Policy Text
DEPARTMENTAL GENERAL ORDER N-3 Index as: Control of Departmental Forms
Effective Date:
15 Jul 11
Evaluation Coordinator:
Research and Planning Commander
Evaluation Due Date:
16 Jan 12
Automatic Revision Cycle:
3 Years
Page 1 of 3
CONTROL OF DEPARTMENTAL FORMS
The purpose of this order is to set forth Departmental policy and procedures for the
standardization, developmen t, revision, and inventory of permanent and temporary
Departmental forms. The procedures for reprographic services of permanent and temporary forms, and other
Departmental material is enumerated in DGO N-7, REPROGRAPHIC SERVICES.
I. CENTRALIZATION OF FORMS CONTROL
A. The Policy and Publication Developm ent Unit (PPDU) shall control the
development and revision of all Departmental forms
1.
B. Individual organizational units may de velop forms for use within their
respective units.
C. Individual organizational units shall not develop or utilize ad-hoc forms
for use outside their respective units.
D. Individual organizational un its shall be responsible for their own inventory
of permanent forms
2.
E. The PPDU shall:
1. Assist other Departmental units with forms development, design,
and/or revision.
1 As of 1 Jul 11, the City Central Stores will be cl osed. Inventory of permanent and temporary forms shall
be the responsibility of individual units.
2 Frequently used permanent and temporary forms ar e available on the OPD Publication Resource Library
website.
DEPARTMENTAL GENERAL ORDER N-3 Effective Date
15 Jul 11 OAKLAND POLICE DEPARTMENT
2. Prepare final drafts of all new and revised forms and submit them
to the Chief of Police for approval, when necessary.
3. Consult with the Training Section, when necessary, to determine
whether a new or revised form is to be reproduced in the OPD or
City Reprographics Shop3 based on the following criteria:
a. Whether the OPD Reprographi cs Shop has the available
resources; and
b. Whether the OPD Reprographics Shop can reproduce the form more economically than through another source;
4. Assign form numbers to new forms.
5. Serve as Departmental liaison between the City Reprographics
Shop concerning the reproduction of forms.
6. Maintain the Department archiv es of approved temporary and
permanent forms.
II. CREATING OR REVISING FORMS A. Whenever an existing permanent or te mporary form requires revision or a
new form created, the requesting uni t commander/manager shall submit a
Forms Assistance Memorandum (TF-3182) for approval through channels,
up to the unit’s Bureau Deputy Chief, to the PPDU.
B. Upon receiving an approved request for forms assistance, the PPDU shall
consult with the requesting unit to en sure the development or revision of
the form is consistent with Department standards.
C. PPDU Responsibilities 1. New and revised permanent forms The PPDU shall liaison with the City Reprographics Shop to
ensure the most up-to-date form s are in their inventory and
new/revised forms are forwarded for their files.
3 The 10,000 annual unit printing requirement is no longer a criteria when determining whether to utilize
the Department or City Reprographics Shop.
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DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT N-3 Effective Date
15 Jul 11
Page 3 of 3 2. New and revised temporary forms
The PPDU shall forward an electr onic copy of a new or revised
form to the Department Reprographics Shop.
3. The PPDU shall maintain an ar chive of all permanent and
temporary Department forms.
III. OBSOLETE FORMS
A. Unit commanders shall notify th e PPDU by email or memorandum
whenever a permanent or tempor ary form is no longer needed.
B. The PPDU shall notify the City Repr ographics Shop and/or Department
Reprographics Shop whenever a permanent and/or temporary form becomes obsolete.
By order of Anthony W. Batts Chief of Police Date Signed: _______ _____________