Policy Text
1 1/05 ︵REV 12/92︶
FORMS MANAGEMENT PROGRAM
THE PURPOSE OF THIS GENERAL ORDER IS TO ESTABLISH A PROGRAM TO PROVIDE CONTROL AND
MANAGEMENT OF DEPARTMENTAL FORMS.
I. OBJECTIVES
A. STANDARDIZE HEADINGS, FORMAT AND NUMBERING OF FORMS.
B. IDENTIFY THOSE FORMS WHICH ARE DEPARTMENT RELATED AND THOSE FORMS
WHICH ARE DIVISION SPECIFIC.
C. ASSIGN RESPONSIBILITY FOR CONTROL AND MANAGEMENT OF FORMS.
D. ENSURE THAT FORMS ARE PROFESSIONALLY DESIGNED FOR MAXIMUM
EFFECTIVENESS.
II. DEPARTMENT FORMS
A. DEFINED
1. THOSE FORMS WHICH WILL BE USED OR PROCESSED BY TWO OR MORE
DIVISIONS WITHIN THE DEPARTMENT AND/OR WHICH MAY BE SENT OUTSIDE
THE DEPARTMENT. ︵PREPRINTED FORM LETTERS ON DEPARTMENT
LETTERHEAD ARE DEFINED AS DIVISIONAL FORMS. REFER TO SECTION III.︶
2. ANY REPORT FORM, RECORD, TAG, CARD, DEPARTMENT LETTERHEAD
STATIONERY OR OTHER SIMILAR DOCUMENT IS DEFINED AS A FORM AND IS
SUBJECT TO THE REQUIREMENTS OF THIS SECTION OF THE ORDER.
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B. OBJECTIVE
1. ELIMINATE MULTIPLE FORMS SERVING SIMILAR PURPOSES USED BY MORE
THAN ONE DIVISION OF THE DEPARTMENT.
C. APPROVAL
1. ALL REVISIONS, ADDITIONS AND DELETIONS AS WELL AS TOTALLY NEW FORMS
OR REQUESTS FOR PROCEDURAL REPORT WRITING CHANGES MUST BE
SUBMITTED TO AND REVIEWED BY THE FORMS COMMITTEE. ︵A︶ THE FORMS COMMITTEE SHALL BE CHAIRED BY THE ADMINISTRATIVE
DIVISION LIEUTENANT OR HIS/HER DESIGNEE. THE ADDITIONAL
MEMBERS SHALL BE THE CURRENT OR FORMER SHERIFF'S TRAINING
ACADEMY REPORT WRITING INSTRUCTORS, THE RECORDS DIVISION
SUPERVISOR AND THE DESIGNATED DEPARTMENT FORMS MANAGER.
2. THE DIVISION SUBMITTING THE PROPOSAL MUST DESIGNATE A REPRESENTATIVE
TO MEET WITH THE FORMS COMMITTEE TO DISCUSS THE PROPOSED FORM
AND/OR REVISION.
3. THE FORMS COMMITTEE SHALL FORWARD ITS RECOMMENDATION TO THE
COMMANDER OF THE ADMINISTRATIVE DIVISION FOR FINAL APPROVAL.
︵A︶ IF A PROPOSAL IS NOT APPROVED, THE DIVISION MAY APPEAL THE
DECISION TO THE CHIEF DEPUTY OF SPECIAL SERVICES. THE CHIEF
DEPUTY'S DECISION WILL BE FINAL.
4. THE DEPARTMENT FORMS MANAGER WILL ASSIGN A DEPARTMENT CONTROL
NUMBER TO ANY NEW FORM AND HAVE THE FORM PROFESSIONALLY TYPESET.
THE FORMS MANAGER SHALL BE RESPONSIBLE FOR MAINTAINING A MASTER
COPY OF THE FORM ON FILE.
︵A︶ DEPARTMENT FORMS SHALL ONLY BE ORDERED THROUGH THE
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1/05 ︵REV 12/92︶ DEPARTMENT FORMS MANAGER.
︵B︶ THE DEPARTMENT CONTROL NUMBER WILL CONSIST OF A NUMERICAL
DESIGNATOR, STARTING WITH 7400. EXAMPLE: 7400-123 ︵REV
11/92︶.
︵C︶ DEPARTMENT FORMS SHALL NOT BE UTILIZED BY MEMBERS OF THE
DEPARTMENT UNLESS SUCH FORMS HAVE BEEN APPROVED AND
NUMBERED.
︵D︶ DEPARTMENT COPYING MACHINES SHALL NOT BE UTILIZED FOR THE
PURPOSE OF REPRODUCING DEPARTMENT FORMS EXCEPT IN
EMERGENCY SITUATIONS WHERE LESS THAN TEN ︵10︶ COPIES ARE
REQUIRED IMMEDIATELY AND A SUPPLY IS NOT AVAILABLE IN THE
DEPARTMENT.
III. DIVISIONAL FORMS
A. DEFINED
1. THOSE FORMS WHICH WILL BE USED OR PROCESSED BY A SINGLE DIVISION AND
ANY MEMO PAD, WORKSHEET, TALLY, QUESTIONNAIRE, PREPRINTED FORM
LETTERS ON DEPARTMENT LETTERHEAD OR OTHER SIMILAR DOCUMENT IS
DEFINED AS A FORM AND IS SUBJECT TO THE REQUIREMENTS OF THIS SECTION
OF THE ORDER.
B. OBJECTIVE
1. TO ASSIGN RESPONSIBILITY FOR THE DESIGN, MANAGEMENT AND PRINTING OF
FORMS TO BE USED WITHIN A SINGLE DIVISION.
C. APPROVAL PROCEDURE
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1/05 ︵REV 12/92︶ 1. ALL REVISIONS, ADDITIONS AND DELETIONS AS WELL AS TOTALLY NEW FORMS
AS DEFINED ABOVE, OR REQUESTS FOR PROCEDURAL CHANGES MUST BE
SUBMITTED TO THE APPROPRIATE CHIEF DEPUTY.
2. EACH DIVISION SHALL HAVE A DESIGNATED FORMS MANAGER. THIS PERSON
SHALL BE RESPONSIBLE FOR THE MANAGEMENT AND ORDERING OF ALL FORMS
WITHIN HIS/HER DIVISION.
︵A︶ THE FORMS MANAGER SHALL ASSIGN EACH DIVISIONAL FORM A
CONTROL NUMBER. THE CONTROL NUMBER WILL BE PRECEDED BY A
LETTER DESIGNATOR IDENTIFYING THE ORIGINATING DIVISION AS
FOLLOWS:
RIO COSUMNES CORRECTIONAL CENTER = RCCC
MAIN JAIL = MJ
WORK RELEASE = WR
COURT SECURITY = CS
CIVIL DIVISION - CIV
TECHNICAL SERVICES = TECH
ADMIN