301592

ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: October 5, 2019  Amends - GO 15.1.2 ( August 30, 2016 ) Number: 15.1.2 Distribution: All Personnel Review Month: September Reviewing Authority: SSD / Quality Assurance Subject: Forms Control This order consists of the following: 1. Purpose 2. Policy 3. Procedures 1. Purpose The purpose of this policy is to establish a forms control process to eliminate duplication of effort and unnecessary paperwork, minimize the cost of printing or reproduction, and provide accountability for agency forms. 2. Policy The Sheriff's Office has developed and maintains a procedure for the development, modification, approval, deletion and periodic review of forms used by the agency. Forms are a means of collecting, recording and/or distributing information to accomplish the objectives of the agency . This policy does not apply to forms supplied by other agencies . 3. Procedures A. Responsibilities The responsibility for forms control will be with Research and Development. 1. Research and Development shall maintain, develop, modify, delete and periodica lly review all forms utilized by the agency. When agency wide forms are modified Research and Development shall post the newest version to the agency Portal. 2. All agency components are responsible for furnishing copies of forms or proposed forms, and info rmation on the use of such forms, to Research and Development. 3. All agency personnel shall utilize the Agency Forms document library located on the agency portal as the only source for storage and retrieval of agency approved forms. If agency personnel des ire to have a form within their respective SharePoint site, they shall use a link from the Agency Forms document library to confirm they are accessing the correct and most current version of the form. B. Form Requests 1. When a new or modified form is desired , a request will be submitted to 15.1.2, Page 2 Research and Development utilizing agency email. 2. The Division Commander or designee shall approve a draft of requested forms prior to posting on the Portal. C. Form Recognition All approved forms, other than forms supplied by other agencies or one time use forms, will be issued a Sheriff’s Office designation control form number and implementation/revision date. D. Ordering Forms 1. Forms may be ordered through Material Control and Supply, using the Material Control/Supply 10-1391 . 2. The frequency and quantity of ordering agency -wide forms will be the responsibility of the Material Control and Supply Section . 3. Forms may also be downloaded off the agency’s Portal. All requests to have agency forms m ade available on the Portal will be directed to Research and Development. E. Review Process Research and Development shall periodically review and evaluate each agency form. This review and evaluation will confirm that the forms fulfill its intended pu rpose, and the information collected is sufficiently useful to warrant its further use. F. Brochures All agency brochures shall be reviewed and evaluated to determine if the content can be incorporated into the ocso.com website. All agency components are required to review their existing brochures to determine if the content is still relevant and needed t o accomplish the objectives of the agency . When practical, existing brochure content will be added to the ocso.com website and the brochure will not be reproduced. New requests for brochures will be approved by a Division Commander or designee prior to c reation. All efforts shall be made to reduce the use of printed brochures and instead focus on digital presentation of the desired information.