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DOE Forms Management FAQ’s

What is a form?

A form is an arrangement of captioned spaces or fields designed for entering, collecting, and/or extracting prescribed information, regardless of media (electronic or paper).

What types of forms are there?

  • Departmental Form (developed for use department-wide by DOE personnel only)
  • Headquarters  (HQ) Form (developed or managed by a DOE Headquarters organization and are generally for use by HQ or used within a HQ element)
  • Local Form (developed for use within a specific DOE Field Office)
  • Optional Form (developed by a Federal agency for use by two or more agencies, or non-mandatory Government-wide use and approved by GSA)
  • Standard Form (prescribed by a Federal agency, pursuant to its authority for mandatory Government wide use)
  • Report Form (designed for collection of data from persons or organizations either inside or outside the collecting agency)

What laws and regulations does the DOE Forms Management Program follow in making sure forms are legally sound for approval?

The Federal Records Act of 1950, as amended, establishes the framework for records management programs for Federal agencies.

Requires each Federal agency to seek and obtain approval from the Office of Management and Budget (OMB) before collecting information from ten (10) or more non-Federal individuals, entities or Federal contractors.

http://energy.gov/cio/office-chief-information-officer/services/guidance/information-management

Departmental policies, the objective of the Program is to balance the information requirements and operational needs of the Department against the privacy interests of the individual.

http://energy.gov/cio/office-chief-information-officer/services/guidance/privacy

The Joint Committee on Printing may use any measures it considers necessary to remedy neglect, delay, duplication, or waste in the public printing and binding and the distribution of Government publications.            

Who issues guidance on issuing a new form or revising an existing form?

The DOE Forms Management Program (OCIO, Office of IT Planning, Architecture and E-Government) provides assistance to DOE HQ and field elements with forms management issues.  You can also reference the DOE Forms Guide or seek assistance from your program management.  The DOE Forms Manager provides final approval of any DOE issued form.

http://energy.gov/cio/office-chief-information-officer/services/forms

Who assigns DOE Form numbers and edition dates?

The DOE Forms Manager assigns form numbers and edition dates.  Form numbers are generally associated with the Directive authorizing the form.

What forms must be approved by OMB?

Forms used to solicit information from 10 or more members of the general public whether mandatory, voluntary or required to obtain a benefit.

How do I get a form approved by OMB?

The DOE Paperwork Reduction Act (PRA) Office (OCIO, Office of IT Planning, Architecture and E-Government) coordinates OMB approval of DOE forms which collect information from the public.

How Do I Cancel a Form?

DOE F1322.4 Forms Checklist/Approval must be completed and submitted to the DOE Forms Management Program.