U.S. DEPARTMENT OF AGRICULTURE

WASHINGTON, D.C. 20250

DEPARTMENTAL MANUAL		Number: 3020-001
SUBJECT: Departmental Forms Manual	DATE: September 16, 1991
	OPI: Information Management Division Office of Information Resources Management

1 PURPOSE
 
 This manual prescribes policies, responsibilities, standards,
 procedures and instructions for ordering and stocking forms used
 Departmentwide.
 This manual also incorporates the forms catalog
 and makes it part of the Departmental Directives System.
 
 
2 AUTHORITIES AND REFERENCES
 
 a Federal Information Resources Management Regulation (FIRMR).
 
 
 b Standard and Optional Forms Facsimile Handbook.
The General
 Services Administration issues a Standard and Optional Forms
 Facsimile Handbook. It is a loose-leaf publication,
 periodically updated by GSA that includes facsimiles of
  current editions of all Standard and Optional Forms. The
 handbook can be ordered from the Superintendent of Documents,
 U.S. Government Printing Office, Washington, D.C. 20402.
 
3 SPECIAL INSTRUCTIONS/
CANCELLATION
 
 a Form AD-640, Department Forms Catalog is rescinded.
 DR 3020-1
 and DR 3020-1 Amendment 1, Departmental Forms Management
 Program are rescinded.
 
 b This manual has a new listing of forms that have been entered
 into the Departmental Information Locator System as new,
 revised or obsolete.
 
 c This manual contains operating instructions for the
 Consolidated Forms and Publications Distribution Center.
 
 d The initial distribution for this manual will be to holders of
 the 3000 series of Departmental Directives. Additional copies
 can be ordered from the Consolidated Forms and Publications
 Distribution Center.
 
4 POLICY
 
 a Each USDA agency and staff office must use the most cost
 effective method of stocking, reproducing and ordering forms.
 
 b Agencies must use existing forms, Standard, Optional, and AD
 forms whenever they are prescribed or when their use will meet
  agency needs. Agencies should not create new agency forms
 unless there is a compelling reason to do so, and approval is
 received from the DFMO.
 
 c Each form used Departmentwide must be approved by the DFMO and
 supported by a directive prescribing its use.
 
5 ABBREVIATIONS
 
 AD - Agriculture Department (for forms use only)
 CFPD - Consolidated Forms and Publications
 Distribution Center
 DFMO - Departmental Forms Management Officer
 DILS - Departmental Information Locator System
 FMO - Forms Management Officer
 OF - Optional Form
 OPA - Office of Public Affairs
 PPMD - Personal Property Management Division, Office
 of Operations
 SF - Standard Form
 USDA - United States Department of Agriculture
 
6 DEFINITIONS
 
 a Accountable Form.
 A negotiable document, usually bearing a
 preprinted control number, that is used by the Government to
 purchase public services or products or other items that are
 used for security, control, or identification purposes.
 
 b ADP Form.
 A form designed to collect or transmit data through
 Automated Data Processing systems. Included are:
 
 (1) Paper fori.-.s designed to collect data for computer
 input.
 
 (2) Preprinted form layouts on continuous feed computer
 paper.
 
 (3) Form layouts on acetate overlays used to generate
 formatted computer outputs.
 
 (4) Programmed form layouts that are printed by computers.
 
 c Agencies.
 USDA agencies and staff offices.
 
 
 d Agency Form.
 A form established by a USDA agency use only
 within that agency or other agencies serviced by that agency.
 
 e Agriculture Department Form (AD).
 A form originating in USDA
 and used by two or more USDA agencies.
 
 f Departmentwide Form.
 A form originating in USDA or in another
 Federal agency prescribed for use by two or more agencies
 within USDA (includes AD, Standard, Optional, or other Federal
 agency forms).
 
 g Directive Reference.
 The medium that authorized use of the
 form, such as a Departmental Regulation. The reference
 appears on the second line of a 2-line entry for each form.
 
 h Electronic Form.
 An arrangement of fixed data elements that
 have been (1) electronically captured (scanned) or
 electronically created, (2) magnetically stored (hard or
 floppy disk) for use on a computer, (3) filled in on-screen or
 sent to an output device (printer), and (4) electronically
 transmitted in its entirety or provided for transmission of
 data entered in the form.
 
 i Exception.
 Approved changes in content, format, or printing
 specifications of an existing form.
 
 j Form.
 A fixed arrangement of captioned spaces designed for
 entering and extracting information or descriptive material.
 Certain items such as contract stipulations, instruction
 sheets, notices, tags, labels, posters, envelopes, form
  letters or checklists, and ADP forms are considered forms when
 it is necessary to control them for purposes of reference,
 printing, stocking, and distribution; to reproduce them in
 quantity; or to use them with other forms.
 
