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**CONTENTS**

**CHAPTER 18. FORM AND FORM LETTER MANAGEMENT**

PARAGRAPH PAGE

18.01 Purpose and Scope 18-1

18.02 Responsibilities 18-1

18.03 Control of Accountable Forms 18-1

18.04 Control of Stock 18-1

18.05 Local Reproduction of Standard VA Forms and Form Letters 18-4

18.06 Local Forms, Form Letters and Overprints 18-5

18.07 Overprinting 18-6

18.08 Replenishment of Stock 18-7

18.09 Receipt of Stock 18-10

18.10 Disposition of Stock 18-11

18.11 Inventory of Stock 18-11

18.12 Issuing Stock to Usage Points 18-12

18.13 Pattern Library Control 18-13

APPENDIX

A LOGFP INSTRUCTIONS - FORMS/PUBLICATIONS MANAGEMENT 18A-1

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**CHAPTER 18. FORM AND FORM LETTER MANAGEMENT**

**18.01 PURPOSE AND SCOPE**

a\. The purpose of this chapter is to provide operational procedures for
the effective management of forms and form letters at Veterans Benefits
Administration (VBA) field stations, and to effectively implement
established policies and procedures. The field station PCO (Publications
Control Officer) acts as the representative on all matters pertaining to
form and form letter activities (including the review, control and
approval) of local forms and form letters. The field station PCO also
has responsibility for maintaining the history files of local forms and
form letters and the station pattern library.

b\. Items included in the form and form letter management program are
defined in the VBA supplement to MP-1, part II, chapter 4, Forms
Management and Appendix A, Forms Management Guidelines and Procedures.
References are provided throughout this chapter to the wide range of
established policies upon which these procedures are based.

**18.02 RESPONSIBILITIES**

VA Manual MP-2, subchapter E, section 108-27.5107-1, assigns the Chief,
Administrative activity, as the field station PCO, the responsibility
for stock control, replenishment and management of inventories of all
forms and form letters. The field station PCO and designated alternate
will be responsible for signing all written requisitions and placing
telephonic requests to the Forms and Publications Depot. The name and
telephone number of the PCO and alternate will be furnished to the Depot
Officer (036B), at (703) 557-4192; requests received from any other
source will not be accepted. In addition, publications representatives
will be appointed by each division within the station to coordinate form
and form letter requirements with the Publications Unit.

**18.03 CONTROL OF ACCOUNTABLE FORMS**

There are special procedures for the control, shipment, requisition,
issuance and disposal of accountable forms. Refer to the general
instructions at the beginning of VA Catalog 1, and MP-2, Subchapter E,
Section 108-27.5107, for specific instructions.

**18.04 CONTROL OF STOCK**

a\. VA Manual MP-2, subchapter E, section 108-27.5107, assigns the
responsibility for stock control, replenishment and management of
inventories of all forms, form letters and publications to the Chief,
Administrative/or Support Services Division, as the field station
Publications Control Officer (PCO). These services will be provided to
all VBA operating elements. Appendix A of this chapter provides optional
for the station PCO to use in the ordering, stocking and management of
inventories of all forms, form letters and publications used by the
station.

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b\. Local [written]{.underline} procedures will be published to
establish an ordering schedule. A staggered schedule, if appropriate,
will spread replenishment requests throughout the month. Also include
procedures regarding internal over-the-counter and telephone requests
for stock.

c\. Stock can be stored in the same order as the appropriate catalogs,
e.g., in numerical order by prefix, lowest to highest, or in ascending
numerical order by form number, with no regard for prefix (VA
Standardized forms and form letters only).

d\. VA Form 2134, Stock Control Card. The \"low watermark\" technique of
stock control, utilizing VA Form 2134, will be used whenever possible,
as stipulated in MP-2, Subchapter E, section 108-27.5107-1. Maintain
this card for each item stocked in the Publications activity, including
overprints, local forms and local form letters, in accordance with the
following procedures.

Complete the card as follows:

\(1\) Description. Enter the title of the item.

\(2\) Unit of Issue. Enter the symbol shown in the \"Issue Unit\" column
in VA Catalog 1, Standardized Forms and Form Letters Log 1.

\(3\) Using Elements. Show the routing symbols of the operating elements
that use the item, i.e., 21, 27, 28, 136, etc.

\(4\) Estimated Usage. Self-explanatory.

\(5\) Type of Usage. Refer to VA Catalog 1.

\(6\) Replenishment (Reorder) Level. Determine the amount of stock
needed for five months, including a 30-day procurement time for
Depot-stocked items. Consider any special workload projections which may
increase use.

