Forms must be properly designed to serve the purpose already stated. In designing the forms it is necessary to observe certain principles. They are summarized as follows:

(1) Principles of purpose

A form should be brought into existence only if there is a purposeful need for the use of that form. The basic purpose of a form is to make clerical work easier, speedy and accurate, Where a plain sheet of paper can serve the purpose, there is no need to introduce a form, The form designer should consider the answers to the following questions, before introducing | a new form:

(a) What is the purpose of the form?

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(b) If the form has more than one purpose, which is the most important?

(c) Is the purpose justifiable?

(d) Will the purpose of the form be fully accomplished by its use?

(e) Is there any another form, for the same, or a similar purpose, now in use elsewhere in the office?

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A form should be used:

(a) If something is to be recorded as a matter of necessity.

(b) When certain data are to be recorded repeatedly. These data can be pre-printed on every copy of the form in order to save time in forms preparation.

(c) If it is necessary to have all information recorded in the same place on each copy of 1 the form. This arrangement helps to serve as a check on the completeness of the record,

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(d) Where it is desirable to fix responsibility for the work done by providing spaces for signatures of persons who did the work.

(2) Principles of Standardization

In order to reduce costs and avoid confusion it is necessary that all forms should be standardized. Standardization affects mainly their physical arrangement like size, color, quality of paper used and printing style. No form should be larger in size than is necessary.

While determining the size, it should be ensured that the form is capable of being properly handled. Different colours may be used for different forms to make identification of forms easier. The title of the form should be brief but clearly descriptive.

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(3) Principles of Centralized Control

The process of designing, use, replacement, elimination etc. of the forms should be; centrally controlled. This will help to achieve proper co-ordination and efficiency in forms management.

In some organizations new forms get added while old outdated forms may remain in existence. This problem may be solved by having centralized control of the forms under one office manager, who is responsible for designing.

(4) Principle of Economy

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The size of the form, the quantity of paper used, the number of copies printed and the method of producing forms should be so chosen that there is economy in procurement of forms. Forms should be so designed that their handling costs are also minimum.