Best Practices in Forms Management
Definitions
Documents Forms Records Document Management Forms Management Records ManagementDefinition
Document
• A document is a container of information. • The container makes it possible to organize,
present, and manage the information related to an event, person, or topic.
• The way data are organized and presented in the container provides meaning and context to the information.
• A document could be a form, letter, spreadsheet, memorandum, photograph, video clip, or report.
• The document can exist in any media.
Comparative Definitions
Form
A form is a specialized document that
contains one or more fields for the capture and / or display of variable data.
CGSB – A structured template or tool,
irrespective of media in which it appears, used to capture, compile, transmit,
communicate and record specific business information
Record
Record
A specific instance of a form (or other
document) is a record.
A document that is unique to a specific transaction becomes a record.
Form Types
pForms –
paper, or other physical substrates eForms –
digital forms used in non-browser environments iForms –
digital forms used within browsers vForms –
forms generated dynamically from scripts, printer files, and code
Document Management
Document Management
–
focus on issues such as searching, archiving, retrieving, scanning,
indexing
and process management
Term is also used to describe other
functions such as print management, content management, document
destruction, and more
Elements can also include document
Forms Management
Forms Management
–
includes specifications, analysis data, forms creation, approval
management,
user interactions, forms production and deployment, and inventory
Records Management
Records Management –
• designation of official records • retention requirements
• legal accessibility
• destruction authorizations
Relationships
Form Document Record Forms Management Document Management Records ManagementDocument Hierarchy
Document Management
DOCUMENT
Forms Management
RECORD RECORD RECORD RECORD RECORD RECORD RECORD
Records Management
. . . etc.
The Forms Design Workflow
Workflow Analysis Process Analysis Forms Analysis Design Analysis Container Design Mapping & Programming Testing Deployment Forms Control Metrics & ReportingIntroduction to Forms
Four Elements of Every Form
INTENT
- justification for the existence of the form CONTAINER
- physical layout of data capture vehicle DATA
- variable information captured on the form IMAGE
National Standard of Canada
The National Standard of Canada
Scope:
• Sets out best practices for the
establishment and operation of a Forms Management Program
• Appendices provide details on policy and staffing, performance measurement,
planning, resource utilization and outsourcing
Elements of Best Practices
Strategy Structure Staffing
Policies, Processes and Procedures Technology
Forms Control
Managing the Forms Population
Collecting data about each form
Managing Distinctions
Relating to business systems
Managing source files and deployment
Managing reviews
Keeping track of requests
Establishing form relationships
Managing specifications
Conducting forms analysis
Managing discontinuance
Managing form projects
Developing form history files
Collecting Data
General information Form owners
Form Coordinators
Managing Distinctions
Distinctions are personalized data
designed into the form container
Distinctions result in form revision
projects when those distinctions change – as they do regularly!
Identifying affected forms easily and
Relating to Business Systems
All forms support one or more business
systems
Forms should be associated with the
workflow and processes they support
Managing changes to the workflow and
processes requires review of related forms
Forms can be unique to a province,
Managing Source Files and
Deployment
Forms can have one or more source
files
Forms can be deployed in multiple
formats and to multiple systems
Keeping track prevents overlooking a
change, resulting in multiple editions being deployed
Managing Reviews
There can be many reasons for
reviews: • Regular • Legal • Regulatory • Accessibility • Security • Privacy • Policy
Managing Reviews
Reviews can occur at varying
intervals:
• Scheduled (annual, year-end) • Ad hoc (on-demand)
Keeping Track of Requests
Every day, things come up that can affect the form at next revision.
Often, these requests are written on notes and placed in the form file or tucked away in the forms staff’s
memory. There should be a more systematic method.
Form Relationships
Forms with similar content such as
provincial variations, multi-language forms, templates, etc.
Form suites, such as kits, where
multiple forms need to be reviewed and managed together
Keeping track of these relationships
simplifies the review and revision process
Managing Specifications
Forms populations consist of many
product types, each with its own set of detailed specifications
Frequently need to provide
specifications to vendors
eForms have their own unique
specifications that need to be managed
Forms Analysis
Assessments provide a method for
continuous improvement of forms
• General • Copy
• Specifications
Assessments support general
analysis, day-to-day complaints and Call for Forms reviews
Discontinuance
Most forms have a short life cycle Managing obsolescence and
discontinuance is a difficult task and is frequently given a low priority
Regular discontinuance reviews help
keep forms fresh and compliant
Can support legal requirements by
providing evidence of discontinuance and replacement
Managing Projects
Keeps projects on track
Provides status information Separates by type, level and
category
Keeps track of costs, comments and
approvals
Tracks resource utilization Reports forms management
Form History Files
Shows all projects (actions) over the
life of each form
Provides a complete development
history
Maintains approvals, edition control
and deployment data
Records are permanent and never
deleted (may be archived)
Management Reporting
Summarizes large amounts of data
into useful information
Queries and reports assist in tracking
and reporting detailed information
Can be tailored to what each level of
Additional Features
Can serve as data source for:
• Catalogues • Portals • SharePoint • Project Requests • Customized queries • More