 k Forms Analysis.
 The review of data elements, size, spacing,
 construction, layout, and flow of information on a form to
 assure the most effective design. It includes analyzing the
 instructions that accompany the form.
 
 l Form Design.
 The art or science of developing a form for the
 purpose of efficiently collecting data to fill a given
 function or systems need. It includes construction and
 layout.
 
 m Manual.
 A permanent Directive used for technical guidance or
 instructions.
 
 n Optional Form.
 A form developed by a Federal agency for use
 in two or more Federal agencies, and approved by GSA for
 nonmandatory Governmentwide use.
 
 o Other Federal Agency Form.
 A form that originated in another
 Federal agency that is commonly used by USDA agencies.
 Typical Federal agency forms are those of the Office of
 Personnel Management and the General Services Administration.
 
 p Specially Form.
 Any form that is more complex in design or
 construction than a single sheet. Examples include multipart
 carbonless sets, computerized forms, optical character
 recognition forms, pads, card stock, labels and tags.
 
 q Sponsor.
 The agency responsible for issuing the form; the
 office promulgating or originating the use of a form.
 
 r Standard Form.
 A form prescribed by a Federal agency and
 approved by GSA for mandatory Governmentwide use.
 
7 ORDERING FORMS
 
 a When ordering forms used Departmentwide, customers must use
 their customer ID numbers. Following are the forms that are
 used to order forms:
 
 AD-633 - Multiuse Standard Requisitioning and Issue System
 Document.
 
 AD-687 - Forms Action Request and Notice. (Departmental Forms
 and Publications)
 
 AD-838-7 - Purchase Order
 
 CFPDC Form 1 - Request for Forms and Publications
 
 CFPDC Form 1A - Request for Forms and Publications
 Continuation Sheet.
 
 CFPDC Form 2 - Forms Action Request and Notice (Agency Forms
 and Publications)
 
 CFPDC Form 4 - Customer File Action Request.
 
 SF 152 - Request for Clearance Procurement or Cancellation of
 Standard and Optional Forms.
 
 b Listed below are the Standard Forms furnished to field offices
  by the Consolidated Forms and Publications Distribution
 Center. Field offices must order All other Standard Forms
 from GSA. Use AD-633, Multiuse Standard Requisitioning Issue
 System Document.
 
 SF-8 SF-1166 SF-3106
 SF-83 SF-2801 SF-3106A
 SF-91A SF-2809A SF-3107
 SF-181 SF-2810 SF-3109
 SF-182 SF-2811 SF-3110
 SF-1103-9 SF-2824 SF-3111
 
 c All optional forms and the forms listed below are issued to
 offices in the Washington area only.
 
 AD-582 Authorization for Restored Annual Leave
 AD-778 Secretary's Memorandum - Format Guidesheet
 AD-778A Secretary's Announcement Series
 AD-811 Departmental Regulation
 AD-811A Amendment to Departmental Regulation
 AD-812 Departmental Manual
 AD-812A Amendment to Departmental Manual
 AD-813 Departmental Notice
 AD-814 Directive Format Guide
 AD-875 Guidesheet for First Page Directives
 AD-1030 USDA Photographic Identification Card
 SF-65A U.S. Government Messenger Envelope
 (4-1/8x9-l/2)
 SF-65B U.S. Government Messenger Envelope (9-3/4xl2)
 SF-65C U.S. Government Messenger Envelope (12xl6)
 
8 RESPONSIBILITIES
 
 a Information Management Division .
 The Office of Information
 Resources Management has overall responsibility for the
 Departmentwide forms management program. The Departmental
 Forms Management Officer will:
 
 (1) Develop policies, procedures, standards, and guidelines
 to improve the effectiveness of the USDA forms management
 program.
 
 (2) Analyze, standardize, control, and approve AD forms.
 This includes:
 
 (a) Evaluating AD forms on the basis of their content,
 necessity, design, cost, estimated annual usage,
 continuing effectiveness, quantity, and agreement
 with the directive(s) containing instruction for
 their use.
 
 (b) Approving new and revised forms and controlling the
  assignment of form numbers and edition dates.
 
 
 (c) Ensuring that the most effective and economical
 methods of reproducing and distributing forms are
 used, commensurate with required quantity, quality,
 and intended use.
 
 (d) Canceling forms that the sponsors have determined
 are no longer needed.
 
 (e) Determining Whether AD forms are accountable forms.
 
  (3) Establish and maintain a central historical file of AD
 forms that includes at a minimum:
 
 (a) Copies of clearance forms and supporting
 documentation
 
 (b) Copies Of previous editions of the form
 
 (c) Copies of directives or instructions (or at
 least pertinent portions) requiring that the
 forms-be used.
 
 (4) Use the ADP Perpetual Inventory System reports to monitor
  forms usage and stocking quantities.
 
 (5) Advise agencies on forms design and on establishing and
 managing effective forms management programs and systems.
 
