[Federal Register Volume 60, Number 212 (Thursday, November 2, 1995)]
[Rules and Regulations]
[Pages 55660-55661]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-27221]
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GENERAL SERVICES ADMINISTRATION
41 CFR Part 201-9
RIN 3090-AF72
Amendment to Revise FIRMR Provisions Regarding the Standard and
Optional Forms Management Program
AGENCY: Information Technology Service, GSA.
ACTION: Final rule.
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SUMMARY: This rule amends the Federal Information Resources Management
Regulation (FIRMR) to simplify and clarify procedures related to the
Standard and Optional Forms Management Program. Current procedures for
this Program result in delays in the processing of forms requests,
especially requests for exceptions to the use of Standard forms. This
rule streamlines these processes and allows agencies to deal directly
with the responsible parties regarding the issuance and printing of
these forms. The specific changes in this rule include allowing
agencies to obtain approval for an exception to the use of Standard
forms directly from the promulgating agencies; and giving the
promulgating agencies full responsibility for: certifying their
proposed forms comply with applicable laws and regulations, announcing
the availability of new or revised Standard forms and providing GSA
with an accurate camera ready copy of the forms.
EFFECTIVE DATE: This rule is effective December 4, 1995.
FOR FURTHER INFORMATION CONTACT:
R. Stewart Randall, GSA, Office of Information Technology (IT) Policy
and Leadership, Center for IT Policy and Regulations Management (KAR),
18th and F Streets, NW., Room 3224, Washington, DC 20405, telephone
FTS/Commercial (202) 501-4469 (v) or (202) 501-4469 (tdd).
SUPPLEMENTARY INFORMATION: (1) Part 201-9.202 is amended to delegate
additional authority and responsibility to agencies regarding the
granting of exceptions to Standard Forms. Currently, the FIRMR requires
Federal agencies to submit a request for an exception to a Standard
Form directly to GSA. GSA then reviews the exception request for
conformance to good forms management practices. However, GSA also
forwards the exception request directly to the promulgating agency for
the agency's recommendation for approval or disapproval of the
exception request. Since GSA and the promulgating agency typically
agree on the disposition of an exception request, GSA believes it is
more efficient to give promulgating agencies full authority for the
exception request process. Accordingly, the requirement in section 201-
9.202-1 paragraph (b)(2) for Federal agencies to obtain approval from
GSA for exceptions to Standard forms is removed for the FIRMR. Instead,
agencies will send their exception requests directly to the agency
promulgating the Standard Form.
(2) Agencies typically request to establish standard forms because
of a statutory or programmatic requirement. In the past, GSA conducted
research to verify a requested form was consistent with the agency's
authority and would meet the agency's requirements. GSA now will accept
agencies' certification that their new or revised forms requirements
are legally required and technically adequate. This change eliminates
GSA duplicating work already performed by the agency. Agencies will
also be required to announce the availability of their new or revised
forms in the Federal Register and provide GSA an accurate camera ready
copy of the new or revised form. GSA will no longer verify the accuracy
of the camera ready copy. Agencies are given full authority and
responsibility to
[[Page 55661]]
ensure the accuracy of their copies; just as they are with other
aspects of establishing new or revised forms. These changes are
reflected in Sec. 201-9.202-1 paragraphs (b)(4) and (b)(6). GSA will
continue to publish a list of all Standard and Optional forms in its
Inventory of Standard and Optional Forms and facsimiles of all forms in
its Standard and Optional Forms Facsimile Handbook.
(3) Several format and editorial changes are also being made to
Sec. 201-9.202-1 to reflect the new operating environment of the forms
program. Also, this amendment reflects a change in the responsibility
for the Standard and Optional Forms Management Program from the Center
for IT Policy and Regulations Management (KAR) to the Forms Management
Branch (CARM) due to the transfer of program responsibility within GSA.
FIRMR Bulletin B-3 has also been revised to reflect the above changes.
(4) GSA has determined that this rule is not a significant rule for
the purposes of Executive Order 12866 of September 30, 1993, because it
is not likely to result in any of the impacts noted in Executive Order
12866, affect the rights of specified individuals, or raise issues
arising from the policies of the Administration. GSA has based all
administrative decisions underlying this rule on adequate information
concerning the need for the consequences of this rule; has determined
that the potential benefits to society from this rule outweigh the
potential costs; has maximized the net benefits; and has chosen the
alternative approach involving the least net cost of society.
List of Subjects in 41 CFR Part 201-9
Archives and records, Computer technology, Telecommunications,
Government procurement, Property management, Records management, and
Federal information processing resources activities.
For the reasons set forth in the preamble, GSA proposes to amend 41
CFR part 201-9 as follows:
PART 201-9--CREATING, MAINTENANCE, AND USE OF RECORDS
1. The authority citation for part 201-9 continues to read as
follows:
Authority: 40 U.S.C. 486(c) and 751(f).
2. Section 201-9.202-1 is revised to read as follows:
Sec. 201-9.202-1 Standard and Optional Forms Management Program.
(a) General. (1) The Standard and Optional Forms Management Program
was established to achieve Governmentwide economies and efficiencies
through the development, maintenance and use of common forms.
(2) FIRMR Bulletin B-3 contains additional guidance on the Standard
and Optional Forms Management Program.
(b) Procedures. Each Federal agency shall--
(1) Designate an agency-level Standard and Optional Forms Liaison
Representative and Alternate, and notify GSA in writing of such
designees' names, titles, mailing addresses, and telephone numbers
within 30 days of the designation or redesignation at the address in
paragraph (b)(4) of this section;
(2) Promulgate Governmentwide Standard Forms pursuant to the
agency's statutory or regulatory authority and issue in the Federal
Register Governmentwide procedures on the mandatory use, revision, or
cancellation of these forms;
(3) Sponsor Governmentwide Optional Forms when needed in two or
more agencies and announce the Governmentwide availability, revision or
cancellation of these forms;
(4) Request GSA approval for each new, revised or canceled Standard
and Optional Form, 60 days prior to planned implementation, and certify
that the forms comply with all applicable laws and regulations. Send
approval requests to: General Services Administration, Forms Management
Branch (CARM), Washington, DC 20405;
(5) Provide GSA with a camera ready copy of the Standard and
Optional Forms the agency promulgates or sponsors prior to
implementation, at the address shown in paragraph (b)(4) of this
section;
(6) Obtain promulgator's or sponsor's approval for all exceptions
to Standard and Optional Forms prior to implementation;
(7) Annually review all Standard and Optional Forms which the
agency promulgates or sponsors, including exceptions, for improvement,
consolidation, or cancellation;
(8) When requested by GSA and OMB, submit a summary of the Standard
and Optional Forms used for collection of information covered by 5 CFR
part 1320;
(9) Request approval to overprint Standard and Optional Forms by
contacting GSA (CARM); and
(10) Coordinate all matters concerning health care related Standard
Forms through the Interagency Committee on Medical Records (ICMR). For
additional information on the ICMR, contact GSA (CARM).
Dated: October 24, 1995.
Roger W. Johnson,
Administrator of General Services.
[FR Doc. 95-27221 Filed 11-1-95; 8:45 am]
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