the municipal secretary desktop reference manual - Southwestern ...

(a)
Every effort should be made to standardize style, size and shape. It is
important -
i
ii
iii
To adopt a style which easily identifies the paper as a Form.
To use a style that permits items to be arranged logically in an order
that corresponds to the related procedures.
To select sizes and shapes that are easily transported and filed. (Tiny
forms are easily lost. Large forms that must be folded present filing
difficulties.)
(5) Control of Forms is exercised through -
(a)
(b)
(c)
Review of existing forms.
Continuing review of proposed forms and revisions.
Review of procedures in which forms are used.
C. Reports control.
A report is any account (statement) of operations or conditions in narrative, statistical or
graphic form, for presentation by an office or person to another.
(1) Reports comprise a large proportion of documents created in governmental
operations. They may be classified into two groups:
(a)
One-Time and special reports.
i
ii
iii
Investigations.
Studies.
Proposals.
(b)
Recurring reports.
i
ii
Regular periodic reports (daily attendance, work load, financial
position, inventory).
Irregular, periodic reports. (Audits, inspections, appraisals, etc.)
(2) The creation of reports documents may be controlled by -
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