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Chapter 2. RESPONSIBILITIES

2-1. The Assistant Secretary for Administration is responsible

for the actions listed below. The Departmental Forms

Management Officer, Office of Information Policies and

Systems, Information Resource Management Policy and

Management Division, represents the Assistant Secretary for

Administration and carries out these responsibilities.

A. Establishing and maintaining the Departmentwide Forms

Management Program.

B. Publishing guidelines, standards, and procedures for

the Department\'s Forms Management Program.

C. Providing forms control and analysis services.

D. Establishing forms control and recording procedures.

E. Ensuring the review of the need for, and content of,

all Departmental forms.

F. Reviewing new or revised Departmental issuances in

clearance to ensure that references to forms are

correct.

G. Reviewing all requisitions for the printing of forms.

H. Providing a semi-annual index or catalog of all

controlled forms.

I. Establishing procedures for the submission,

development, review, approval, recording, and

identification of all controlled forms.

J. Maintaining the Department\'s official forms files.

K. Affirmatively sponsoring a Departmental program for

automating forms and forms-dependent processes.

2-2. Headquarters Primary Organization Heads are responsible for:

A. Adhering to and ensuring compliance with the

requirements and procedures prescribed by this

Handbook.

B. Designating a Forms Management Liaison Officer (FMLO)

for their organization (in a large organization, an

FMLO may be designated for each major sub-organization

at the option of the Primary Organization Head).

C. Determining the need for, and content of, each form

initiated by their organization.

D. Making recommendations to aid in coordinating the forms

needs and efforts of other organizations with mutual

interests.

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2135.1 REV-3

E. Ensuring the review of existing forms for need and

cost.

F. Reviewing forms for accuracy of content.

G. Maintaining records of all forms initiated by the

organization.

H. Ensuring that users and affected organizations are kept

aware of the status of each form used in their

organization.

2-3. Regional Administrators are responsible for:

A. Establishing and maintaining an effective component of

the Departmental Forms Management Program in their

Region.

B. Designating a Forms Management Liaison Officer for

their Region.

C. Ensuring that Regional staff establish only forms for

internal Regional use (no public-use forms and no

reporting forms); that Regional forms are consistent

with the standards prescribed in this Handbook; and

that forms prescribed by Headquarters are not altered

in reproduction in their Region.

D. Establishing and maintaining control and recordkeeping

procedures for all forms developed or printed in their

Region.

E. Ensuring the review of existing Regional forms for need

and cost.

F. Ensuring efficient and economical reproduction and

distribution of forms printed in their Region.

G. Ensuring that users and affected organizations are kept

aware of any changes in the status of each Regional

form.

2-4. Forms Management Liaison Officers are responsible for:

A. Implementing all the requirements prescribed in this

Handbook.

B. Reviewing all requests for forms printing within their

organizations.

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C. Cooperating with the Departmental Forms Management

Officer and Forms Management Liaison Officers in other

organizations to further the goals of the Department\'s

Forms Management Program.

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D. Providing advice and assistance to originators of forms

(including originators of Regional forms and those who

may develop forms for consideration for Departmental

implementation).

E. Identifying themselves (name and phone number) to the

Departmental Forms Management Officer upon assuming the

duties of a Forms Management Liaison Officer.

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