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8 102–194.5 What is the Standard and tion in lieu of using a Standard or Op

Optional Forms Management Pro- tional form. gram? The Standard and Optional Forms 81

8 102–194.30 What role does my agency

play in the Standard and Optional Management Program is a Govern

Forms Management Program? mentwide program that promotes economies and efficiencies through the

Your agency head or designee's role development, maintenance and use of is to: common forms. The General Services (a) Designate an agency-level StandAdministration (GSA) provides addi

ard and Optional Forms Liaison reptional guidance on the Standard and

resentative and alternate, and notify Optional Forms Management Program

GSA, in writing, of their names, titles, through an external handbook called mailing addresses, telephone numbers, Standard and Optional Forms Proce

fax numbers, and e-mail addresses dural Handbook. You may obtain a

within 30 days of the designation or recopy of the handbook from:


(b) Promulgate Governmentwide Standard and Optional Forms Management

Standard forms under the agency's Office General Services Administration

statutory or regulatory authority in (Forms-XR) 1800 F Street, NW.; Room 7126

the Federal Register, and issue proceWashington, DC 20405-0002

dures on the mandatory use, revision, (202) 501-0581

or cancellation of these forms.

(c) Ensure that the agency complies

with the provisions of the Government 8 102–194.10 What is a Standard form?

Paperwork Elimination Act (GPEA) A Standard form is a fixed or sequen- (Public Law 105–277, 112 Stat 2681), Sectial order of data elements, prescribed tion 508 of the Rehabilitation Act of by a Federal agency through regula- 1973 (29 U.S.C. 74d), as amended, the Artion, approved by GSA for mandatory chitectural and Transportation Baruse, and assigned a Standard form riers Compliance Board (Access Board) number. This criterion is the same Standards (36 CFR part 1194), and OMB whether the form resides on paper or implementing guidance. In particular, purely electronic.

agencies should allow the submission

of Standard and Optional forms in an § 102–194.15 What is an Optional form?

electronic/automated version unless An Optional form is approved by GSA the form is specifically exempted by for nonmandatory Governmentwide use 8102–194.40. and is used by two or more agencies. (d) Issue Governmentwide Optional This criteria is the same whether the forms when needed by two or more form resides on paper or purely elec agencies and announce the availtronic.

ability, revision, or cancellation of

these forms. Forms prescribed through 8 102–194.20 What is an electronic

a regulation for use by the Federal Standard or Optional form?

Government must be issued as a StandAn electronic Standard or Optional ard form. form is an officially prescribed set of (e) Obtain GSA approval for each data residing in an electronic medium new, revised or canceled Standard and that is used to produce a mirror-like Optional form, 60 days prior to planned image or as near to a mirror-like implementation. Certify that the forms image as the creation software will comply with all applicable laws and allow of the officially prescribed form. regulations. Provide an electronic form

unless exempted by $ 102–194.40. Revised 8102–194.25 What is an automated

forms not approved by GSA will result Standard or Optional format?

in cancellation of the form. An automated Standard or Optional (f) Provide GSA with both an elecformat is an electronic version of the tronic (unless exempted by $102–194.40) officially prescribed form containing and paper version of the official image the same data elements and used for of the Standard or Optional form prior the electronic transaction of informa- to implementation.

(g) Obtain the prescribing agency's approval for exceptions to Standard and Optional forms, including electronic forms or automated formats prior to implementation.

(h) Review annually agency prescribed Standard and Optional forms, including exceptions, for improvement, consolidation, cancellation, or possible automation. The review must include approved electronic versions of the forms.

(i) Coordinate all health-care related Standard and Optional forms through GSA for the approval of the Interagency Committee on Medical Records (ICMR).

(j) Promote the use of electronic forms within the agency by following what the Government Paperwork Elimination Act (GPEA) prescribes and all guidance issued by the Office of Management and Budget and other responsible agencies. This guidance will promote the use of electronic transactions and electronic signatures.

(k) Notify GSA of the replacement of any Standard or Optional form by an automated format or electronic form, and its impact on the need to stock the paper form. GSA's approval is not necessary for this change, but a one-time notification should be made.