 (6) Direct, coordinate, or conduct selective reviews of USDA
 agency forms management programs.
 
 (7) Coordinate with the Personal Property Management
 Division, Office Of Operations. on all matters relating
  to printing, stocking, and distribution of forms used
 Departmentwide.
 
 (8) Represent the Department in matters relating to forms
 management.
 
 (9) Coordinate forms management with other areas of
  information management.
 
 (10) Review and evaluate suggestions on all matters relevant
 to forms used Departmentwide.
 
 (11) Review and approve requests for exceptions to Standard
 and Optional forms.
 
  b The Agency Forms management
 
 (1) Issue directives establishing agency forms management
 programs and send a copy of these directives to the DFMO.
 
 (2) Establish internal controls to assure conformity with
  Departmental policies and standards, including adequate
 systems for reviewing, clearing, costing, and controlling
 forms.
 
 (3) Notify the DFMO as soon as it is known that there is a
 pending change to be made on an AD form, and submit
 copies to the DFMO for review.
 
 (4) Establish and maintain a central historical file of AD
 forms sponsored by their agency and internal agency
 forms, that includes, at a minimum:
 
 (a) Camera copy
 
 (b) Copies of clearance forms and supporting
 documentation
 
 (c) Copies of previous editions of the form
 
 (d) Copies of directives or instructions (or at least
 pertinent portions) requiring that the forms be
 used.
 
 (5) Use the ADP Perpetual Inventory System reports to monitor
 forms usage and stocking quantities.
 
 (6) Evaluate the forms management programs of subordinate
 offices.
 
 (7) Provide training and technical assistance to program
 managers and other agency staff members.
 
 (8) Coordinate forms management with other areas of
 information management.
 
 (9) Analyze proposed and existing agency forms.
 
 (10) Analyze, review and approve requests for exceptions to
 Standard, Optional and AD forms, before forwarding to the
 DFMO.
 
 c Sponsors of Forms.
 Sponsors of forms must ensure that all
 agency forms are entered into the Departmental Information
 Locator System. (See section 10.)
 
 (1) Ensure that each form they sponsor is supported by a
 directive prescribing its use.
 
 (2) Develop draft, design, and layout for the forms they
 sponsor.
 
 (3) Establish initial quantities and determine inventory
 levels and reorder levels for the forms they sponsor.
 
 (4) Develop justification statements to obtain approval for
 exceptions to Standard, Optional, and AD forms.
 
 d Personal Property Management Division.
 The Office of
 Operations must:
 
 (1) Develop and maintain procedures for ordering, stocking,
 and distributing forms used Departmentwide.
 
 (2) Maintain budget and originate printing acquisition for
 all forms used Departmentwide.
 
 (3) Operate the Consolidated Forms and Publications
 Distribution Center for forms used Departmentwide by:
 
 (a) Developing and maintaining an operating budget.
 
 (b) Establishing and maintaining a perpetual inventory
 of all forms and publications by stock number and
 title.
 
 (c) Determining appropriate warehouse stock locations
 and required warehouse space for each inventory.
 
 (d) Determining the percentage of warehouse space used
 for each inventory, and report warehouse space usage
 percentages to the USDA Working Capital Fund Staff
 for cost share determination and billing.
 
 (e) Providing and monitoring security for accountable
 forms stocked at the Consolidated Forms and
 Publications Distribution Center.
 
 e Office of Public Affairs.
 The Office of Public Affairs will
 provide the following services for AD forms:
 
 (1) Upon request, provide or arrange for preparation of
 camera copy.
 
 (2) Notify the Personal Property Management Division of any
 requests to print AD forms that do not have PPMD
 approval.
 
 (3) Determine where forms should be printed and arrange for
 printing.
 
 (4) Provide advice on the most effective and economical
 method of printing forms.
 
 (5) Assure that the camera copy is returned from the printer
 and returned to CFPDC.
 
 (6) The Design Division, OPA, is responsible for approving
 the design of envelopes and letterhead.
 
9 GENERAL FORMS MANAGEMENT PRINCIPLES
 
 a Creating New Forms.
 Before creating a new form, sponsors
 should ask themselves the following questions:
 
 (1) Is the form really necessary?
 
 (2) Can an existing form meet this need?
 
 (3) Will the proposed form fit the present or anticipated
 procedure?
 
 (4) Will it improve operations?
 
 (5) Will it be economical to use?
 
 If the answers to these questions justify the creation of a
 new form, sponsors should discuss their requirements with
 their FMOS, who will assist them in creating the form.
 
 b Analyzing Proposed or Existing Forms.
 FMOs will analyze
 proposed or existing forms to ensure that:
 
 (1) Requesting organizations have adequately justified the
 need for collecting the data and have made plans for how
 it will be used once collected, and how it will be
 disposed of when it is no longer needed.
 
