UC Santa Barbara                                      Policy 7020
   Policies                                              
   Issuing Unit:  Administrative Services                Date: June 1, 1985
   
   
   
   
                         FORMS MANAGEMENT
   
   I.   REFERENCES:
        
        A.UCSB Policies Manual, Policy 7000, Access and Release of
             Information.
        
        B.UCSB Policies Manual, Policy 7050, University's Records Management
             Program.
        
        C.University of California Business and Finance Bulletin, RM-3,
             Forms Management Guidelines.
        
   II.  POLICY:
   
        For the purposes of this policy, a form is any piece of paper
        containing printed information, produced or reproduced by whatever
        means,with blank spaces left for the entry of additional data or
        information.
   
        A.   Responsibility:
        
             Any form which will be used by more than one UCSB department, or 
             any departmental form used to collect personal information should
             be submitted to the Information Practices/Records Management
             Coordinator in Business Services for review prior to
             reproduction. This review is necessary to insure that the
             necessary privacy notification statements are included. The
             Information Practices/Records Management Coordinator will
             advise on forms design and ordering procedures. In addition,
             the Information Practices/Records Management Coordinator will
             coordinate (and serve as the liaison for) the review and
             ordering of Systemwide forms generated by the Office of the
             President.
        
        B.   Forms Design:
        
             The following basic information must be preprinted on campus
             department and interdepartmental forms:
             
             1.   Title of form
             
             2.   University of California, Santa Barbara identification
             
             3.   Departmental identification
             
             4.   Approved University records retention period for the form;
                  see Records Disposition Schedules Manual. (If disposition
                  schedule is to be determined, the Information Practices
                  Coordinator/Records Management Coordinator will submit the
                  necessary information to the Office of the President, in
                  accordance with UCSB Policy 7050.)
             
             5.   Form Number, if any
             
             6.   Instructions for completing the form
             
             7.   Distribution instructions, if multi-part form
             
             8.   Printing date (or revision date) and the quantity printed
             
             9.   Applicable Privacy notification, in accordance with Policy
                  7000
        

Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu. 

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Last Modified By: EBH, 7/09/98