Forms Services Program for the Multnomah County Circuit Court, Portland, Oregon

• NCJ Number: 76204
• Author(s): B Hoffman; C Lysinger; L Raybern
• Date Published: 1980
• Length: 78 pages
• Contract Number(s): J-LEAA-011-78
• Corporate Author: US Dept of Justice; American University; Lysinger and Rayburn Associates
• Sale Source: National Institute of Justice/
• Language: English
• Country: United States of America

Annotation

Findings and recommendations are reported from an assessment of the use of forms in the Multnomah County Circuit Court (Oregon) and the development of a forms services program.

Abstract

The study was prompted by the realization that the 282 forms used by the court in its daily administrative operations were not designed by persons with expertise in forms design principles and practices and that the court had ineffective procedures for monitoring the use of forms. The study aimed to establish better control over forms inventory, inplement an inventory recordkeeping system, introduce techniques for improving forms' functional design, and develop effective procedures and logistics for the forms services function. Other goals were to develop the information resources required to support the forms services function and to design a plan for an ongoing forms services program. The LEAA-funded technical assistance team consisted of two forms management specialists and a court management expert. Starting with a survey and interviews regarding the existing system, the study team produced analysis, recommendations, and implementation of the basic framework necessary to operate a forms services program. The project resulted in the implementation of the perpetual inventory system of recordkeeping, which has begun to provide some management information. In addition, forms coordinators have been introduced to forms analysis and design techniques to permit them to improve forms created and received. Moreover, a comprehensive set of administrative logistics has been developed and introduced to the court. A forms master file and a numerical index and reservation system have also been installed. Finally, the perpetual inventory system permits charging of forms' costs to the using areas. Additional benefits are expected in the future. Nine appendixes present guidelines for basic analysis of a form, keywords for use in form titles, and other guidelines and standards related to forms and forms management.