\(7\) Replenishment Cycle. Most forms and form letters will be
replenished either quarterly or annually. For standardized items stocked
by station or service, the replenishment cycle is annual, unless
quantities as such would create a storage problem. If the item is depot
stocked, VA Catalog 1 indicates high and low usage items. High usage
items are replenished quarterly and low usage items are replenished
annually. Refer to Printing and Binding Price schedule No. 8 for other
possible variations (i.e., custom marginally punched continuous forms
are to be ordered semiannually). A regular replenishment cycle should
also be established for items such as field station forms and form
letters, which are replenished through the station duplicating activity
or Government Printing Office Regional Printing Procurement Offices (GPO
RPPO).

\(8\) Quantity per unit of issue. Enter the amount to be ordered on the
replenishment cycle based on projected needs and past experience. Also
consider varying leadtime requirements and standard packaging quantities
(if known) for different types of forms. Enter the amount shown in the
\"Standard Pack\" column in VA Catalog 1.

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\(9\) Remarks. Use this area for notations such as accountable form
serial numbers; stock number and issue date (see VA Catalog 1); date of
revision, if appropriate; usage fluctuations; glossary document numbers,
etc. Also annotate VA Form 2134 when an administrative issue is received
which relates directly to the usage of an item, e.g., information in a
circular regarding a program change which may affect future orders.

\(10\) Enter the number of the form or form letter below the fold line
of the card in large, easy-to-read numerals when all of the above
information has been noted. Fold and place the card in the stock.

NOTE: The low watermark (safety level) technique may be used to signal
reorder points at the discretion of local management. If this technique
is selected, place VA Form 2134 at the replenishment level. (See
paragraph (6) above.) Stations may wish to use other card stock to
identify reorder levels so that VA Form 2134 is readily available when
requisitions are processed. If so, be sure these cards reflect the item
number. Any automated system which attempts to duplicate the forms
inventory statistics or the associated processes, must conform to the
same performance specifications and information placed on VA Form 2134.
No data can be omitted nor necessary procedure or process changed and/or
eliminated.

e\. Post the lower portion of the card as follows when stock is issued
and/or received:

\(1\) Date. Annotate the date (month and year) of action taken.

\(2\) Total Quantity Available. Show the amount of stock available on
station, [including]{.underline} any bulk stock in local storage areas.

\(3\) Quantity Issued. Show the amount of stock issued to fill the
order.

\(4\) Issue To. Show the routing symbol of the operating element to
which stock is issued. If stock is issued to a source outside the
regional office (other than to veteran service organizations), show
\"other.\"

\(5\) Quantity Ordered. Show the amount requested on a quarterly order.

NOTE: When stock is received, add the amount received to the amount in
\"Total Quantity Available.\" Show the sum under \"Total Quantity
Available.\"

f\. Monthly \"Forms, Form Letters and Publications Control and
Standardization\" bulletins are issued which affect VA Catalogs 1 and
1-P and provide an additional means to control Publications activity
stock.

\(1\) Review bulletins as soon as possible after receipt, preferably
within 5-10 days.

\(2\) Post [all]{.underline} changes in the bulletins to the appropriate
catalog maintained in the Publications activity. Include the bulletin
number for reference purposes. Note information on VA Form 2134 which
may affect replenishment action, e.g., a change in stock number or
packaging.

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NOTE: Pay particular attention to the sections of the bulletin which
pertain to revisions and discontinued forms. When forms are revised and
the bulletin indicates that previous stock will not be used, stock MUST
be reviewed to ensure that only current issues are maintained. Also note
that a change in the construction of a form (i.e. form had been a single
sheet and is now a set or vice versa) will cause the stock number to
change in the bulletin and will show the previous version of the form as
being discontinued.

\(3\) Remove all discontinued and rescinded stock from shelves and
notify using divisions. A local overprint may be developed for such
notification.

\(4\) See paragraph 18.10 for guidance on disposition of obsolete and
discontinued stock.

**18.05 LOCAL REPRODUCTION OF STANDARD VA FORMS AND FORM LETTERS**

a\. The VBA PCO (20A52) will determine if stock can be economically
reproduced by field stations when a standard VA form or form letter is
developed or revised. This decision will also be made when depot stock
of an item reaches the replenishment level. Items that meet the local
reproduction authorized criteria will be listed in VA Catalog 1 with
source code \"L.\"

b\. Two reproducible masters, printed on good quality heavy grade paper
to withstand long term handling, will be distributed to each VBA field
activity. They will be printed on oversize stock with printed crop marks
to indicate the finished trim size of the form or form letter. The words
\"Local Reproduction Authorized\" will be printed outside the trim area,
but WILL NOT appear on the finished product when stock is reproduced.

