[Federal Register Volume 60, Number 212 (Thursday, November 2, 1995)]
[Rules and Regulations]
[Pages 55660-55661]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-27221]



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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: Final rule.

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SUMMARY: This rule amends 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 streamlines these processes and allows 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.

EFFECTIVE DATE: This rule is effective December 4, 1995.

FOR FURTHER INFORMATION CONTACT:
R. Stewart Randall, GSA, Office of Information Technology (IT) Policy 
and Leadership, Center for IT Policy and Regulations Management (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 amended to delegate 
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 is 
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 is removed for 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 will accept 
agencies' certification that their new or revised forms requirements 
are legally required and technically adequate. This change eliminates 
GSA duplicating work already performed by the agency. Agencies will 
also be required to announce the availability of their new or revised 
forms in the Federal Register and provide GSA an accurate camera ready 
copy of the new or revised form. GSA will no longer verify the accuracy 
of the camera ready copy. Agencies are given full authority and 
responsibility to 

[[Page 55661]]
ensure the accuracy of their copies; just as they are with other 
aspects of establishing new or revised forms. These changes are 
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. Also, this amendment reflects a change in the responsibility 
for the Standard and Optional Forms Management Program from the Center 
for IT Policy and Regulations Management (KAR) to the Forms Management 
Branch (CARM) due to the transfer of program responsibility within GSA. 
FIRMR Bulletin B-3 has also been 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 the consequences of this rule; has determined 
that the potential benefits to society from this rule outweigh the 
potential costs; has maximized the net benefits; and has chosen the 
alternative approach involving the least net cost of society.

List of Subjects in 41 CFR Part 201-9

    Archives and records, Computer technology, Telecommunications, 
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--CREATING, 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 the 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) Request 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, Forms Management 
Branch (CARM), 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 GSA (CARM); 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 GSA (CARM).

    Dated: October 24, 1995.
Roger W. Johnson,
Administrator of General Services.
[FR Doc. 95-27221 Filed 11-1-95; 8:45 am]
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