RESPONSIBILITIES OF THE DEPARTMENTAL FORMS MANAGEMENT REPRESENTATIVE (FMR) AND FORMS COORDINATOR (DFC) - 1706

(Revised: 07/2020)

Government Code Section 14772 requires the director of each State agency to “. . . appoint a forms management representative (FMR) and provide necessary assistance to implement the State Forms Management Program (SFMP) within the agency.” Agencies are required to notify the Forms Management Center (FMC) at FormsManagement@dgs.ca.gov anytime there is a change to the FMR role within the agency.

 

Each office management appoints at least one (1) departmental forms coordinator (DFC) to work with the FMR to manage and maintain the forms management program within the agency.

 

The FMR is responsible to serve as the liaison between the agency and the Forms Management Center (FMC). FMRs also maintain and submit to the FMC a list of forms distinguished by business- and public-use categories and keep contact information about their authors current.

 

The FMR of an agency is to work closely with the SFM to coordinate the development, design and publication of the state standard (STD) form; including ensuring the proof review and approval cycle is prompt between authors and the FMC.

Agencies may also staff their forms management program with forms program managers, forms analysts, forms designers, forms authors, forms programmers, proofreaders, and ADA compliance subject matter experts to assist their FMR and DFC in carrying out the forms management responsibilities of the agency.

 

On behalf of the agency, the FMR is responsible for:

 

1. Coordinating the agency forms management program.
2. Delegating duties to other appropriate personnel.
3. Acting as the contact between the agency and the FMC.
4. If the agency is responsible for the content of any STD form, providing timely response to requests for information from the FMC.
5. Inventorying and establishing an ongoing system of controls for the forms ordered and maintained by the agency.
6. Providing safeguards in all forms management activities for the protection of individual privacy and confidentiality of information.
7. Ensuring that the new or revised forms meet the standards set forth in the Forms Handbook.
8. Ensuring discontinuance of obsolete forms from the agency system.
9. Conducting research into forms management problems.
10. Conducting forms analysis for designing or redesigning the agency’s forms.
11. Being responsible for reports required by the FMC for administration of the program. These include, but are not limited to, reports on the agency Public Use Forms Program and the Business Use Forms/Reports Program.
12. Distributing information on forms management activities.
13. Coordinating with the agency training office to provide and make arrangements for appropriate training of forms management personnel.