(e) Obtain GSA approval for each new, revised or canceled Standard and Optional form, 60 days prior to planned implementation. Certify that the forms comply with all applicable laws and regulations. Provide an electronic form unless exempted by §102-194.40. Revised forms not approved by GSA will result in cancellation of the form. (f) Provide GSA with both an electronic (unless exempted by §102-194.40) and paper version of the official image of the Standard or Optional form prior 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. § 102-194.35 Should I create electronic Standard or Optional forms? Yes, you should create electronic Standard or Optional forms, especially when forms are used to collect infor mation 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. § 102-194.40 For what Standard or Optional 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 PART 102-196—FEDERAL FACILITY RIDESHARING [RESERVED] PARTS 102-197-102-220 [RESERVED] CHAPTER 105-GENERAL SERVICES ADMINISTRATION Part 105-1 105-8 Page Introduction 377 Enforcement of nondiscrimination on the basis of 379 105-50 Provision of special or technical services to State 390 105-51 Uniform relocation assistance and real property 395 105-53 105-54 Statement of organization and functions 395 402 105-55 105-56 105-57 Collection of claims owed the United States Implementation of the Program Fraud Civil Rem- 515 105-71 Uniform administrative requirements for grants and cooperative agreements with State and local governments .......... 105-72 105-74 105-735 Uniform administrative requirements for grants Governmentwide requirements for drug-free work- 208-174 D-13 529 557 583 589 procedures of interest to other agencies and the general public and are prescribed by the Administrator of General Services in this chapter 105. § 105-1.101-50 Exclusions. (a) Certain GSA property management and related policies and procedures which come within the scope of this chapter 105 nevertheless may be excluded therefrom when there is justification. These exclusions may include the following categories: (1) Subject matter that bears a security classification; (2) Policies and procedures that are expected to be effective for a period of less than 6 months; (3) Policies and procedures that are effective on an experimental basis for a reasonable period; (4) Policies and procedures pertaining to other functions of GSA as well as property management functions and there is need to make the issuance available simultaneously to all GSA employees involved; and (5) Where speed of issuance is essential, numerous changes are required in chapter 105, and all necessary changes cannot be made promptly. (b) Property management policies and procedures issued in other than the FPMR system format under paragraphs (a)(4) and (5) of this section, shall be codified into chapter 105 at the earliest practicable date, but in any event not later than 6 months from date of issuance. |