1705 ESTABLISHING THE AGENCY PROGRAM
(Revised 9/04)
Each agency head is required by Government Code 14750(a) to "Establish and maintain an active, continuing program for the economical and efficient management of the records and information collection practices of the agency." The program shall also "ensure that the information needed by the agency shall be obtained with a minimum burden upon individuals and businesses, . . ."
Each agency is required by Government Code 14772 to appoint a forms management representative and provide necessary assistance to implement the state's forms management program within the agency. This appointment should be on a FMC 105 and signed by the chief administrative officer or the chief executive officer of the agency and submitted to the FMC. You may access a copy of the FMC 105 via the following website address:
http://www.osp.dgs.ca.gov/StandardForms/forms+Coordinators.htm
This forms management representative is referred to as the agency Departmental Forms Coordinator (DFC).
Best business practice recommends that the forms program be centralized in an organization. The alternative is a cooperative effort among all concerned, i.e., a decentralized program. Whichever arrangement is chosen, the program must have upper level support and stature in the organization to be successful.
Staff assigned to the forms management function should be determined by the number and complexity of forms used by the agency and should have the skills, knowledge, and abilities to carry out the duties detailed in SAM 1700, the SAM 1700 Addendum, and the handbooks. FMC recommends that the coordinator have skills of at least the level of the Staff Services Analyst classification.
As part of the forms management function, agencies are required to fulfill legislative requirements needed to effectively implement the forms management program. Such requirements may involve submitting various reports to the FMC. See Government Code Sections 14771 and 14775.
