What do you mean by set of forms in an office ?

When more than one copy of any document is required, it is advisable to use sets of forms.

Form sets are the process of making multiple copies by single writing. By single writing method form sets enable lo prepare multiple of copies. The use of form sets is suggested when more than one copy of a form is needed. There are various ways of making form sets like:

• Loose sheet put together into sets.
• Single sheets perforated and folded.
• Sets in pads.
• Unit sets.
• Sets in gangs.
• Continuous sets.

Each type of form sets suit to a particular situation. However, before selecting a particular form sets the following matters are to be given due consideration :

(a) Number of copies required by the firm.

(b) Size of each copy in the sets.

(c) Weight and grade of paper needed for each copy.

(d) Type of carbon paper required and the method of removing carbon paper.

(e) The method of writing by long-hand or machine.

(f) Value of coloured papers.

Sets in Loose Sheet:

The most common used method of making forms is sets of loose sheets. Under this method the office clerk collect forms, place carbon paper and type the form. Forms are generally kept in loose sheets. This method of using forms though simple suffers from the following drawbacks :

(a) It involves time consuming process.

(b) If no care is taken at the time of using carbons, the copies may become illegible.

(c) The copies may become dim if over-used carbon papers are used and if carbon is not placed properly the matter may not be recorded.

Single Sheet Perforated and Folded:

Single sheet of paper perforated can be folded to make duplicate form sets or triplicate form sets. Carbon papers are used at the time of making multiple of copies. This method of form preparation ensures flexibility.

Sets in Pads:

Identical forms are put together and glued on the top or side in such a manner that all copies are perfectly aligned. A set of hundred forms are bound or put together in the form of pad. A cloth strip is used to hold the forms. Carbon papers are inserted at the time of use and these sheets are removed after use. Sets in pads are also known as sets in books.

Unit Sets:

Under this method of preparation of form sets, forms of different sizes are combined together with a perforated stub to hold the sheet together. Individual forms may be collated into sets placed in a gluing rack and rubber-padding cement is applied to the top edge or bottom edge to hold the sheet firmly. These types of forms facilitate easy separation of copies and removal of carbon papers.

Sets in Gangs:

The word gang denotes a group of identical forms printed on a single sheet, which are separated by perforations. Gang sheets are usually glued together into pads. Gang set may also be a loose form but these are very often bound into pads. A large size carbon is used to make different copies.

Continuous Sets:

These are nothing but continuous stationeries, which ensures automatic feeding of sheets in a typewriter. In most of the business houses pay rolland invoices are prepared on continuous strips.