6.3 Forms Control

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

Centreville Police Department
Title: Forms Control Directive #: 6.3
Issued: 10.1.2016 Revised: 10.1.2016
Approved by: Charles M. Rhodes, Jr.
Chief of Police
A. General
1. Forms are used for the collection, transmittal and preservation of information. They serve as a compact,
concise record and, when standardized, promote efficient operation within the Department. In addition,
many of the policies, procedures and functions of the Department are documented through the use of
forms.
2. Since the use of forms is frequently necessary in order to accomplish specific tasks or duties, it is vital that
a forms control program be administered in a manner which will insure that only essential records are
created. The objectives of the program are to establish control over the creation of new forms, to revise
or consolidate existing forms, and to eliminate the non-essential or duplicate forms.
B. Authority
1. The program is established and administered by the Chief of Police or his designee in accordance with
guidelines and standards established by the Chief of Police.
C. Responsibility
1. The Chief of Police or his designee will administer the program and have the following responsibilities:
a. Approve form design and use
b. Issue form effective dates
c. Authorize printing
d. Maintain a master forms file
e. Maintain an historical file of forms revised, combined or eliminated
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f. In concert with users, create, revise, combine or eliminate forms when practical.
D. Forms
1. Every form originating within the Department will be assigned an effective date. The Chief or his designee
will maintain a Forms Control Register containing numbers, effective dates, form titles, descriptions and
revision dates of all forms in current use.
2. Forms created internally and used department wide will be recorded in the Forms Control Register. The
implementation date will appear in the lower left corner of each form.
E. Printing of Forms
Requests for initial printing or reprinting of a form will be made by the Chief of Police.
F. Creating, Revising, Combining or Eliminating Forms
1. When a form ceases to serve its designed purpose, it becomes a liability to the user and the Department.
When this occurs, the form should be revised, combined with an existing form, or eliminated.
2. If an employee of the Department feels a form should be created, revised, combined with another or
eliminated, the employee shall submit this request in writing to the Chief for review and implementation if
approved.
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