 (2) The form serves its intended purpose.
 
 (3) The cost of collecting and maintaining the data does not
 exceed its value.
 
 (4) Duplication, overlap, and conflict among forms are
 eliminated.
 
 (5) All opportunities for cost-effective application of
  information management technology (e.g. ADP, source data
 automation, word processing, micrographics, electronic
 mail, facsimile, etc.) are considered to enhance the
 collection, processing, use, dissemination, and storage
 of data collected on forms.
 
 (6) The layout is logical and permits easy data entry, the
 construction is cost effective, and special binding needs
 such as punching, stapling, perforating, folding, and
 padding, are kept to a minimum.
 
 (7) Requests for colored ink are kept to a minimum. Printing
 forms in colored ink, or printing in two or more colors,
 costs more than printing in the usual black.
 
 
10 DEPARTMENTAL INFORMATION LOCATOR SYSTEM
 
 a Overview.
 DILS is a management tool designed to improve
 Departmental information resources management through the
 establishment of information resources inventories. The
 system is subdivided into six components, one of which is
 forms. The forms component will contain information on all
 forms used in USDA.
 
 b Functions.
 Forms Managers have the capability to store,
  update, retrieve, display and print forms and related data.
 From that data, DILS will provide comprehensive or selected
 reports, including forms inventories. A major feature of DILS
 is the keyword concept that describes the contents of a forms
 record. The system can be used to identify and eliminate
 duplication and overlap of forms.
 
11 REQUIRED STATEMENTS
 
 Some forms are subject to regulatory controls that require the
 inclusion of certain statements.
 For examples:
 
 a Forms used for claims or certification are required to include
 a declaration on the criminal penalties for deliberate
 falsification. Examples of acceptable language for these
 declarations are:
 
 (1) Claim Forms: "A knowingly false claim is a criminal
 offense. Title 18, U.S.C., section 1001."
 
 (2) Forms not involving claims:
 
 "Willful false statements on this form can be punishable
  by fine or imprisonment. Title 18 U.S.C., section 1001."
 
 or
 
 "A willful false statement is a criminal offense. Title
 18 U.S.C., section 1001."
 
 b Forms approved by the Office of Management and Budget under
 the Paperwork Reduction Act of 1980 must contain a statement
 listing the burden estimate and a request for public comments.
 
 c The Privacy Act of 1974 requires that individuals from whom
 personal information is directly solicited must be advised of
 the following at the time the information is requested:
 
 (1) The authority (whether granted by statute or by executive
 order of the President) that authorizes the solicitation
 of the information.
 
 (2) The principal purpose or purposes for which the
 information is intended to be used.
 
 (3) Routine uses of the information.
 
 (4) Whether the disclosures of the information are mandatory
 or voluntary and the effects on the individual for not
 providing all or any part of the requested information.
 
 Until all forms that solicit personal information from
 individuals have been redesigned to include the required
 Privacy Act information on the form itself, temporary
 supplemental Privacy Act statement sheets must be provided to
 the individual completing the form.
 
12 FORMS DESIGN
 
 a Standards.
 The General Services Administration requires that
 forms design be consistent throughout the Federal Government.
 GSA publishes handbooks that describe forms design standards,
 principles, and methods.
 
 b Sponsors of AD forms need to work with their FMO to develop an
 initial draft for new AD forms or for revisions to existing AD
 forms. These drafts must be reviewed and approved by their
 FMO and the DFMO before camera copy is designed.
 
 c To ensure cost effectiveness, eliminate legal size and
 oversize forms by reducing them to 8 1/2 x 11 inches whenever
 practical.
 
13 PRINTING AD FORMS
 
 a Printing Arrangements
 
 (1) FMOs must submit camera copy for all new and revised AD
 forms to the DFMO with an original and one copy of
 AD-687, Forms Action Request and Notice. No printing
 requisitions for new or revised AD forms will be
  processed without approval of the AD-687 by the DFMO.
 
 (2) The DFMO will review the package, and after approval,
 forward the AD-687 and camera copy to the Consolidated
 Forms and Publication Distribution Center.
 
 (3) The CFPDC will prepare the appropriate printing
 requisitions, update files, and make storage
 arrangements. The CFPDC will then forward the printing
 requisitions and camera copy to the Office of Public
 Affairs, which will then forward it to the printing
 contractor.
 
 b Printing Charges.
 The Office of Operations generally pays for
 printing of AD forms. 00 is reimbursed for agency use of forms
  by the Department's chargeback process (Greenbook charges).
 In the following instances, however, the sponsoring agency
 will be charged:
 
 (1) Changes on a form after it is received by the printing
 contractor that result in increased costs.
 
 (2) Any forms stocked at locations other than the Forms
 Warehouse.
 
 c Printing Exception.
 Cut sheet AD forms, which when copied
 produce quality forms, may be reproduced locally. Printing of
 all other AD forms will be handled as described in section
 12b.
 
