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NAO
205-10
NOAA
FORMS MANAGEMENT PROGRAM
Iss:
07 APR 95; Eff: 28 MAR 95
SECTION
1. PURPOSE.
The
purpose of this Order is to provide the National
Oceanic and Atmospheric Administration (NOAA) with
specific instructions for implementing NOAA Forms
Management Program.
SECTION
2. AUTHORITY.
Forms
management is a component of the total paperwork
management function within NOAA. Basic authority
for the forms management program throughout NOAA
is derived from the Federal Records Act of 1950 (44
USC 396(b)). Forms management programs legisl ation
is implemented by Section 101-11.208 (Title 41) of
the General Services Administration's (GSA) Federal
Property Management Regulations (FPMR) and Department
Administrative Order (DAO) 205-10, Forms Management.
SECTION
3. DEFINITIONS.
.01
For the purpose of this Order, a form is any document,
including form letters and letterhead paper, printed
or reproduced with space for insertion of specified
information.
.02
Limited-use forms are one-time issuances designed
for use within a single NOAA element.
.03
Electronic forms are computer-generated forms that
precisely duplicate the officially approved forms.
SECTION
4. SCOPE AND OBJECTIVES.
The
Forms Management Program encompasses all printed
forms (including computer-generated forms) used in
NOAA for administrative, scientific, and technical
application. Limited-use forms, whether computer
generated or not, are exempt from the NOAA Form s
Management Program.
SECTION
5. RESPONSIBILITIES OF ALL NOAA OFFICES.
.01
The heads of NOAA offices are responsible for the
following:
a.
requesting new or revised forms when necessary for
new or revised programs and procedures;
b.
reviewing and taking appropriate action to replenish
existing forms stocks which they control;
c.
notifying the NOAA Forms Officer when forms are no
longer required;
d.
initiating requests for forms requiring Office of
Management and Budget (OMB) clearance and approval;
and
e.
notifying the NOAA Forms Officer, Administrative
Services Division, Office of Administration (OA),
of any changes in the status of the forms in their
area of program responsibility.
SECTION
6. RESPONSIBILITIES OF THE NOAA FORMS OFFICER.
.01
The NOAA Forms Officer, Document Services Branch
(OA331), OA, is responsible for the following:
a.
operating the NOAA Forms Management Program;
b.
preparing and maintaining a case history file consisting
of all official forms documentation;
c.
providing technical advice and assistance to all
NOAA elements on matters related to forms;
d.
assigning appropriate identification and numbers
to all forms, except for the National Weather Service;
e.
conducting a continuing review of all forms requirements
(including related systems and procedures) to eliminate
obsolete forms, to consolidate duplicate forms, and
to standardize and simplify forms;
f.
reviewing directives regarding forms to ensure inclusion
of adequate instructions for preparation, routing,
use, final disposition, and recommended records retention
periods;
g.
providing a central control point for the approval
and printing of all new and revised NOAA forms, including
electronic forms, and approval of all new and revised
letterhead;
h.
developing and publishing a forms catalog, including
periodic supplements to keep it current;
i.
preparing required reports related to the NOAA Forms
Management Program;
j.
providing information to NOAA offices on forms used
throughout NOAA; and
k.
approving the conversion of NOAA paper forms to electronic
forms and the development of new NOAA electronic
forms.
SECTION
7. FORMS REQUIRING OMB CLEARANCE.
Forms
requiring OMB clearance should be submitted to the
NOAA Information Clearance Officer, Information Resources
Management Staff (OA1x1), Information Systems and
Finance Office, OA, in accordance with NOAA Administrative
Order (NAO) 216-8, Informati on Collections and Requirements
Needing OMB Clearance. In accordance with the Paperwork
Reduction Act of 1980 (Public Law 96-511), as amended,
all U.S. Government forms (questionnaires, letters,
plans, etc.) designed to seek information or data
upon iden tical items from 10 or more persons, or
which will be used by any number of persons to respond
to a regulatory requirement of general applicability,
are subject to the requirement for OMB clearance.
Forms used by contractors and other intermediaries
to c ollect information for the U.S. Government or
at the Government's directions may also require OMB
clearance. DAO 216-8, Approval of Collections of
Information and Recordkeeping Requirements, outlines
DOC procedures under this requirement.
SECTION
8. LETTERHEADS.
.01
Only letterhead paper identified by Section 4 of
DAO 214-2, Stationery Specifications and Standards,
is authorized. Letterhead paper is restricted to
Secretarial Officers, one basic letterhead for the
NOAA headquarters, one basic letterhead for e ach
of the Line Offices (LOs) and Staff Offices, and
a common-use letterhead. However, exceptions to this
policy may be granted by the Assistant Secretary
for Administration.
.02
If justified by factors such as permanency, address,
and volume of correspondence, the Under Secretary
or a designee may authorize a basic letterhead for
a field office.
.03
Elements not authorized for individual letterheads
will use NOAA's generic letterhead. Further identification
may be added by template in laser printer, typewriter,
or rubber stamp.
.04
Requests for new or revised letterhead, or exceptions
to the Department's policy, shall be submitted through
the NOAA Forms Officer for review. The NOAA approval
authority is the Deputy Under Secretary. See DAO
214-2 for more details.