\(1\) Maintain reproducible masters in protective envelopes or folders.
Prepare VA Form 2134 for each master and note the current issue date in
the \"Remarks\" section. Keep the card in the envelope/folder with the
master.

\(2\) File the envelope/folder in numerical order by prefix.

\(3\) When a revised master is received, pull the appropriate
folder/envelope. Note the new issue date on VA Form 2134. Dispose of the
rescinded master. (See RCS VB-1, part I, item 03-135.200.)

c If the stock reproduced from the revised master is used locally,
reproduce a 30-day supply. Ensure that users are notified of the
revision and, if appropriate, deliver a sufficient supply of current
stock to the using activity. Do not dispose of old stock until a
sufficient supply of new stock is available.

NOTE: Do not exceed the duplication limits established by MP-1, part II,
chapter 9, Printing and Reproduction.

\(1\) Post VA Form 2134 to reflect the amount reproduced, the routing
symbol of the using element, and the date of issue. Place the new master
in the folder/envelope, and return it to the file. Remove all old stock
from the Publications activity [and]{.underline} from using operating
elements.

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\(2\) If an item is included in a word processing glossary, reproduce
one copy of the master, note the document number, and forward the letter
to the person responsible for maintaining glossaries. Request that a
copy of the [revised]{.underline} document be returned to the
Publications activity to ensure the integrity of the item.

\(3\) When the revision is received, reproduce sufficient copies to
update [all]{.underline} local user reference guides/binders. File the
revision with the master in the appropriate folder/envelope.

d\. Upon receipt of a reproducible master for a [new]{.underline} form
or form letter, the field station PCO and the using element will
determine the quantity needed for local use. When this determination has
been made, follow the procedures described in paragraph 18.05b, above.

e\. Field stations may wish to reproduce stock only when it is
requested. Annotate VA Form 2134 each time stock is reproduced and
issued as described in paragraph 18.05 b(3), above.

**18.06 LOCAL FORMS, FORM LETTERS AND OVERPRINTS**

Field station PCOs will carefully monitor and document the creation,
design and use of locally developed forms, form letters, and overprints.

a\. All proposed new or revised field station forms and form letters
will be submitted to the field station PCO for approval on VA Form 559,
Request for Field Station Form or Form Letter, along with a copy of the
proposed form or form letter. Complete all items on VA Form 559 except
for Items 2 and 22 through 28, since the form is no longer submitted
first to Central Office for approval. The field station PCO will review
VA Form 559 and a copy of the proposed form or form letter, and will
sign in Item 21 if approval is given for printing the form or form
letter. A copy of the signed VA Form 559 and approved form or form
letter will be placed in the station history file.

b\. Upon receipt of a request for a new or revised field station form or
form letter the field station PCO will:

\(1\) Determine whether or not there is any standard, local or optional
form or form letter in existence that would serve the requester\'s
needs. If so, disapprove the request and inform the requester of the
appropriate form or form letter to be used.

\(2\) Determine the need or propriety for the proposed form or form
letter (or revision).

\(a\) Ensure that all divisions\' needs are taken into consideration.
Coordination among all concerned is essential.

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\(b\) Can the item be overprinted on an existing form or form letter? As
an alternative to creating a new form or form letter, overprinting
repetitive fill-in data on an existing item may be authorized when the
controls inherent in a form or form letter are not necessary. If a
proposed item meets these criteria, disapprove the request and inform
the requester of the appropriate action.

EXAMPLE: A new form is requested for the collection of data necessary
for a continuing management survey program. Should the form be approved
or should a VA Form 7051, Data Sheet, be overprinted?

In this case, the goals of the Agency form and form letter program will
best be served by the creation of a new form. The benefit of keeping the
form number \"count\" down is outweighed by the ongoing need for easy
reference, filing and disposition controls provided by a numbered form.
On the other hand, if a less formal, one-time survey is involved, then
an overprinted data sheet is appropriate. The data sheet can be
overprinted for a specific purpose and disposed of when that purpose is
accomplished.

\(3\) Determine whether or not there is an associated item in the RCS
VB-1, part I, to assure proper protection and disposition. (See MP-1,
pt. II, ch. 1, Written Communications - Approval Authorities for forms
with no associated item.)