14 STANDARD AND OPTIONAL FORMS
 
 a General Procedure.
 Subpart 201-45.
5 of the Federal
 Information Resources Management Regulations establishes
 policy and procedures for the use of standard and Optional
 Forms. Any recommendations regarding these forms should be
 discussed with the USDA forms sponsor. If the sponsoring
 agency's FMO approves the recommendation, he or she will refer
 the recommendation to the DFMO who will then take action as
 prescribed in the subpart 201-45.5. If it is not clear which
 agency has responsibility for the form, refer the
 recommendation to the DFMO.
 
 b Exceptions to Standard and Optional Forms.
 Exceptions are
 granted only when an agency can demonstrate that changing the
 content, format, or printing is cost effective.
 
 (1) Content exceptions are changes to the data elements of
 the form such as additions, deletions, or revisions.
 
 (2) Format exceptions are changes made by rearranging the
 data elements or changing the spacing of entries on a
 form without change to data elements.
 
 (3) Printing exceptions are changes in the printing
 specifications for a form (such as changes to paper,
 including size, and establishment of sets and
 margin-punched constructions) that result in no changes
 in content or format. To make requests for exceptions to
 Standard Forms, sponsors must submit an original and
 three copies of SF-152, Request for Clearance,
 Procurement, or Cancellation of Standard and Optional
 Forms; sample copies of proposed changes; and
 justification or supporting documents, to the FMO for
 signature and approval. The FMO will then forward the
 package to the DFMO who will review the package and,
 after concurrence, will forward it to GSA for final
 approval.
 
 c Overprinting Standard and Optional Forms.
 Agencies wishing to
 have Standard an Options Forms overprinted must confer with
 and obtain approval from their FMO, who must confer with the
 DFMO. The DFMO will check with GSA to be sure that there are
 no planned changes to the forms.
 
15 CHALLENGING FORMS
 
 a When Forms Should be Challenged.
 USDA personnel are
 encouraged to critically evaluate all forms they are required
 to submit or review and to recommend improvements or deletions
 to their FMO. The recommendation should document the reasons
 why the form is being challenged and include one or more of
 the following:
 
 (1) Identification of other forms that provide all or part of
 the information requested.
 
 (2) Explanation or description showing why the form is overly
 cumbersome.
 
 (3) Explanation of why information requested is not
  available, is available only at an unreasonable cost, or
 is of questionable value.
 
 (4) Explanation of why the form has lost validity or
 currency.
 
 b How Forms Should be Challenged
 
 (1) A user challenging an agency form should contact his/her
 agency FMO, who will in turn contact the sponsor. If the
 sponsor cannot justify the need for the form or the data,
 the sponsor should cancel or modify the form.
 
 (2) A user challenging an AD form should contact his/her
 agency FMO, who will then contact the sponsor. If the
 sponsor cannot justify the need for the form or the data,
 the form should be eliminated or modified. If the issue
 cannot be resolved between FMOS, the DFMO should be
 contacted to resolve the issue.
 
Signed by:
 
JOHN P. KRATZKE
 
 APPENDIX A
 
 CONSOLIDATED FORMS AND PUBLICATIONS
 DISTRIBUTION CENTER
 
 Operating instructions
 
 I. Introduction
 
 The Consolidated Forms and Publications Distribution Center is
 operated by the Property and Supply Operations Branch,
 Personal Property Management Division, Office of Operations,
 U.S. Department of Agriculture.
 
 The following are key areas of responsibility to assist you
 with any service concerns that you may have with the
 Consolidated Forms and Publications Distribution Center
 (CFPDC):
 
 Operation Area (Manager) FTS or Area Code 301
 
 Inventory Control/ Electronic 436-8450
 Access
 
 Customer Order Processing 436-8450
 
 Shipping/Receiving 436-8450
 
 Quality Control/Agency Liaison 436-8450
 
 General Manager 436-5003
 
 The warehouse operating facilities are located at the
 Washington Commerce Center, 3222 Hubbard Road, Landover,
 Maryland 20785. Operating hours are 8:00 a.m. to 4:30 p.m.,
 Monday through Friday, except for legal government holidays.
 
 Hereafter, the Consolidated Forms and Publications
 Distribution Center will be referred to as CFPDC.
 
 II. Purpose
 
 The CFPDC provides inventory control, warehousing and
 distribution of forms and publications for participating
 federal agencies and activities by mutual agreement. These
 summary operating instructions establish functional
 responsibility for control of forms and publications
 inventories located in the CFPDC warehouse and customer use of
 the CFPDC services.
 
 Hereafter, participating federal agencies and activities will
 be referred to as user agencies.
 
