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FORMS MANAGEMENT TRAINING AND GUIDELINES

Chapter: 1700

Section: 1715

As required by Government Code Section 14771(a)(4), the Forms Management Center (FMC) provides training and assistance in all aspects of establishing and implementing the State Forms Management Program. Due to advances in technology, many state government agencies use diverse software ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1715
ESTABLISHING THE AGENCY PROGRAM

Chapter: 1700

Section: 1705

Government Code Section 12274(a) requires the head of each agency to “…establish and maintain an active, continuing program for the economical and efficient management of the records and information collection practices of the agency. The program shall ensure that the information needed ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1705
STATUTORY AUTHORITY

Chapter: 1700

Section: 1701

Government Code Section 14770 requires the director of the Department of General Services (DGS) to “. . . establish and staff an activity within the department to be known as the ”forms management center‟ for the orderly design, implementation and maintenance of a statewide forms ma ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1701
FORMS DESIGN STANDARDS

Chapter: 1700

Section: 1720

Forms can be filled out and designed on paper or by electronic media. Agencies should follow the forms design standards, criteria, and techniques presented in the Forms Handbook. All agency departmental forms and all state standard (STD) forms must contain the term “State of California”, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1720
MODIFIED STATE STANDARD (STD.) FORMS

Chapter: 1700

Section: 1733

If an agency has a significant and compelling need for a modification to a STD form for the agency only, a request for approval must be submitted via email to the Forms Management Center (FMC). This request should explain the need for the change. The benefits expected and a mock-up or draft of the m ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1733
PUBLIC-USE FORMS INVENTORY

Chapter: 1700

Section: 1740

Government Code Section 14771(a)(12) requires that forms used by the public (including businesses) have assigned control numbers. The agency form number serves this purpose and must appear on the form as part of the identification. See SAM Section 1720. An agency may not ask for or require ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1740
STATE STANDARD (STD) FORMS IDENTIFICATION

Chapter: 1700

Section: 1731

To ensure accuracy in tracking the author of a state standard (STD) form, the originating department’s name must be placed near the location of the title, number and date of the form after or opposite the ”State of California” line. The Forms Management Center (FMC), in ord ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1731
DISPOSAL OF UNUSED ACCOUNTABLE FORMS

Chapter: 1700

Section: 1750

Each agency is responsible for the appropriate disposal of unused (blank) accountable forms. Accountable forms are unused pre-numbered forms used to record or transfer money. Examples are checks, receipts, meal tickets, and licenses. Destruction of accountable forms should be witnessed by a m ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1750
ELECTRONIC SIGNATURES, ELECTRONIC TRANSACTIONS AND ELECTRONIC RECORD MANAGEMENT FOR STATE FORMS

Chapter: 1700

Section: 1734

Purpose This policy requires all forms that are designed to be completed by internal or external customers (public or private sector entities) conducting business with the State of California, whether standard (STD) or agency forms, are available in an electronic format. Agencies shall use electroni ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1734
OTHER APPLICABLE FORM REQUIREMENTS

Chapter: 1700

Section: 1745

There are other pertinent laws and/or directives regarding forms. This includes: Americans with Disabilities Act (ADA) Section 508 of the Rehabilitation Act requires electronic and information technology to be accessible to people with disabilities, including employees and members of ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1745
ACCESSIBILITY REQUIREMENTS

Chapter: 1700

Section: 1721

The State of California is required to provide all customers equal access to its online information by creating accessible digital content. To ensure equal access to online information (regardless of physical limitations or disabilities), the Statewide Forms Directory content, documents, including f ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1721
FORMS REVIEW PROCESSES

Chapter: 1700

Section: 1725

Proposed changes to state standard (STD) and departmental forms should be reviewed for legal impact, policy compliance, workflow, and electronic signature or approval processes. Coordinating this review and approval process is the responsibility of the Forms Management Representative (FMR) fo ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1725
PROGRAM SUMMARY, RESOURCES, AND CONTACTS

Chapter: 1700

Section: 1700

Government Code Section 14771 establishes the State Forms Management Program (SFMP) for all state agencies to facilitate the statewide standardization of all agencies’ forms and forms management programs. The SFMP is administered by the Forms Management Center (FMC) and is managed by the Stat ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1700
TERMS AND DEFINITIONS

Chapter: 1700

Section: 1710

Permissible Types of E-Signatures Name Typed or Stamped: A person signing or stamping a form electronically does so by typing or stamping their name in the designated signature field with a statement confirming agreement. Recorded Voice: While a voice recording could be ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1710
PURCHASED TANGIBLE ASSETS

Chapter: 3400

Section: 3420.10

Purchased tangible assets that may be financed through GS $Mart include: Vehicles Information technology equipment and necessary pre-integrated software (including mainframes, personal computers, printers, network equipment, and storage) Software licenses Software development and integration (o ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3420-10
INSTALLMENT PURCHASE CONDITIONS

Chapter: 3400

Section: 3420.20

Installment purchases can be used for: Orders for applicable items placed against Leveraged Procurement Agreements including, but not limited to the California Multiple Award Schedules (CMAS), unless otherwise stated in user instructions, Competitive acquisitions, or Noncompetitive acquisitions. ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3420-20
INTRODUCTION

Chapter: 3400

Section: 3400

The State Financial Marketplace (SFM) established by the Department of General Services, provides financing and payment programs that serve California State and local government entities. Tax-exempt rates are established with lenders for the purpose of financing both purchases and leases. The GS $Ma ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3400
INSTALLMENT PURCHASES

Chapter: 3400

Section: 3420

For the purpose of financing purchases, California government entities are permitted to use the Department of General Services’ (DGS) Golden State Financial ($) Marketplace (GS $Mart, pronounced “G S Smart”) to enter into installment purchase agreements (commonly referred to in the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3420
LEASED TANGIBLE ASSETS

Chapter: 3400

Section: 3440.10

Leased tangible assets that may be financed through Lease $Mart includes: Information technology equipment (including mainframes, personal computers, printers, network equipment, and storage), Laboratory Equipment, Copy machines, and Vehicles. Contact a representative of the SFM if there is a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3440-10
ENERGY EFFICIENCY PROJECT

Chapter: 3400

Section: 3420.30

GS $Mart financing may be used for energy efficiency and sustainability projects. GS $Mart may not be used on buildings with bond financing unless prior approval has been received from the DOF. However, the approval of these projects is based on a cost- benefit analysis to substantiate there is ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3400/3420-30