\(4\) Determine if the item is appropriate for a glossary. If so,
disapprove the request and inform the requester of the appropriate
course of action.

\(5\) Approve the request if the above conditions have been satisfied.

\(6\) Proceed with printing the form or form letter.

NOTE: Any proposed field station form or form letter that is used to
collect information or answers to questions or items from ten or more
claimants, requires VA Central Office and OMB (Office of Management and
Budget) approval and WILL NOT be approved at the local level.

**18.07 OVERPRINTING**

a\. The field station PCO will approve only that overprinting which is
economically justified in terms of reduced clerical or typing costs
provided by preprinted repetitive data, as opposed to the per unit cost
of the printing involved which decreases as the number of copies printed
increases. When properly used, overprints allow for economical and more
specialized use of a form or form letter without violating the
principles of standardization. (See MP-1, part II, chapter 4, and the
VBA supplement.)

b\. Assign control numbers to each overprint for identification and
monitoring purposes. In addition, review overprints during the annual
inventory of the Publications activity. (See paragraph 18.11)

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**18.08 REPLENISHMENT OF STOCK**

a\. The first step of the replenishment process is to analyze the form
or form letter, including local forms, form letters and overprints. The
design and content of standard VA items are the responsibility of the
controlling or originating office, but comments from field activities
provide valuable insight and perspective.

b\. Remove VA Form 2134 when the established replenishment level is
reached. Analyze standard and optional forms and form letters as
follows:

\(1\) Are all items necessary and applicable? For example, is
information being requested that is no longer relevant?

\(2\) Is the latest edition available for \"Local Reproduction
Authorized\" items?

\(3\) Is the existing design and construction useful? For example, are
only two copies of a three-part form actually used?

\(4\) Is all overprinted information accurate and complete; e.g., the
local station address, station number, routing symbol, etc., on standard
form letters produced from reproducible masters?

c\. If the analysis indicates that changes may be necessary:

\(1\) Submit proposed changes to standard, optional and other Government
agency forms to the VBA PCO (20A52) for referral to the appropriate
office. Replenishment of these items may be requested on the quarterly
order if appropriate.

\(2\) Coordinate revisions of local forms and form letters with the
appropriate operating element. Do not print new stock until changes have
been made and approved by the field station PCO.

\(3\) Submit proposed revisions to the VBA PCO (20A52) for local forms
and form letters not authorized for printing without Central Office
approval.

NOTE: Stock may be reproduced \"as is\" in quantities sufficient to
maintain stock during the revision period. The request may also be
placed in suspense pending approval of the revision. Factors to consider
are the immediate need of the station, the urgency of the revision, the
reorder quantity, and the time needed to process the revision. Contact
the VBA PCO (20A52) if assistance is needed to determine the time frame
for Central Office action.

d\. Ordering Procedures. Refer to VA Catalog 1 to determine the order
schedule and the stocking point for available forms and form letters.
Submit replenishment orders to the appropriate source as follows:

\(1\) Depot-Stocked Items. Request Depot-stocked items on the FALCON Log
I System. (See MP-6, part XIV, supplement 7.1, Integrated Procurement
Storage and Distribution System Log 1, chapter 2, Forms and Publications
Issue Request.) Order quantities in multiples of the standard package
amount.

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\(2\) Items Not Available From the Forms and Publications Depot.

\(a\) Order tabulating cards, marginally punched continuous forms, and
specialty paper from Central Office on VA Form 3-7700, Request for
Reproduction Services. This does not include computer paper which should
be ordered as a supply item from the Federal Supply Schedule.

\(b\) Orders for items stocked by the station will be submitted to
(20A52), on VA Form 3-7700, with two samples attached; i.e., Warranty
Deeds, Deeds of Trust, [station letterhead]{.underline}, etc.

\(c\) Submit orders for items stocked by the service to the VBA PCO
(20A52). Refer to Printing and Binding Price Schedule No. 8 for
instructions regarding off-schedule requisitions, procurement lead time,
standard packaging information, and replenishment cycles (generally 90
days).

\(d\) Order standard size blank continuous paper through GSA supply
sources.

\(e\) Reproduce VA standard form letters issued as reproducible masters
as well as locally developed forms and form letters through the station
reproduction services.

[1]{.underline}. Add repetitive fill-in data to reproducible masters
prior to reproduction. Print multi-page form letters head to foot.

[2]{.underline}. The first source of replenishment is the field station
or centralized duplicating activity. Such duplication is limited to
5,000 production units of 8 1/2 by 11-inch single page items, and 25,000
production units of multiple page items in the aggregate. A production
unit is defined as one sheet, 8 1/2 by 11 inches, printed on one side
only, one color.