III. Billing
 
 Each user is billed monthly for their cost share of the
 warehouse and distribution services. This cost share is
 determined by the percentage of square feet a user's inventory
 occupies in the warehouse for agency stored forms and for
 their usage of AD and SF forms. In addition to the standard
 user's cost share, an agency's request for special handling or
 services will be recovered on an actual cost basis from the
 requesting agency. USDA's office of Finance and Management
 forwards the billing data to the National Finance Center in
 New Orleans which in turn does the actual billing. For non-
 USDA agencies, billings are done via the SF 1081, Transfer of
 Funds. Billing inquiries should be directed to the Working
  Capital Fund Staff on FTS or (202) 382- 1885.
 
 IV. CFPDC Responsibility
 
 A. Operate the forms and publications warehousing facility.
 
 B. Develop and maintain an operating budget.
 
 C. Establish and maintain a perpetual inventory of all forms
 and publications by stock number and title.
 
 D. Determine appropriate warehouse stock locations and
 required warehouse space for each inventory.
 
 E. Determine the percentage of warehouse space used for
 billing purposes.
 
 F. Provide user agency Inventory Managers daily, monthly,
 quarterly, and year-end inventory statistical data
 provided in item VI and VII below.
 
 G. Provide technical assistance to user agency program
 personnel.
 
 V. User Agency Responsibility
 
 A. Designate an Inventory Manager for control and
 coordination of each form and/or publication inventory
 stored at the CFPDC.
 
 B. Establish initial inventories by providing the CFPDC with
 inventory data to include: stock item number, title,
 edition date, construction, unit- of-issue, annual stock
 quantity, and reorder level for each stock item. Other
 statistical and historical data may be provided if
 compatible with CFPDC automated inventory system.
 
 C. Establish customer ID codes by submitting CFPDC Form 4
 for each new customer address.
 
 D. In concert with CFPDC, maintain inventory stock control
 in accordance with items VI, VII, VIII, and IX below.
 
 VI. Inventory and Reorder Levels
 
 The CFPDC encourages Inventory Managers to order a one year
 supply for revisions and reprints of forms and publications
 based on the rate of issue, the length of time needed to
 replenish stock, and conditions peculiar to the item itself,
 such as seasonal usage or pending discontinuance. An
 estimated one-year supply should be initially ordered for new
 forms and publications, after which, all subsequent order
 quantities should be determined by the automated inventory
 system's economical ordering quantity (EOQ). The reorder
 quantity of a form or publication may also depend on such
 factors as availability, program usage increases/decreases,
 outstanding backorders, ect.
 
VII. Reports
 
 The automated inventory system provides ongoing daily,
 monthly, and quarterly reports to Inventory Managers. The
 system enables Inventory Managers to query the system via READ
 ACCESS ONLY capability. This should assist staff with
 day-to-day stock status inquiries.
 
 A. Reorder Level Notices are provided when a stock item
 reaches its minimum stock quantity level. Inventory
 Managers should review the stock item with program
 personnel to determine if changes should be made to the
 item itself or to inventory levels. If no changes are
 necessary, a copy of the notice should be immediately
 returned to CFPDC with replenishment order data included.
 If changes are necessary, CFPDC Form 2 should accompany
 the return of the notice to CFPDC with required changes
 indicated.
 
 B. Depletion of Stock Notices are provided when stock
 quantities are completely exhausted. If the action
 required in item A above has not already been taken, it
  should be expedited. Stock outages create backorders
 which can severely effect order processing efficiency
 when allowed to accumulate.
 
 C. Receipt of Stock Notices are provided when replenishment
  stock is received from printers. Two copies of the stock
 item received will be attached to the Notice for the
 Inventory Managers inspection. The CFPDC should be
 immediately notified if there are any discrepancies in
 the printing.
 
 D. Monthly Stock Status Reports are provided to Inventory
 Managers. These reports include a shipment summary, a
 stock receipt summary, a backorder summary, and a stock
  dispensed summary.
 
 E. Quarterly Inventory Reports are provided to Inventory
 Managers. An analysis of these reports will provide
 information on fast and slow moving stock items.
 Non-moving stock items will be highlighted for user
 agency disposition action determination. This report
 also provides year-to- date and year-end historical
 information.
 
VIII. Stock Control
 
 After establishment of the initial inventory at the CFPDC, the
 CFPDC Form 2 must be submitted to the CFPDC prior to shipping
 any new inventory. New stock items will be added to the
 appropriate inventory and a confirmation copy of CFPDC Form 2
 will be returned to the user agency's Inventory Manager.
 
IX. Ordering
 
 A. Electronic Ordering. User agencies are strongly urged to
 use electronic ordering when ordering forms and
 publications from the CFPDC. This method may be used if
 the ordering office has an appropriate computer terminal
 and telephone modem. The CFPDC strongly encourages the
 use of this method because it reduces required order
 turn- around time and minimizes data entry time and
 errors.
 
