DHS Adminstrative Policy: Forms - Creating and Distributing

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Policy Title: Forms - Creating and Distributing

Policy Number: DHS-050-004
Version:
1.0
Effective Date:
04/04/2002

Approved By: DHS Chief Administrative Officer
Approved Date: 04/04/2002

Purpose:

Includes Automated and Printed Forms

Policy:

All DHS forms will be designed, stored and maintained by the Office of Document Management (ODM).

ODM will:

Designate staff responsible for creation of new or revised forms.
Maintain a history of all form revisions according to archiving requirements.
Track all forms and revisions in the history file.
Keep all forms current and designed to collect needed data.
Maintain a list of current forms in a Forms Catalogue.
Maintain a single numbering system for all DHS forms.
Track inventory and submit reorders to state printer.
Coordinate revisions to assure material is properly reviewed, updated and that revisions and translations are accurate.

ODM will determine criteria for formatting, logos, appearance, readability, translation, and distribution of forms.

ODM will maintain and revise all DHS forms to ensure that forms are in compliance with program and goal objectives and with state and federal requirements. ODM will collaborate with policy staff and others to track forms affected by changes.

Special forms not stocked at the DHS Distribution Center should be ordered using a DHS 1001, Project Request Form .

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