[Federal Register Volume 60, Number 105 (Thursday, June 1, 1995)]
[Proposed Rules]
[Pages 28560-28561]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-12859]
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GENERAL SERVICES ADMINISTRATION
41 CFR Part 201-9
RIN 3090-AF72
Amendment To Revise FIRMR Provisions Regarding the Standard and
Optional Forms Management Program
AGENCY: Information Technology Service, GSA.
ACTION: Notice of proposed rulemaking.
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SUMMARY: GSA proposes to amend the Federal Information Resources
Management Regulation (FIRMR) to simplify and clarify procedures
related to the Standard and Optional Forms Management Program. Current
procedures for this Program result in delays in the processing of forms
requests, especially requests for exceptions to the use of Standard
forms. This rule will streamline these processes and allow agencies to
deal directly with the responsible parties regarding the issuance and
printing of these forms. The specific changes in this rule include
allowing agencies to obtain approval for an exception to the use of
Standard forms directly from the promulgating agencies; and giving the
promulgating agencies full responsibility for: certifying their
proposed forms comply with applicable laws and regulations, announcing
the availability of new or revised Standard forms and providing GSA
with an accurate camera ready copy of the forms.
DATES: Comments must be received by July 31, 1995.
ADDRESSES: Comments may be mailed to GSA/KAR, 18th and F Streets, NW.,
Room 3224, Washington, DC 20405, Attn: R. Stewart Randall, or delivered
to that address between 8:00 a.m. and 4:30 p.m.
FOR FURTHER INFORMATION CONTACT:
R. Stewart Randall, Jr., GSA, Office of Information Resources
Management Policy, Regulations Analysis Division (KAR), 18th and F
Streets, NW., Room 3224, Washington, DC 20405, telephone FTS/Commercial
(202) 501-4469 (v) or (202) 501-4469 (tdd).
SUPPLEMENTARY INFORMATION: (1) Part 201-9.202 is being amended to
delegated additional authority and responsibility to agencies regarding
the granting of exceptions to Standard Forms. Currently, the FIRMR
requires Federal agencies to submit a request for an exception to a
Standard Form directly to GSA. GSA then reviews the exception request
for conformance to good forms management practices. However, GSA also
forwards the exception request directly to the promulgating agency for
the agency's recommendation for approval or disapproval of the
exception request. Since GSA and the promulgating agency typically
agree on the disposition of an exception request, GSA believes it would
be more efficient to give promulgating agencies full authority for the
exception request process. Accordingly, the requirement in section 201-
9.202-1 paragraph (b)(2) for Federal agencies to obtain approval from
GSA for exceptions to Standard forms will be removed from the FIRMR.
Instead, agencies will send their exception requests directly to the
agency promulgating the Standard Form.
(2) Agencies typically request to establish standard forms because
of a statutory or programmatic requirement. In the past, GSA conducted
research to verify a requested form was consistent with the agency's
authority and would meet the agency's requirements. GSA now plans to
accept agencies' certification that their new or revised forms
requirements are legally required and technically adequate. This change
will eliminate GSA duplicating work already performed by the agency.
Agencies will also be required to announce the availability of their
new revised forms in the Federal Register and provide GSA an accurate
camera ready copy of the new revised form. GSA will no longer verify
the accuracy of the camera ready copy. Agencies are being given full
authority and responsibility to ensure the accuracy of their copies;
just as they are with other aspects of establishing new or revised
forms. These changes will be reflected in Sec. 201-9.202-1 paragraphs
(b)(4) and (b)(6). GSA will continue to publish a list of all Standard
and Optional forms in its Inventory of Standard and Optional Forms and
facsimiles of all forms in its Standard and Optional Forms Facsimile
Handbook.
(3) Several format and editorial changes are also being made to
Sec. 201-9.202-1 to reflect the new operating environment of the forms
program. FIRMR Bulletin B-3 is being revised to reflect the above
changes.
(4) GSA has determined that this rule is not a significant rule for
the purposes of Executive Order 12866 of September 30, 1993, because it
is not likely to result in any of the impacts noted in Executive Order
12866, affect the rights of specified individuals, or raise issues
arising from the policies of the Administration. GSA has based all
administrative decisions underlying this rule on adequate information
concerning the need for and consequences of this rule; has determined
that the potential benefits to society from this rule outweight the
potential costs; has maximized the net benefits; and has chosen the
alternative approach involving the least net cost to society.
List of Subjects in 41 CFR Part 201-9
Archives and records, Computer technology, Telecommunications,
[[Page 28561]] Government procurement, Property management, Records
management, and Federal information processing resources activities.
For the reasons set forth in the preamble, GSA proposes to amend 41
CFR Part 201-9 as follows:
PART 201-9--CREATION, MAINTENANCE, AND USE OF RECORDS
1. The authority citation for Part 201-9 continues to read as
follows:
Authority: 40 U.S.C. 486(c) and 751(f).
2. Section 201-9.202-1 is revised to read as follows:
Sec. 201-9.202-1 Standard and Optional Forms Management Program.
(a) General. (1) The Standard and Optional Forms Management Program
was established to achieve Governmentwide economies and efficiencies
through development, maintenance and use of common forms.
(2) FIRMR Bulletin B-3 contains additional guidance on the Standard
and Optional Forms Management Program.
(b) Procedures. Each Federal agency shall--
(1) Designate an agency-level Standard and Optional Forms Liaison
Representative and Alternate, and notify GSA in writing of such
designees' names, titles, mailing addresses, and telephone numbers
within 30 days of the designation or redesignation at the address in
paragraph (b)(4) of this section;
(2) Promulgate Governmentwide Standard Forms pursuant to the
agency's statutory or regulatory authority and issue in the Federal
Register Governmentwide procedures on the mandatory use, revision, or
cancellation of these forms;
(3) Sponsor Governmentwide Optional Forms when needed in two or
more agencies and announce the Governmentwide availability, revision or
cancellation of these forms;
(4) Obtain GSA approval for each new, revised or canceled Standard
and Optional Form, 60 days prior to planned implementation, and certify
that the forms comply with all applicable laws and regulations. Send
approval requests to: General Services Administration, Regulations
Analysis Division (KAR), Washington, DC 20405;
(5) Provide GSA with a camera ready copy of the Standard and
Optional Forms the agency promulgates or sponsors prior to
implementation, at the address shown in paragraph (b)(4) of this
section;
(6) Obtain promulgator's or sponsor's approval for all exceptions
to Standard and Optional Forms prior to implementation;
(7) Annually review all Standard and Optional Forms which the
agency promulgates or sponsors, including exceptions, for improvement,
consolidation, or cancellation;
(8) When requested by GSA and OMB, submit a summary of the Standard
and Optional Forms used for collection of information covered by 5 CFR
part 1320;
(9) Request approval to overprint Standard and Optional Forms by
contacting: General Services Administration, Supply Management Division
(3FNI-CO), 1941 Jefferson Davis Highway, Crystal Mall Building 4,
Washington, DC 20406 (See 41 CFR 101-26.302); and
(10) Coordinate all matters concerning health care related Standard
Forms through the Interagency Committee on Medical Records (ICMR). For
additional information on the ICMR contact: General Services
Administration, Forms Management Branch (CARM), 18th and F Streets,
NW., Washington, DC 20405.
Dated: May 17, 1995.
Fred L. Sims,
Assistant Commissioner for Information Technology Policy and
Leadership.
[FR Doc. 95-12859 Filed 5-31-95; 8:45 am]
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