GUIDE FOR THE ADMINISTRATION OF FORMS MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP70-00211R000500130023-6
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 5
• Document Creation Date: January 4, 2017
• Document Release Date: August 14, 2006
• Sequence Number: 23
• Publication Date: July 27, 1965
• Content Type: OUTLINE

Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
ADMINISTRATIVE - INTERNAL USE ONLY
GUIDE FOR THE ADMINISTRATION OF FORMS MANAGEMENT
I. General
1. Forms Management is an integral part of the Agency's Records
Administration Program.
Some of the objectives of Forms Management are to:
a. Insure the need for each existing or proposed form.
b. Reduce the number of forms through consolidation and by elimi-
nating obsolete ones.
c. Simplify and improve essential forms.
d. Distribute forms economically.
e. Devise procedures for forms use to provide maximum efficiency.
2. Responsibility for the administration of the Agency Forms Manage-
ment Program is outlined in
Records Officers are responsible for:
a. Designing or helping to design forms for component offices.
b. Seeing that supplies of forms are available.
c. Eliminating unnecessary forms.
d. Processing requirements for the reprinting of official forms.
e. Coordinating requests for new or revised forms with the
Records Administration Staff.
4. Records Officers should be familiar with the following:
a. Form 30, Request for Approval of Form.
b. Form 30a, Form Stock Replenishment Notice, Coordination and
Approval Record.
c. Form 70, Printing Services Requisition.
d. Form 88, Requisition or Turn-In for Supplies and. Equipment.
e. ?Form 1395, loan and Purchase Request for Books, Documents and
Periodicals.
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
ADMINISTRATIVE INTERNAL USE ONLY
GUIDE FOR THE ADMINISTRATION OF FORM MANAGE ENT
f. Form .11490, Requisition or Turn-In for Administrative Supplies
and Equipment.
g. Supply Catalog - Forms Printed*
( Issued Periodically by Supply Division, Office of Logistics)
Definitions:
a. Stock Forms m used by most agency offices; usually prescribed
by regulation, notice, handbook or office procedure. Exception-
in some instances used by only one office but quantity is so
large the using office cannot house an adequate supply. Stock
forms are available through the Agency Supply System. (See
Section X, page 5),
b. Non-Stock Forms - used only by the initiating office and are
stocked by that office.
c . Lead Time m minimum time required to get forms :
Printed in Agency - 21-45 days.
Printed outside Agency - 120 days.
II, Processing Request for Nev or Revised Agency Forms
1. Initiating Office:
a. Complete Form 30 in duplicate.
b. Attach draft of proposed form to Form 30.
c. Prepare Form 70 for Non-Stock Forms to be printed in the Agency.
d., Prepare Form 88 for Non-Stock Forms to be printed outside the
Agency.
e. Where practicable, attach copy of notice, handbook, regulation
or office procedure prescribing use of form.
f. Send Form 30, Form 70 or Form 88 and attachments to Records
Officer. (If new form is to be stocked, no Form 70 or Form 88
need be prepared).
2. Records Officer.
a. Check Form 30 for completeness,
b. Review request.
c. Check for an existing form th
will serve the purpose.
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
GUIDE FOR THE ADMINISTRATION OF FORMS MANAGEMENT
d. Send original of Form 30 and attachments to Records Admini-
stration Staff.
e. File duplicate of Form 30 in pending file; place in su sense
until new or revised form is completed and copy received; then
file in active form file.
f. Notify initiating office that supply of form is available.
III. Processing Requirements for Reprints of Approved Agency Stock Forms
1. Supply Division, Office of Logistics.
a. Prepare Form 30a and send to Records Officer.
2. Records Officer.
a. Determine continued need of forma
b. Determine proper quantity for at least 12 months supply.
c. Approve or rejects request.
d. Send approved Form 30a with copy of form attached to Printing
Services Coordinator, Printing Services Division.
e. Send rejected Form 30a to Records Administration Staff.
IV. Processing Requirements for Reprints of Approved Won-Stock Agency
Forms
1. Initiating Office.
a. Prepare Form 70 when form is printed in the Agency.
b. Prepare Form 88 when form is printed outside the Agency.
c. Send Form 70 or Form 88 to Component Records office.
2. Records Officer.
a. Send approved Form 70 or Form 88 with copy of form to Printing
Services Division, GJ-56, Headquarters Building.
V. Processing Requests for other Agency Stock Forms
Procedure is the same as for reprints of Agency Stock Forms (See
Section III) except that Form 30a is sent to the
Depot Stock Control Branch instead of the Printing
Services Coordinator.
3
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
ADMINISTRATIVE - INTERNAL USE ONLY
GUIDE FOR THE ADMINISTRATION OF FORMS MANAGEMENT
ADMINISTRATIVE - TERNAL USE ONLY
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
 Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6
ADMINISTRATIVE - INTERNAL USE ONLY
GUIDE FOR THE ADMINISTRATION OF FORMS MANAGEMENT
1. Stock (unclassified) - Prepare Form 11+90, listing forms needed
and submit it to the Building Supply Office (BSO) in your building.
In some cases these forms are available in GJ-56, self service area.
If there is no BSO in your building, prepare Form 11+90 listing
forms needed, and send it to the BSO in the Headquarters Building,
Room GJ-26.
2. Stock (classified) - Prepare Form 11+90, and submit it direct to
the BSO in the Headquarters Building, Room GJ-26.
3? Non-Stock (classified and unclassified) - These forms are usually
stored by the using office. If you need to know who is storing
the forms, call your Records Officer.
ADMINISTRATIVE -INTERNAL USE ONLY
Approved For Release 2006/08/14: CIA-RDP70-00211 R000500130023-6