Effective Forms Management in Organizations
Forms Management in Organizations
What is a form?
A form is a tool for written communication, typically containing fixed, printed information.
What are the sources of information?
- Internal use, designed for the presentation of results.
- Common commercial use.
- As required by an external body for their exclusive use.
- Proposals for a paper manufacturer or designer.
What are the conditions for filling?
- Manual
- Machine
- Printers
- Computer equipment
Different kinds of ways:
- Line of squares
- Combined columns
What are the material elements of a form?
- Paper
- Ink
- Carbon
What alternatives are there for development?
- Offset
- Mimeograph
- Linotype
- Gravure
- Rotogravure
- Machine
- Computer
What is a linotype?
Linotype consists of lines of information in letters of different sizes and types to complete texts for printing.
What is rotogravure?
This technique is similar to photogravure, but instead of flat metal plates, rolls of copper are used.
What are the instruments of control?
- Questionnaire for the analysis of forms
- Forms catalog card
- Internal control forms
- Storage units
What is the feasibility study?
The work program and human resources with technical skills for research.
How are the forms classified?
- By process
- By function
- By administrative unit
- By denomination
- By physical characteristics
- By client or user
What is required for the analysis of forms?
- Type of organization
- Number of administrative units that compose it
- Number of employees who work in it
- The volume of products, services, or both, that generate a high consumption of forms
What are the operational considerations?
- Identification of the form
- Objective information it contains
- Structure, sequence, and type of data form
What are the material considerations?
- Size
- Paper
- Paper and ink color
- Type of printing
What should basic information contain?
- How it is to be used
- Who used it
- When it is used
How is the data stream ordered?
- Identification
- Introduction
- Approval
What types of binding exist for forms?
- Bound with the heel
- With a fan or Z (continuous)
What are the elements that require aspects of visualization?
- Unit
- Modular division
- Clarity
- Grouping and prioritization
- Saturation
- Motion
- Rhythm
- Residual image
How is fit given to the forms?
- Information that requires more or less space.
- Information that must be eliminated and the reasons therefor.
- Information that should appear.
- Distribution of the set and justification.
What is required for implementation?
- Need, numbering and functionality.
What is the classification of forms?
- Processes
- Functions
- Administrative unit
- By physical features
What does the design of the catalog of forms include?
- Classification
- Description of form
- Modeled, displaced
- The current model
- Approved flow diagram
List some elements for the creation of forms:
- Proper distribution of spaces
- Suitable choice of print
- Influence it has on the proceedings
What to consider for controlling forms in the warehouse?
- Developing a supply program.
- Effective communication with all units responsible for managing resources and suppliers.
- Existence of an information system to ensure consistency and control opportunities forms.