 B. Mail Orders. Ordering offices must submit CFPDC Form 1
 when ordering 15 line items or less. When ordering more
  than 15 line items, use CFPDC Form 1A (Continuation
 Sheet). Transfer the order number from CFPDC Form 1 to
 the order number space provided on CFPDC Form 1A. This
 method will be honored, however, the electronic method is
 preferred.
 
 C. Seasonal or Periodic Distribution. Required
 distributions are negotiated and processed on an "as
 needed" basis. Bulk distributions should be held to a
 minimum. This distribution method should only be used
 when absolutely necessary to meet user needs. The CFPDC
 operation is based on an on-demand response and bulk
 distribution interferes with the orderly flow of normal
 user orders.
 
 X. Accountable Stock Items
 
 A. Use. Accountable stock are those forms and other items
 which can be used to gain financial profit or advantage.
 For example, SF-1169, U.S. Government Transportation
 Request, is an accountable form because it can be used by
 the bearer to obtain transportation at Government
 expense. An agency photo ID card is an accountable form
 because it can be used to identify the bearer as an
 employee and allow the bearer access to Government
 buildings. When user agencies require accounting for
 certain controlled items, CFPDC Form 2 should be
 completed providing instructions on control needs.
 
 B. Serial Number. All accountable stock items should be
 serially numbered to keep track of them. However, all
  serially numbered items are not necessarily accountable
 stock items.
 
 C. Controls. The General Accounting Office requires
 accurate accountability for those forms and other items
 which are classified as accountable. Adequate controls
 must be followed to prevent duplication of numbers and to
 maintain integrity and security of stock.
 
 D. Shipment of Accountable Stock Items. Shipment of
  accountable stock items is made only by a method of
 transportation which requires signature control and
 return receipt service or by messenger for the local
 Washington, D.C., metropolitan area. AD- 107A, Report of
 Transfer-Accountable Items (Printout), will accompany
 each accountable stock item shipment. The receiving
 officer must sign and return a copy of AD-107A to CFPDC.
 
 E. Inquiries. If there are any questions about whether an
 inventory item should be classified as an accountable
 stock item, contact CFPDC.
 
XI. Order Turn-Around
 
 A. Routine orders are to be shipped within four working days
  after the date of receipt of the order or order entry
 into the electronic ordering system. This turnaround
 does not include time required for mailing order or
 shipment delivery.
 
 B. Rush orders are to be shipped within two working days
 after the date of receipt of the order or order entry
 into the electronic ordering system.
 
 C. Emergency orders should be referred to the CFPDC user
  Agency Liaison Representatives.
 
 
XII. Required Forms
 
 Copies of forms to use when doing business with the CFPDC are
 attached in Appendix B.
 
 A. AD 687 - Forms Action Request and Notice
 (Departmental Forms and Publications)
 
 B. CFPDC Form 1 - Request for Forms and Publication
 
 C. CFPDC Form 1A - Request for Forms and
 Publication Continuation Sheet
 
 D. CFPDC Form 2 - Forms Action Request and Notice
 Agency Forms and Publications)
 
 E. CFPDC Form 4 - Customer File Action Request
 
Form AD-14 and AD-14A are no longer used for ordering forms from
CFPDC.
 
Contact OIRM, IMD, on 720-8755 for the paper copy of the Following
images(s): Figure A-1 - Forms Action Request and Notice, AD-687; Figure
A-2 - Request for Forms and Publications, CFPDC-1; Instructions for
ordering materials or services direct from CFPDC; Figure A-3 - Request
for Forms and Publications, CFPDC-1A; Figure A-4 - Forms Action Request
and Notice, CFPDC-2; and Figure A-5 - Customer File Action Request,
CFPDC-4.
 
 
Contact OIRM, IMD, on 720-8755 for a paper copy of the Following
images(s): Appendix B - Inventory Report, Appendix C - Subject Listing
in Numerical Order, Appendix D - Forms Listing by Subject in
Alphabetical Order, Appendix E - Source of Supply (Supply Codes),
Appendix F - Agency Forms Manager, Appendix G - Forms Obsoleted Since
Printing of Previous Catalog (12/88), and Appendix H - Regional Offices
GSA Map.
 
 
 
 
 APPENDIX I
 
 
 EXPLANATION OF COLUMN HEADINGS IN FORMS LISTING
 
 
 FORM NUMBER.
 This is the form identifier which appears on
 the first line of the 2-line entry for each form.
 
 
 FORM TITLE.
 The name of the form that appears on the second
 line of a 2-line entry for each form.
 
 
 Edition Date.
 The current date of the form.
 The format is
 MM/YY (month/year)
 
 SPONSOR - The agency responsible for issuing the form.
 
 
 SUBJ CODES - The code number assigned to the subject matter
 of each form.
 See subject codes.
 
