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The Forms Management Center is mandated to implement and manage the following Government Code Sections responsibilities:
Statutory Authority
Government Code Section 14770:
Requires the Director of Department of General Services (DGS) to establish the Forms Management Center (FMC) for the orderly design, implementation and maintenance of a statewide forms management program.
Government Code Section 14771:
Requires FMC to assist state agencies in implementing and maintaining effective forms management programs. A successful forms management program must include processes for form analysis and design, form management, and the application and management of electronic forms. To fulfill this responsibility, FMC offers forms training classes.
Government Code Section 14772:
Requires each agency to appoint a forms management representative to provide necessary assistance to implement the State Forms Management Program within the agency. A Departmental Forms Coordinator's role is to ensure the goals of the State's forms management program are effectively met within the agency. In addition, Coordinators must administer their agency's own forms management in the most economical and efficient manner possible. (See Section 1705 of the State Administrative Manual and the Addendum to Section 1705.)
Government Code Section 14775:
The Senate Bill 1898 Law (Enacted 9/94) is titled the Business Use Program. The Business-Use Program consists of the following major phases:
- Phase I requires each state agency to inventory all their forms and reports required of the business community to complete and submit as part of the state's administrative processes.
- Phase II requires state agencies, on an annual basis, to review and eliminate their non-mandated, non-tax forms or certify them for continual usage.
Program Responsibility:
The responsibility for carrying out the statewide program on behalf of the Director of DGS rests with the FMC. To ensure consistency, uniformity, and economy of operations, FMC is responsible for the overall development and coordination of forms management policies, procedures, standards, and guidelines as described below:
- Establish standards and procedures to carry out the State's forms management program;
- Help agencies develop programs for the effective management, analysis, design, and purchase of forms;
- Establish a program for the management of the State's STD. forms;
- Study, develop, design, revise, coordinate, and manage the State's STD. forms in cooperation with the agencies responsible for their content;
- Review forms that have an impact on private business;
- Establish and maintain basic design/specification criteria for the State's forms;
- Provide training and instruction in forms analysis, design, and management; and
- Prepare reports on the Business-Use Forms/Reports Program as required by the Legislature.
Program Goals:
- Develop and manage effective systems and procedures;
- Have the right forms available at the right time in the right format at the right cost;
- Standardize forms and procedures;
- Improve workflow;
- Reduce the costs of processing, using, filing, and retrieving information contained in forms; and
- Reduce printing costs.
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