[3]{.underline}. Order from the area Government Printing Office Regional
Printing Procurement Office (GPO RPPO) or from commercial sources if
copying and/or printing cannot be accomplished locally (see paragraph
[2]{.underline} above). Printing or duplicating orders costing less than
\$1,000 per line item can be ordered directly from commercial sources,
[provided]{.underline} that: (a) the items are not of continuing
repetitive nature, and (b) are not conducive to the establishment of an
open-end indefinite quantity type contract, and (c) [cannot be ordered
against]{.underline} [existing GPO contracts]{.underline}.

[4]{.underline}. RPPO personnel can advise stations on procurement from
commercial sources, but reference to the RPPO is not mandatory if the
above criteria are met. Addresses and telephone numbers of RPPOs are
shown in Printing and Binding Price Schedule No. 8. Refer to VA
Acquisition Regulation Part 808, Subpart 808.8, Subsection 808.870, for
ordering procedures and mandatory reporting on JCP Form No.2, Commercial
Printing Report.

[5]{.underline}. Work orders submitted to an RPPO must include the
Simplified Intragovernmental Billing and Collection System (SIBAC)
number assigned to the field station by the GPO. Until this form is
revised, enter the SIBAC number in the \"Appropriation Chargeable\" item
on the SF 1, Printing and Binding Requisition.

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[6]{.underline}. The final source for replenishment is the Printing
Procurement Division (036D). Submit requirements directly to Central
Office on the regularly scheduled quarterly order and allow
approximately 30 workdays for procurement. Refer to Printing and Binding
Price No. 2 under \"Other Instructions\" for ordering procedures.

[7]{.underline}. Submit requirements on VA Form 3-7700, Request for
Reproduction Services, or VA Form 3-7700a, Form Letter Reproduction
Request, for reproduction beyond station capabilities or limits. (See
Printing and Binding Price Schedule No. 2 for schedule and
instructions.) Submit off-schedule requisitions on VA Form 3-7700. Allow
a minimum of 30 workdays when establishing the replenishment level.

f Order forms and form letters not stocked by the VA Forms and
Publications Depot through Central Office (20A52).

[1]{.underline}. Submit requisitions on VA Form 3-7700 to the VBA PCO
(20A52) for service-stocked items in accordance with the schedule
established in Printing and Binding Price Schedule No. 2.

NOTE: Replenishment levels will vary according to form type; i.e., a
four-part carbon snapout set requires a longer procurement period than a
single sheet form. The VBA PCO will advise stations on approximate
procurement times.

[2]{.underline}. Items stocked by station will be ordered on VA Form
3-7700a from Central Office (036D) according to the quarterly schedule
and procedures in Printing and Binding Price Schedule No. 2. Notify the
VBA PCO (20A52) if assistance is needed to estimate procurement
leadtimes.

g Nonrecurring and test forms are normally distributed on a one time
basis and are not stocked by the Forms and Publications Depot. Address
any inquiries on these items to the VBA PCO (20A52).

NOTE: WHEN THE QUARTERLY ORDER PROCESS IS COMPLETED, ARRANGE VA FORMS
2134 IN [CATALOG ORDER]{.underline} AND SET THEM ASIDE PENDING RECEIPT
OF STOCK.

h\. Off-Schedule Requisitions

\(1\) Off-schedule requisitions are permissible when properly justified.
However, no more than five line items will be requested, and the actual
number of off-schedules submitted during the year should be kept to a
minimum, and approved at the division chief level prior to submission.

\(2\) Check [all]{.underline} stock to determine if other items are
approaching an out-of-stock situation and consolidate orders. Order
sufficient stock to permit the return to the regular requisition
schedule.

\(3\) Telephonic requests of five items or less are permissible in
extreme emergency situations. Process these requests as off-schedule
requisitions.

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NOTE: Do not submit off-schedule requisitions when initial distribution
or replenishment stock is received and appears to be insufficient.
Instead, determine if the quantity received is sufficient to last until
the next quarterly order is received. If not, notify the VBA PCO (20A52)
of the amount needed until the next quarterly order, as well as the
estimated usage for 3 months.

**18.09 RECEIPT OF STOCK**

a\. When stock is received based on a quarterly order, inspect the
shipment and make any necessary adjustments, and note any discrepancies.
All cartons of VBA Station Letterhead should be opened to ensure that it
is usable and correct. Contact the PCO if there are any problems.