 
 CONSTR - Construction.
 The physical arrangement of the
 form, i.
e.
 card, cut sheet, pad, set, etc.
 See list of
 codes for forms construction.
 
 
 UNIT - The smallest quantity of the form that will be issued
 by the source of supply.
 See list of codes for form
 units.
 
 
 SUPPLY.
 The source of supply of the form.
 See list of
 codes for sources of supply.
 
 
 DIRECTIVE REFERENCES - The medium which authorized use of
 the form, such as the Departmental Regulations, etc.
 This
 appears on the second line of a 2-line entry for each form.
 
 
 SAMPLE FORM LISTING
 

FORM NUMBER/ EDITION SPONSOR SUBJ CONSTR UNIT SUPPLY

FORM TITLE DATE CODES DIRECTIVE REFERENCES

 
 
AD-241 08/84 OP 1000 CS PD 100 OP-SE
 DR 1041-1
 
 
 
 
 
 APPENDIX J
 
 CONSTRUCTION CODES
 
 a Book.
 Sheets of the same form bound between covers.
 
 
 b Book Page.
 A single sheet form bound under a cover with other
 identical or similar forms to make a book.
 
 c Book Set.
 Sets of forms bound between covers.
 
 
 d Card.
 A form printed on finished heavy paper stock, generally
 used as a visible or vertical file card, postal card, etc.
 
 e Construction.
 The physical arrangement of the form, i.
e.
 
 card, cut sheet, set, etc.
 
 f Continuous Form Paper.
 A form in single, continuous sheets or
 sets of continuous sheets, perforated for easy separation,
 usually marginally punched for use in automatic data
 processing operations.
 
 g Cut Sheet.
 A single sheet form, with printing on one or both
 sides of the sheet.
 
 h Decalcomania.
 A notice or a decorative picture printed on
 specially prepared paper for transfer to wood, glass, metal,
 etc.
 
 i Emblem.
 A charm, tie tack, or lapel pin which symbolizes
 employee length of Federal Service in terms of 10, 20, 30, 40
 or 50 years.
 
 j Envelope.
 A flat paper container used to mail letters and
 similar correspondence for official mailing purposes via the
 U.S. Postal Service or other official letter carrying service.
 
 k Folder.
 A folded, unstitched binder, with or without prong
 fasteners, for filing papers.
 
 l Form Letter.
 A letter with the same information, used for the
 same purpose, used repeatedly with space to fill in the
 addressee, or other information.
 
 m Label.
 A piece of paper normally used to identify items or
 shipments; usually has an adhesive back suitable for affixing
 it to boxes, packages envelopes, etc.
 
 n Looseleaf Publication.
 Can be updated by revising individual
 pages when necessary.
 
 o Multiple Page.
 Two or more dissimilar pages requiring some
 fill-in, bound or fastened together as a single form.
 
 p Noncarbon Pad.
 Cut sheets of the same form, usually glued
 together along one edge, printed on chemically treated paper
 not requiring carbon.
 
 q Noncarbon Set.
 Original and one or more attached copies of
 the same form, printed on chemically treated paper not
 requiring carbon which may be completed in one operation.
 
 r Pamphlet.
 A self-contained publication of two or more
 dissimilar pages bound or fastened together as a single form
 not requiring fill-in.
 
 s Set.
 An original and one or more attached copies of the same
 form; may be completed in one operation.
 
 t Sheet.
 A single page of more than one copy of a form joined
 by perforations for separating.
 
 u Tab Card.
 A machine processible card of 99 lb.
 stock which is
 designed for specific data processing needs.
 
 v Tag.
 A cardboard, plastic or metal marker used for the
 identification of specific items and affixed to the items with
 a string (cord) or wire.
 
Note: A number after the construction code represents: the number of
sheets in a pad or book, the number of parts in a set, the number of
parts for continuous form paper, the number of sets in a padded set or
book set, the number of forms printed on a cut sheet when more than one,
etc (e.g. NCS-4 = a 4-part no-carbon- required set).
 
 
 
 
 
 
 
 
 APPENDIX K
 
 
 UNIT OF ISSUE
 
 a Box.
 A container used to package a specific amount of forms;
 usually corrugated paper or other sturdy material.
 
 b Each.
 A single copy of a form.
 
 
 c Hundred.
 A quantity of paper in amounts of hundreds.
 
 
 d Package.
 A quantity of paper in various amounts of hundreds.
 
 
 e Pad.
 Cut sheets of the same form, usually glued together.
 
 
 f Padded Set.
 A pad with sets of the same form bound together.
 
 
 g Unit.
 The smallest quantity of the form that will be issued
 by the source of supply.
 
Note: A number after the unit code represents: The number of sheets,
sets, pads, labels, envelopes, etc., that are packaged together for
distribution (e.g., PD 100, BX 50).