Ah forms management, how we love thee.
First, become involved in BFMA. If you think you know all there is to know about forms management, you are wrong. It has grown into a discipline. when you know as much as Max Wyss, well then you will be fairly close. But then, that is not what you are asking I guess.
Forms Catalog
You might want to generate this annually. Published internally as the official repository of all formas approved tobe used by the organization. Any form no tin the current catalog may not be used for offial business. These forms are the master forms and not filled out. Documentation should exist for the justification, function and use should be kept by the department responsible for maintaining and distribution of the catalog.
Retention: permanent
The forms catalog is critial to understaning the operation of the organization of time. Your Archivist may not agree (it has been discussed on the Archives List). Let the Archivist determine, after recieving the record, whether to keep it.
The completed forms
the completed forms whould be retaing according the function performed. In the Retention shedule is will be listed along with the other record types created to perform the function.
Forms Matrix
This is the work product of the department responsible for the creation and maitenance of the forms catalog. Schedule the maitrix as such. You might want to transfer it with the catalog to the Archives at the apropriate time.
Chris Flynn
> Date: Wed, 7 Dec 2011 10:02:15 -0500
> From: [log in to unmask]
> Subject: Forms Placement On Retention Schedule
> To: [log in to unmask]
>
> Good Morning,
>
> We have a list of 100+ numbered, operational forms which are often used by
> multiple groups (i.e. Corrosion, Measurement, Pipeline Compliance, OSHA
> Safety, etc.). All forms are currently accounted for through a forms matrix
> which contains information about who the responsible office is for retention,
> where and how long they should be retained, etc. In building our Retention
> Schedule, I would like to list these forms under the function they support. I
> would also like to keep the forms matrix as it is a handy tool and directly
> connected to our O&M manual. I guess I’m curious to know how other
> companies handle operational forms that cross functional lines. Do you only list
> them under the function they support, do you list them separately on a type
> of forms matrix, or do you manage a hybrid structure?
> Any insight is appreciated.
> Happy Holidays!
>
> Todd Johnson, CRM, ERMm
> Manager - Records & Information Management
> Southern Star Central Gas Pipeline
> Direct: (270) 852-4512
> [log in to unmask]
>
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