\(1\) Review Report 758, Forms Picking List, the document used by the
Depot for stock selection. It is in Depot location sequence and reflects
changes in amounts shipped or items which are back ordered.

\(2\) The Depot will ship back orders upon receipt of stock. Annotate VA
Form 2134 to reflect this information, and place the card in suspense
until stock is received.

NOTE: Do not resubmit orders for items on back order. Notify the VBA PCO
(20A52) if stock is too low to ensure continued operations until the
back order is received.

\(3\) Remove stock from cartons. Annotate VA Form 2134 to reflect the
date and the amount received. Insert the card at the replenishment level
when stock is placed on the shelf and/or in bulk storage.

b\. Initial Distribution Procedures

\(1\) Initial distribution will be made of new or superseding revisions
of standard forms and form letters not appropriate for local
reproduction. Revised form letters which do not allow the use of old
stock will reflect \"RS\" in the identification portion of the letter.
Information for standard forms is centered at the bottom, and states
that previous editions will NOT be used.

\(2\) Approximate distribution quantities are as follows:

\(a\) Depot-stocked items. 6 months\' usage.

\(b\) Station-stocked items. 6 months\' usage.

\(c\) Service-stocked items. 6 to 8 months\' usage or an amount
sufficient for the period to be used.

NOTE: Do not submit off-schedule requisitions for Depot-stocked forms if
the quantity received is insufficient for the needs of the station.
Determine if the quantity received is sufficient to last until the next
quarterly requisition. If not, notify the VBA PCO (20A52) of the amount
needed until the next quarterly order, as well as the estimated usage
for 3 months.

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\(3\) Prepare VA Form 23-6582, Automatic Requisition for each
[new]{.underline} item received on initial distribution. Prepare a
separate card for each operating element that uses the item. Complete
the top line of the card, and identify the usage point by correspondence
symbol.

\(4\) Send the card and a copy of the new item to the usage point(s)
with a request for a determination of monthly usage. Monthly usage may
represent up to 12 months\' usage, depending on storage capacity at the
usage point.

\(5\) Operating elements will advise the Publications activity when a
usage amount has been established. On receipt, the Publications activity
will note the information on VA Form 2134.

c\. Initial distribution will not be made on replacement revisions of
forms or form letters which allow the use of old stock. Form letters
reflect \"R\" in the identification area. Information for standard forms
is centered at the bottom, and states that previous issues may be used.

d\. Store new stock of [replacement revisions]{.underline} in a manner
that facilitates the depletion of all old stock prior to use of the new
issue.

e\. Inspect shipments received from a printer, including orders placed
through the Central Office Printing Procurement Division, an RPPO, or
private commercial sources, immediately upon receipt. Note partial
shipments on VA Form 2134, and place the card in suspense until the
complete order is received.

NOTE: Printing and Binding Price Schedule No. 8 provides guidelines on
variations in quantities shipped, receipt of partial orders, and notice
of procurement and confirmation of delivery requirements. Overruns and
shortages not exceeding 10 percent will generally constitute an
acceptable delivery.

**18.10 DISPOSITION OF STOCK**

Dispose of discontinued stock in accordance with MP-2, subchapter E,
section 108-27.5107. Dispose of obsolete stock of forms on receipt of
initial distribution of a superseding form. Dispose of printed form
letter stock and reproducible masters when new stock is received.

**18.11 INVENTORY OF STOCK**

a\. Conduct an annual inventory of all stock maintained in the
Publications activity during the fourth quarter of each fiscal year in
order to identify obsolete or excess stock. Include all standard forms
and form letters, local forms and form letters, overprints and
pamphlets.

\(1\) Check the issue date of stock on hand items against the issue date
shown in VA Catalog 1 to verify that all items are current.

\(2\) Examine VA Forms 2134 to determine if changes in usage have
occurred since the last inventory.

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\(3\) Examine operating element VA Forms 23-6582 to determine if stock
is still being ordered and used.

\(4\) Annotate VA Form 2134 to indicate that the item was included in
the inventory and the date (month and year) of the inventory; e.g.,
\"8/92-INV.\" Show this information in a distinctive color of ink (other
than black or blue), so information is readily identified.

\(5\) Report excess stock of any items in unopened cartons to the Forms
and Publications Depot Officer (036B), including the revision date of
each item. (See MP-2, subch. E, sec. 108.27.5107)

\(6\) Note any necessary adjustments on VA Form 2134.

b\. Review operating element usage practices and inspect division stock
semiannually to ensure that all items are current and overstocking does
not occur. Include all standard forms and form letters, local forms and
form letters, overprints and pamphlets.

c\. Maintain written results of the annual inventory and the semiannual
reviews, and include the findings in one of the required Systematic
Analyses of Operations for the Publications activity.

