Essential Characteristics of Business Forms
Minimum features that every form should have:
- Simplicity in design.
- Every form must be designed for a specific procedure.
- The order in which information is requested must follow the sequence in which data are generated.
- For internal control, the same employee should not validate two incompatible forms. For example, the person who creates a receiving report cannot authorize the payment for that same transaction.
- Copies must be distributed only to departments that require the information.
- Whenever possible (considering the cost/benefit ratio), forms should be pre-numbered.
- Forms must have adequate space for approvals and/or authorizations.
- Every form must be encoded to identify its function or specific area and specify the last revision date.
Form Types by Presentation
- Simple: Single-sheet forms without attached copies.
- Compound: Multi-sheet forms, often stored in special files.
Types of compound forms:
- Block
- Checkbooks
- Snap-out (Ready Set)
- Continuous Forms
Form Types by Use
- To initiate an action: Forms that trigger a task or process.
- To record an action: Forms that store information for later use.
- To report results: Forms that present figures or analysis.
Form Types by Creation Method
- Manual: Filled out entirely by hand.
- Mechanized: Partially filled out manually and partially by machine.
- Automated: Produced entirely by a computer.
Fundamental Principles for Forms
- Ease of Filling
- Reduction of Error Potential
- Aesthetics
- Cost Reduction
Steps for Designing a Form System
- Form Inventory
- Form Analysis
- Form Matching
- Form Coding
A form system encompasses all formats, practices, regulations, and rules governing the handling of written information.
Form Inventory Classification Parameters
- By area or section
- By size
- By physical property
- Formal and informal
Classification by Area or Section
Inventory forms based on the organizational structure.
Classification by Size
Classify documents by their physical dimensions.
Classification by Physical Property
Consider characteristics like paper type, color, and detachable parts.
Formal vs. Informal Forms
Formal forms are preprinted, coded, and officially in use. Informal forms are typically handwritten and lack formal structure.
Form Components
- Fixed Information: Pre-printed data.
- Variable Information: Data to be filled in.
Form Classification Criteria
- Company/Organization
- Level of computer involvement
- Size
- Purpose
- Number of copies
- Combination of the above
Form Coding Methods
- Mnemonic Method
- Block Method
- Alphanumeric Methods