 59

Do DON change with every revision?

Back 59

YES.

Front 60

What is the central point for coordinating, controlling, designing, etc?

Back 60

OSD/WHS

Front 61

What are the highest rated forms in the DOD?

Back 61

DD forms

Front 62

State the Composition of DD Form Numbers

Back 62

(a) DD is the abbreviation for DOD
(b) the number is the next chronological number of the DD form

Front 63

How should DD forms be written?

Back 63

DD form numbers shall be written as DD 2544, not DD Form 2544.

Front 64

Composition of DON Form Numbers

Back 64

(a) An abbreviation for the originating command in capital letters
(b) A standard subject identification code
(c) slash or slant (/)
(d) The number after the slash is the next consecutive
number in the SSIC series e. g. OPNAV 1000/1 means this is the first form number assigned in the 1000 SSIC series for OPNAV

Front 65

If printed, what size should forms be?

Back 65

8-1/2 x 11