**18.12 ISSUING STOCK TO USAGE POINTS**

a\. Internal. Stock may be issued to local usage points provided
sufficient storage space is available. If so:

\(1\) Publications representatives will maintain a VA Form 23-6582 for
each item stocked by the operating element and will be responsible for
ensuring that an adequate amount of stock is available. Stock stored in
operating elements will be centrally located whenever possible. Orders
will be submitted monthly except when a longer interval has been agreed
upon.

\(2\) Representatives will inspect stock prior to the submission of
orders for replenishment in order to determine the amount needed and to
ensure that stockpiling or hoarding does not occur.

\(3\) When the amount of stock needed is determined, it will be shown in
the \"Amount Issued,\" column of VA Form 23-6582. [Make no entry in the
\"date\" column]{.underline}. Reconcile any significant usage difference
immediately. When all action is completed, assemble the requisition
cards in numerical order by prefix and forwarded them to the
Publications activity.

\(4\) The Publications clerk will issue the stock, complete VA Form
23-6582, and return the cards with the order to the requesting operating
element.

b\. External. VA policy on distribution of forms and form letters to
outside users is contained in MP-1, part II, chapter 9, paragraph 4c(9).
The Publications activity will:

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\(1\) Provide VA Form 23-8800, Request for VA Forms and Publications, to
users outside the regional office who order stock on a recurring basis.

\(a\) Stamp or overprint the field station return address on the mailing
label. If abbreviations or symbols are used, overprint explanations on
the reverse of the form. (Do not overprint on the reverse of the mailing
label.)

\(b\) Advise users that VA Form 23-8800 will be used to submit requests
to the regional office/center only. The VA Forms and Publications Depot
will not honor the form.

\(c\) Fill orders on receipt. Detach the mailing label and use it to
ship requested stock. Return one (1) copy of VA Form 23-8800 to the
requester. Use the \"Remarks\" section to provide an explanation if any
items are not included in the shipment.

\(2\) The Publications activity will honor telephone requests from
external users who do not order on a recurring basis or who need
expedited action. Requests which cannot be filled locally because of the
quantity needed will be forwarded to the VBA PCO (20A52).

c\. Stock of low-usage items which are used only at one point may be
maintained entirely by the usage point. In these cases, no stock will be
kept in the Publications activity.

d\. Establish local procedures to ensure that division orders for this
stock are submitted according to the quarterly order schedule. Printing
and procurement leadtime and safety factors must be established to
ensure that sufficient stock is always available to the using division.

\(1\) Division publications representatives will maintain VA Form
23-6582 for these items and forward the card to the Publications
activity when replenishment is necessary.

\(2\) The Publications activity will also maintain VA Form 23-6582 for
these items. When stock is received, information normally noted on VA
Form 2134 will be noted on the Publications activity requisition card.

e\. Field stations are not expected to process requisitions from the
Armed Forces for VA forms and form letters. Military installations
submitting requests should be directed to order through their own forms
and publications supply channels. Forward requests to the VBA PCO
(20A52) if stock is unavailable to military users through their own
channels.

**18.13 PATTERN LIBRARY CONTROL**

a\. The field station PCO is responsible for the management of all local
pattern libraries and is relied upon to ensure the effectiveness of the
program. Establish pattern libraries following the guidelines set forth
in this chapter and in VBA Supplement, MP-1, part II, chapter 4, section
B.

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b\. Publish a local circular establishing procedures regarding the
submission of proposed pattern library items, including standard VA form
letters, updating standard VA form letters, the generation of approved
documents, and procedures pertinent to the annual library review.

c\. All requests for approval of new or revised pattern library items
will be submitted to the field station PCO on VA Form 20-8953, Request
For New Or Revised Pattern Library Item. Requests will be prepared and
submitted in an original and two copies, together with three copies of
the proposed item.

d\. The PCO will determine whether there is an existing pattern library
item, standard form or form letter that will serve the requester\'s
needs before approval of the request.

e\. Operating elements will notify the PCO when items in a library are
discontinued. In a similar manner, when a new or revised form letter is
received from Central Office, the PCO will notify all elements of
potential changes which may be required to existing pattern letters.