(1) Follow the specific instructions in the Standard and Optional Forms Procedural Handbook.

$102–194.40 For what Standard or Op

tional forms should an electronic

version not be made available? All forms should include an electronic version unless it is not practicable to do so. Areas where it may not be practicable include where the form has construction features for specialized use (e.g., labels), to prevent unauthorized use or could otherwise risk a security violation, (e.g., classification cover sheets), or require unusual production costs (e.g., specialized paper or envelopes). Such forms can be made available as an electronic form only if the originating agency approves an exception to do so. (See the Standard and Optional Forms Procedural Handbook for procedures and a list of these forms).

$ 102–194.45 Who should I contact

about Standard and Optional

forms? For Standard and Optional forms, you should contact the: Standard and Optional Forms Management Office General Services Administration

Forms-XR) 1800 F Street, NW.; Room 7126 Washington, DC 20405-0002 (202) 501-0581


$ 102–194.35 Should I create electronic

Standard or Optional forms? Yes, you should create electronic Standard or Optional forms, especially when forms are used to collect information from the public. GSA will not approve a new or revision to a Standard or Optional form unless an electronic form is being made available. Only forms covered by $ 102–194.40 are exempt from this requirement. Furthermore, you should to the extent possible, use electronic form products and services that are based on open standards. However, the use of proprietary products is permitted, provided that the end user is not required to purchase a specific product or subscription to use the electronic Standard or Optional form.

Sec. 102–195.5 What is the Interagency Reports

Management Program and what is its

purpose? 102–195.10 What is an interagency report? 102–195.15 What must an agency do to imple

ment the Interagency Reports Manage

ment Program? 102–195.20 Are any interagency reports ex

empt from this program? AUTHORITY: 40 U.S.C. 486(c).

SOURCE: 66 FR 48358, Sept. 20, 2001, unless otherwise noted.

$102–195.5 What is the Interagency

Reports Management Program and what is its purpose? The Interagency Reports Management Program managed by GSA ensures that interagency reports and recordkeeping requirements are necessary, cost-effective, and comply with applicable laws and regulations.

(e) Notify GSA and responding agencies when an interagency report is no longer needed.

(f) Provide responding agencies an opportunity to comment on any new or proposed revision to an interagency reporting requirement.

(g) Send information asked for in paragraphs (c), (d) and (e) of this section, along with any unresolved comments from responding agencies concerning an interagency reporting requirement in accordance with paragraph (f) of this section to: General Services Administration Strategic IT Issues Division (MKB) 1800 F Street, NW. Washington, DC 20405

8 102–195.10 What is an interagency re

port? An interagency report is a repetitive reporting requirement imposed by an agency on one or more other agencies. 8 102–195.15 What must an agency do

to implement the Interagency Reports Management Program? To implement the Interagency Reports Management Program an agency must:

(a) Annually review all interagency reporting requirements imposed on other agencies to assure that they remain necessary

(b) Consistent with law and regulation, seek information that other agencies have already obtained from the public rather than asking the public to provide the information again.

(c) Every three years beginning November 1, 2001, provide the following information to GSA for each interagency report that will require the responding agencies as a whole to take more than 100 hours complying with it:

(1) Title.
(2) Purpose.

(3) Estimate of the reporting costs for the life of the report or for three years, whichever is sooner.

(4) An estimate of the time you will need to collect this information; e.g., six months or six years.

(5) The name, telephone number, and e-mail address for the point of contact for each interagency report.

(6) Whether the report can be provided electronically, and if not, when such submissions will be allowed.

(d) Provide supporting documentation for cost estimates for review by GSA and responding agencies, if requested.

$102–195.20 Are any interagency re

ports exempt from this program? Yes, the following interagency reports are exempt from the Interagency Reports Management Program:

(a) Legislative branch reports;

(b) Office of Management and Budget (OMB) and other Executive Office of the President reports;

(c) Judicial branch reports required by court order or decree; and

(d) Reporting requirements for security of classified information. However, interagency reporting requirements for nonsensitive or unclassified sensitive information are not exempt, even if the information is later given a security classification by the requesting agen



PARTS 102-197—102-220




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