Forms & Graphics Development

Obsolete Forms Process

Master Form List

Standards

Forms Complete Folder

Forms

Form Coordinator and Content Manager List

Policy

This page is a training tool for the DR 5404 which can be found by clicking this link.

Forms Coordinator vs Content Manager

Forms Coordinator: The Forms Coordinator is not necessarily a form or publication content expert, but is the main contact between the content manager and Forms and Graphics Development Section to review and approve form/publication drafts, finals, and proofs.

Content Manager: The Content Manager is responsible for ensuring that division forms are current, and in compliance with all rules. An employee within a division or section designated as the content expert of a form or publication. There may be multiple content managers and these individuals determine the document’s content, data fields, instructions, etc.

Forms Coordinator Responsibilities:

Go through their department forms at least once a year to find forms no longer used or needed
Fill out a DR 4693 Electronic Obsolete Project Request; located on the CDOR Intranet under AOD > Forms & Graphics Development > Requests
The Obsolete Project Request will automatically be sent to the email box of the designer in charge of obsolete forms.

Screen capture of DR 4693 Electronic Obsolete Project Request

FGD Obsolete Projects Designer Responsibilities

The designer will check the Obsolete Projects Tracking Sheet for information from the request and start the obsoletion process.

Interoffice (Internal) Projects/Forms

1. The folder containing the obsoleted project is re-titled, “DR #### Folder X.”
2. Copy the active folder on Google Drive to the Obsolete Projects Folder. And delete all files within the original folder.
3. List the DR # and all other requested information on the Obsolete Projects List Google Sheet
4. After 30 days the obsoleted project(s) is deleted permanently from the electronic Obsolete Project Folder and the hard copy of the file is removed from the filing cabinet and placed in the shred bin.
5. Fill out a DR 5041 listing the internal files that were obsoleted and email to the Director of Records Management.

Place the DR # of the obsoleted form(s) on the “Pierce To Do” spreadsheet so the paper files can be located in the filing cabinet (if they exist) and placed in the shred bin by the next person who goes to Pierce. https://docs.google.com/spreadsheets/d/1uvkvoW9IYTKc1JGBE8TwSDHvNsfgj9N7_yQYXojS_vw/edit#gid=0

Deleting or Archiving Digital Google Forms

(External/Public Forms and Internal Forms)

Deleting a form will permanently remove the form along with its data. If you delete a Google form, remember to remove all links to the form.

To delete the form completely, locate the form in Google drive, right click on the form name, then select Delete. You may also delete the form responses by following the same steps.

Deactivating (archiving) the form may be a better choice, as this does not permanently remove the form from the Drive. It does save space, however, while still allowing the form to be accessed along with its data.

To deactivate the form, you are actually archiving it. Locate the form in Google drive, select the three dots (...) and a dropdown will give you the choice to “archive”. When you just archive a form, you can place a note on it referencing why it is no longer active and if any other form has taken its place. Disconnect the spreadsheet data, remove all links, and add a note referencing why it was deactivated.

See example.

Example 1

Public-Facing Forms

1. The folder containing the obsoleted project is renamed - DR #### Folder X (DR 1234 Folder X) - the X designates form has been obsoleted.
2. List the DR # and all other requested information on the Obsolete Projects List Google Sheet
3. Delete all forms from the folder except for the most recent version.
4. Append the version date to the files (i.e. DR ####_YYYY-MM-DD) and place in a “Master” folder with matching date (i.e. Master_YYYY-MM-DD).
5. Create (if not already created) a “Masters” folder and place Master_YYYY-MM-DD inside that folder.
6. Do NOT delete the folder from Divisional
7. The DR 5041 is not needed for Public-Facing Forms as we maintain a master copy.

Master Folders Explanation

As of Feb. 11, 2022 all forms have a “Records Copy (master)” folder. When there is time available, someone needs to delineate “internal” (interoffice) vs “external” (public) forms so only the public forms have a Records Copy folder.

External (public) forms = master folder = no DR 5041

Internal (interoffice) forms = no master folder = need DR 5041 sent to Steve Norman

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