Form Control

The first step in forms control is to determine whether a form is necessary. Managing the hundreds of forms in a typical organization requires a forms control program. Forms control is a procedure for (l) providing improved and effective forms, (2) reducing printing costs, and (3) securing adequate stock at all times.

The first step in a procedure for forms control is to collect, group, index, stock, and control the forms of the organization. Each form is identified and classified by the function it performs and whether it is a flat form, a snap­ out form, or something else. Once classified, a form is evaluated by the data it requires, where it is used, and how much it overlaps with other forms. The object is to get rid of unnecessary forms and improve those forms that are necessary.

Before launching a forms control program, the designer needs to consider several questions:

1. Who will be responsible for improving forms design?

2. Should forms be produced house or assigned to an outside printer? 

3. What quantity should be printed? What is the break-even point on printing forms?

4. How much lead-time is required to replenish forms?

5. How will one handle reorders? Who will initiate them? In what way? 

6. How will obsolete forms be handled?

7. What should be the life of the form?

8. Where and how should the form be stored?

If questions of this nature are not addressed in advance, the organization is probably not ready to launch a forms control program.