| STEP |
WHO |
WHEN |
INFO TO USE |
WHAT TO DO |
RESULTS |
| 1 |
Anyone |
Upon wishing to add, change or
delete a form |
Form Master File |
Submit request to Controller as
to how a particular form needs to be added, changed or deleted; if possible, submit a
sample of a new or updated form |
Request to Controller along with
any sample |
| 2 |
Accounting Manager |
As requested in step 1 |
Form Master File; request; any
samples provided |
Review need for
add/change/delete, especially considering how various areas of the company might be
impacted; check with QA Manager if there is any question regarding request's compliance
with quality system; notify requestor whether or not request will be granted |
Decision regarding request (if
decide against request, stop here) |
| 3 |
Accounting Manager |
Upon deciding to
add/change/delete form |
Form master file; request; any
samples provided |
Modify master form
kept in Form Master File on server at s:\forms; if new form, be sure name is unique;
if an outside printer has
artwork for the form, be sure it is updated or scrapped and keep notes on Forms Control
Form regarding artwork |
Form Master File updated |
| 4 |
Accounting Manager |
Upon adding or changing a master
form |
Form master file; forms stores
throughout company |
Determine whether new/modified
form makes any forms currently in use obsolete; if so have obsolete blank forms destroyed
and replaced with new ones (but if old forms continue to serve purpose, allow supplies to
be used up); initiate or update Forms Control Form |
Obsolete forms replaced in
service; Forms Control Form updated |
| 5 |
Anyone |
As need to print or copy new
supply of forms |
Form master file |
Have new forms copied or printed
using form from form master file or artwork that matched the master (DO NOT JUST COPY
ANOTHER FORM AS IT MAY NOT BE THE MOST CURRENT VERSION); update the Forms Control Form |
Newly printed/copied forms are
always to the current version of the master; Forms Control Form maintained |