SECTION
9. REQUESTS FOR FORMS MANAGEMENT SERVICES.
.01
All requests for forms management services, unless
otherwise stated, must be submitted to the NOAA Forms
Officer. Sufficient lead time should be allowed for
printing. See Section 10 of this Order.
.02
New or Revised Forms. To request a new or revised
form, including letterheads, originators must:
a.
complete NOAA Form 59-14, Request for Forms Management
Services;
b.
attach a rough draft of the proposed new or revised
form and, where applicable, a copy of the prescribing
directive; and
c.
submit entire package to the NOAA Forms Officer.
.03
Reprinting of Forms.
a.
Forms stocked by originating offices in the
Washington, D.C. Metropolitan Area are printed through the Logistics
Services Branch (LSB), OA332.
(1)
NOAA Duplicating Plant. The NOAA Duplicating Plant
has the capability for simple cut sheet forms only.
It limits its printing to 25,000 copies (number of
pages x number of copies) per job. However, for a
single page only, the l imit is 5,000 copies. A NOAA
Form 50-5A, Requisition for Duplicating Service,
shall be used if the form is to be printed in the
NOAA Duplicating Plant (if using the electronic format,
you must use NCR paper). Submit the completed NOAA
Form 50-5A and one sample of the form to be printed
(as last printed) to the LSB.
(2)
LSB. A Standard Form (SF)-1, Printing and Binding
Requisition, must be used if the form cannot be printed
in the NOAA Duplicating Plant. Submit the completed
SF-1 and one sample of the form to be printed (as
last printed) to the LSB.
b.
Forms stocked by the National Logistics Support
Center (NLSC) at Kansas City are printed through the LSB.
(1)
LSB Initiates Action. Originating offices with forms
stocked at NLSC will periodically receive a NOAA
Form 59-2 from LSB for action. This form is to be
completed as appropriate, and returned to LSB for
action. If a revision is required, include two copies
of the proposed revision, and LSB will coordinate
with the NOAA Forms Officer. If the subject form
required reprinting and restocking without changes
to the existing format, submit one copy of the form
and a completed SF-1 to LSB.
(2)
Originating Office Initiates Action. The originating
office may initiate revision or reprinting by submitting
completed NOAA Form 59-14, including two copies of
the proposed revision, if applicable, and/or one
copy of the form (a s last printed) to the NOAA Forms
Officer.
c.
Letterheads and envelopes. Reprints of letterheads
for the Washington D.C. Metropolitan Area require
a SF-1 which must be submitted to the LSB, OA. Field
offices should contact their particular ASC printing
coordinator for proced ures to follow regarding reprints
only.
.03
Cancellation of Forms. The responsible
NOAA element must notify the NOAA Forms Officer when
a form becomes
obsolete. This may be accomplished by e-mail, memorandum,
or by submitting a NOAA Form 59-14, Request for Forms
Managemen t Services.
SECTION
10. PROCESSING AND PRINTING TIME.
.01
The processing time for review, analysis, approval
of copy, required clearance, and printing of stock
depends on the complexity of the individual form
and where it is to be printed.
.02
Forms printed by the NOAA Duplicating Plant usually
require about 1 week.
.03
New, revised, and complex forms (those which cannot
be reproduced in the NOAA Duplicating Plant) are
forwarded to the Government Printing Office (GPO)
for printing and require approximately 4 to 8 weeks,
depending on the complexity and size of the job.
Specialty type forms (carbon interleaved sets, carbonless
paper sets, pre-printed offset masters, tabulating
paper and cards, etc.) may require up to 3 months.
.04
Clearing new or revised forms which do not require
OMB clearance takes 2 to 4 weeks. An additional 9
weeks should be allowed if OMB clearance is necessary.
SECTION
11. COST OF PRINTING FORMS.
Printing
and related costs (such as artwork and negatives)
of non-administrative forms will be charged to the
responsible NOAA office. LOs are responsible for
the cost of their letterheads and envelopes. Accounting
data and funding approval must app ear on the request
form.
SECTION
12. STOCK AND ISSUE.
.01
Forms prescribed for NOAA-wide use will be forwarded
to NLSC for stock and issue.
a.
To requisition forms from NLSC, NOAA offices should
submit a NOAA Form 37-4, Stores Requisition, to:
National
Logistics Support Center
1510 East Bannister Road, Bldg. 1
Kansas City, Missouri 64131
b.
Forms used only in one office shall be stocked by
that office unless the required quantity is too large,
in which case NLSC will handle the stock.
.02
Letterheads for the Washington, D.C. Metropolitan
Area are stocked at NLSC. They may be ordered by
submitting NOAA Form 37-4. Field office supplies
may be obtained from either NLSC by submitting a
NOAA Form 37-4, or from the ori ginating office.
.03
Other agency forms, such as Standard
and Optional Forms may be obtained from GSA's Customer
Supply
Service. To requisition Commerce Department (CD)
Forms, submit CD-Form 520 to the DOC, Executive Services
Division, Room 2858, Wash ington, D.C. 20230.
SECTION
13. EFFECT ON OTHER ISSUANCES.
This
Order supersedes NAO 205-10, dated September 17,
1990.
SIGNED,
Acting Director, Office of Administration
Office
of Primary Interest:
Office of Administration
Administrative Services Division
Document Services Branch (OA331)
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