f\. Review all local pattern libraries annually to ensure that documents
are current and necessary. Each operating element will provide written
certification to the field station PCO that all appropriate documents
have been reviewed. Certifications will include the document numbers of
those items to be removed from the library. Include findings from these
reviews in the Systematic Analysis of Operations for the Centralized
Transcription Activity.

g\. Maintain a history file of all approved pattern library documents.
The file will be maintained by library and will include the most recent
VA Form 20-8953, one copy of the current approved library document, and
one copy of any superseded documents containing the same item number.
When an item is discontinued, it will be removed from the active history
file and retained in accordance with Records Control Schedule, VB-1,
part I, item 03-136.100.

h\. VA Form 70-4509, Correspondence Guide Worksheet, or VA Form 21-6747,
Adjudication Worksheet, may be used to request generation of pattern
library documents.

i\. When a document is added to a library, an identification number will
be assigned, e.g., 20PLI10, 0001A, etc. The PCO should advise the
requesting element of this number which will then be used to request
pattern library documents.

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Appendix A

Change 87

LOGFP INSTRUCTIONS - FORMS/PUBLICATIONS MANAGEMENT

Read these instructions through one time before attempting to use the
system. There are many instances when you do not press return to
complete a procedure, but \"tab\" or a \"PF\" key. To exit the system at
any time, press PF 28 to get a blank screen, and then type \"LOGOFF.\"

1\. Log on: Wang User ID:

Wang Password:

2\. From the Menu select:

\"ACCESS TO AUSTIN,\" or \"3274 TO AUSTIN DATA PROCESSING CENTER\"

Press Return/Enter (R/E)

3\. From the Facilities Selections menu select:

Select \"PF2\" or type \"T\" and press (R/E)

4\. At the \"Enter Userid\" screen enter:

Your TSO USERID (Normally either an R or S, followed by your station
number, followed by your initials, i.e. R328TSH)

Press (R/E)

5\. At the \"TSO/E LOGON\" screen at the TSO \"PASSWORD\" prompt, type
in:

Your 6 character password. This has to be updated every 30 days.

[DO NOT PRESS ENTER]{.underline} - [GO TO PARAGRAPH 6]{.underline}

The procedure for updating your new password is: You enter your old
password, press \"tab\"; enter your new password (which must be
significantly different than the old password), hit (R/E); enter your
new password again (for verification purposes), hit (R/E).

6\. [Tab]{.underline}\" to \"COMMAND\" field and enter:

LOGFP

Press (R/E)

NOTE: With LOGFP entered in the \"Command\" field you will automatically
enter LOGFP when accessing the system. If you wish to enter another
system such as ADS, FISCAL, etc., strike over LOGFP with that system
name.

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Appendix A

Change 87

7\. Next screen contains a 5-6 line paragraph which talks about \"The
Default Subsystem Application Code (SAFC)\...\":

Press (R/E)

8\. \"TSO NEWS\" screen: This screen will not appear if you typed in
LOGFP in the \"COMMAND\" field on the password screen. If you didn\'t,
Press (R/E)

NOTE: Whenever three (3) asterisks are at the bottom left of any screen,
just press return and/or enter to continue processing.

9\. The screen will flash the system name \"LOGFP\". Then the \"FORMS
AND PUBLICATIONS DEPOT ONLINE QUERY MENU\" screen will appear. The
cursor will be blinking at the F#, P#, and/or L# field.

10\. Enter the item number:

The first character must be an alpha \"F\", \"P\", or \"L\", (Forms,
Publications, or Form Letters) as shown in Catalog Number 1 & 1-P.

The next 5 characters must be numeric, 0-9; not the letter \"O\"

11\. Tab to the \"Select Option\":

Insert the corresponding \"SCREEN VIEW NUMBER\": 1-8, hit (R/E)

Become familiar with each screen and its useful information. Screen
number 1 would be used most often. LOGFP is a Management tool.

12\. Instructions for movement [within]{.underline} the dataset are
found on the bottom of the screens.

13\. To return to the Main Menu to enter another item, enter \"M\" in
the \"COMMAND\" field.

14\. To exit the system:

Enter \"E\" in the \"COMMAND\" field on screens 1-8, hit (R/E); or

Enter \"M\" in the \"COMMAND\" field to return to the Main Menu, and

Tab to the \"SELECT OPTION\" field and enter \"E\" and hit (R/E).

15\. At the \"READY\" prompt type: \"LOGOFF\"

16\. At \"FACILITY SELECTION\" screen:

Press \"HELP\" key

Press PF 16 to return to the NON-SNA (Systems Network Architecture) part
of your system.

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