Department Forms Management Guidelines

Questions and Answers

What is the purpose of Administrative Forms within the Police Department?

To assist specific units with administrative tasks. (correct)

To replace Permanent Forms in all functions.

To serve as department-wide standards for all operations.

To provide temporary usage guidelines across divisions.

Which series number identifies Permanent Forms used by the Department?

1-1000 series (correct)

4000 series

5000 series

3000 series

Who must approve the use of Administrative Forms before they can be utilized?

The Police Chief

The affected Bureau Commander or their designee (correct)

The Public Relations Officer

Any Department Officer

What distinguishes Temporary Forms from other form types?

They are only printed for a short time or event. Signup and view all the answers

Which option is characteristic of Permanent Forms?

They are necessary for the overall function of the Department. Signup and view all the answers

Where are Permanent Forms primarily stored?

At the Supply Section or within the Word Templates folder Signup and view all the answers

What is the main difference between Administrative Forms and Permanent Forms?

Administrative Forms are intended for specific units. Signup and view all the answers

Which form type requires approval from the Executive Command Staff?

Only Permanent Forms Signup and view all the answers

What action must be taken before using forms identified with a 3000 series form number?

They must be approved by the affected Bureau Commander. Signup and view all the answers

What is required if a form is being utilized but is not on the inventory list?

It must be forwarded to RAD for maintenance or assignment of a form number. Signup and view all the answers

Who is responsible for ensuring the electronic copies of forms are on file with RAD?

Bureau Commanders or their designee. Signup and view all the answers

What is the maximum time frame for receiving a response from RAD after sending the inventory list?

60 calendar days. Signup and view all the answers

What document can initiate revisions to existing forms or the establishment of a new form?

A Memorandum, email, or an Interdepartment Communication. Signup and view all the answers

What type of forms may require transition to a permanent or administrative form?

Extended use forms. Signup and view all the answers

Which unit is responsible for forwarding the annual inventory of approved forms to each Bureau?

Research and Development Unit. Signup and view all the answers

What is the purpose of the annual audit of forms conducted by each Bureau?

To revise administrative forms as necessary. Signup and view all the answers

What is NOT required when submitting a memorandum or email to RAD for form discontinuation?

A detailed history of the form's usage Signup and view all the answers

Which responsibility does RAD NOT have regarding forms?

Distributing forms directly to the public Signup and view all the answers

Who is responsible for the printing and distribution of forms not released electronically?

The Supply Section Signup and view all the answers

What is required for a form to be discontinued through RAD?

Approval from the affected Bureau Commander Signup and view all the answers

Which of the following statements about form management is true?

RAD maintains a file of all Department forms by name and form number. Signup and view all the answers

What is the first step required when submitting a new or revised form to RAD?

An email to RAD with form revisions must be drafted. Signup and view all the answers

What information is NOT required to be included when submitting a form to RAD?

Details about the intended audience of the form. Signup and view all the answers

After RAD reviews a form submission, what is the next step for the requestor?

The revised form is submitted through the chain of command to the Executive Command Staff. Signup and view all the answers

What action must be taken for the discontinuation of permanent forms?

A memorandum must be submitted through the chain of command. Signup and view all the answers

What happens after approval is received from the Executive Command Staff?

RAD releases the form on Word Templates or forwards it for printing. Signup and view all the answers

What is the responsibility of the requestor after submitting a form to RAD?

To submit the form for approval through the chain of command. Signup and view all the answers

Which of the following information is required for the establishment of a new form?

Formatting and possible translation needs. Signup and view all the answers

What type of forms are submitted via memorandum to the Executive Command Staff?

Permanent forms that apply department-wide. Signup and view all the answers

Study Notes

Introduction to Department Forms

Establishes guidelines for maintaining, revising, and formalizing Department forms for internal and external use.

Types of Forms

Administrative Forms:
- Specific to units or divisions, identified with a 5000 series form number.
- Require approval from Bureau Commander prior to use.
Permanent Forms:
- Necessary for overall Department function, identified by a 1-1000 series form number.
- Require approval from Executive Command Staff and are typically stocked at the Supply Section.
Temporary Forms:
- Used for limited time, identified with a 3000 series form number.
- Require Bureau Commander approval, may transition to permanent or administrative forms if extended use is needed.

Guidelines for Form Management

Annual inventory of approved forms forwarded by Research and Development Unit (RAD) to each Bureau for auditing.
Unlisted forms must be forwarded to RAD for filing or form number assignment within 60 days of the inventory receipt.

Revisions and New Form Creation

Permanent Forms:
- Revisions or new form establishment documented through Memorandum, email, or Communication Form 191 P.D. to RAD.
- Includes rationale, distribution info, and development details.
Administrative Forms:
- Requests for revisions sent to RAD via email, including needs for formatting and translation.
- RAD revises and returns forms for approval through the chain of command.

Discontinuation of Forms

Permanent Forms:
- Discontinued via Memorandum to Executive Command Staff for review and approval.
Administrative/Temporary Forms:
- Requests for discontinuation submitted to RAD via memorandum/email including form title, reason, and affected Bureau Commander approval.

Supply Section Role

Responsible for printing and distribution of non-electronic forms (e.g., carbonless forms).

RAD Responsibilities

Maintain records of all types of forms.
Conduct reviews on forms with department numbers as requested by units or during directive revisions.
Initiate translation of forms into other languages as needed.
Keep a comprehensive file of all Department forms by name and number.

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Description

This quiz covers the essential guidelines for maintaining, revising, and formalizing Department forms. It details various types of forms including administrative, permanent, and temporary forms, along with the approval processes required for each type.