Office Procedure-II

UNIT 2 OFFICE FORMS AND

STATIONERY
Structure
2.0 Objectives
2.1 Introduction
2.2 Meaning and Significance of Office Forms
2.3 Benefits of Office Forms
2.4 Types of Office Forms
2.5 Effective Form Control System
2.5.1 Steps for Introduction of New Forms
2.5.2 Designing of Office Form

2.6 Effective Stock Control System

2.6.1 Automated Stock Control System

2.7 Principles and Methods of Purchasing Stationery

2.8 Answers to Check Your Progress
2.9 Let Us Sum Up
2.10 Terminal Questions
2.11 Reference Books

2.0 OBJECTIVES
After studying this unit, you should be able to:
 state the meaning and significance of office forms;
 outline the benefits of using forms;
 list various types of forms;
 describe technologies used with Enterprise Forms Automation;
 develop effective stock control system;
 list steps to introduce a new form;
 design an office form;
 identify objectives of Automated Stock Control System;
 explain principles for better utilization and management of the stationery
items; and
 devise plans regarding the purchase of stationery and its optimum us

2.1 INTRODUCTION
Whether one wishes to buy a flat or car, open or operate a bank account, enter
24 into a legal contract, take admission in school or college, apply for a job or loan,
file income tax return, be a part of lucky draw or get a passport, forms are Office Forms and
present everywhere. Forms have become indispensable way of securing desired Stationery
essential information for efficiently carrying out business dealings. In forms, as
one needs to fill only precise information with limited number of words, both -
user of the form as well as user of information - are benefitted which leads to
saving of time and energy.
Forms are widely used every day in offices in recording and communicating
information. They are the basic tool of office operations. In an office, be it
purchase of raw materials, completion of tax formalities, finalization of rent
agreements, application of public issues etc., everything is done with the help of
forms. Employees fill feedback, leave application, requirement of advance from
provident fund, job appraisal etc. on specifically designed application forms of the
organization. Every form designed in office is unique in nature and is designed
to receive restricted and exclusive information.
Besides forms, management of stationery in office is an important area looked
after by a secretary or an Office Manager. Though the modern concept of
Paperless Office is popular but in reality, no office can work hundred per cent
smoothly without the use of stationery and office supplies. It is one of the
important duties of a Secretary or an Office Manager to ensure uninterrupted flow
of stationery items and procure material which are economical with quality and
service.

2.2 MEANING AND SIGNIFICANCE OF OFFICE

FORMS
A form is a structured record which has space for entering information. It is a
mode to receive, pass and store information. The information accumulated in a
form is transmitted or used for taking further action.
A computer generated form is a document that contains blank fields in which the
user can type information with the help of keyboard. The information on these
forms is generally transferred to a computer data base. Later on, it may be
processed and analyzed from a statistical point of view, if necessary. A computer
generated form is widely used as the form can be posted on e-mail just with a
click of a button. A considerable paper work is reduced and speed of operations
increased.

Significance of Office Forms

Office forms play a very significant role in handling administrative operations

efficiently and effectively. Office forms are a basic tool in the hands of administration
as they-

 Specify space for writing particular information.

 Inform the user to communicate only restricted information.

 Help to generate multiple copies.

 Facilitate to secure repetitive information.

 Simplify office operations.

25
Office Procedure-II Forms have greatly cut administrative overheads. Earlier forms were filled only
manually but now filling up of computer generated forms is widely used method
of conveying information in an organization.

2.3 BENEFITS OF OFFICE FORMS

A properly designed office form is very advantageous for an organization as it
goes a long way in reducing the voluminous work which would have been otherwise
done, thereby increasing efficiency in office operations. Use of forms enjoy the
following benefits:
a) Saving of Time and Labour : As forms make office procedures simple and
easy, a lot of saving of time and labour take place.
b) Less Chances of Errors:As unnecessary details or information is not recorded,
there are less chances of errors which may take place in office operations.
c) Increase efficiency: A lot of repetitive work is reduced thereby speeding up
office work.
d) Reduced Administrative Overheads: As repetitive and routine work is
performed efficiently with the use of office forms, there is considerable
reduction in office costs.
e) Better Coordination : With the use of forms, better coordination of information
takes place.
f) Helpful in Fixing Responsibility : As the forms generally have space at the
end for the ‘signatures’ , they help to fix the responsibility of the person, if
required.
g) Expedite Office Work: As forms are so designed that they provide space for
giving restricted information, analysis and interpretation of information can
be speedily done.
h) Improve Work Systems and Procedures: Use of Office Forms also help us
to improve the office operations as the shortcoming in the design and layout
of the forms can be easily viewed and noticed. Thus, they give an opportunity
for improvement in work systems and procedures.
i) Facilitates Storage of Information: with the use of forms, it is easy to store
and preserve information for future reference.
Office forms are tools to simplify office systems and procedures as more than
sixty per cent of total administrative time is spent in the handling of office forms.

2.4 TYPES OF OFFICE FORMS

Depending on the kind of information to be communicated, there are various
types of forms which one can use in an office. The following types of office forms
are commonly used:
a) Forms based on Functionality:Application forms, Purchase form, Sales Form,
Stores Requisition Form, Appraisal Form, Education Loan Form etc.
b) Business Forms: Such forms include invoices, vouchers, purchase orders,
26 cash receipts etc.
c) Organizational Forms: These forms are designed specifically to meet the Office Forms and
needs of day-to-day workingin the organization. They facilitate the management Stationery
and staff to communicate and provide information speedily. For example,
leave application form, provident fund advance form, festival advance form,
performance appraisal form, income tax calculation form etc.
d) Single Copy Form: This form is complete in all respects and is a source-
document in itself.
e) Multiple Copies Form: This form is used when multiple copies of a form are
necessary to be generated for the purpose of providing information.
f) Continuous Forms: Cash receipts, invoices, bills etc. are available in continuous
stationery for automatic feeding. The use of such forms help in saving of time
and energy which would have been used in inserting, removing and separating
the sheets from the printer every time a print out is generated. It is also
possible to have multiple copies of the form on continuous stationery.
g) Physical Forms: Forms which are printed on paper and are filled manually
are known as physical forms. For example, to perform banking transactions,
one normally fills-up required bank forms manually if present in bank.
h) Electronic Forms: Another way to eliminate paper is to automate paper-
based processes that rely on forms to capture and share data. This method
is referred to as ‘Enterprise Forms Automation’ and is typically accomplished
by using existing print-perfect documents in electronic format to allow pre-
filling of existing data, capturing data manually entered online by end-users,
providing secure methods to submit form data to processing systems and
digitally signing the electronic documents without printing.
The technologies that may be used with Enterprise Forms Automation include -
 Form Technology (e.g. Adobe PDF) - to create, display and interact with
documents and forms.
 Enterprise Forms Automation Software - to integrate forms and form data
with processing systems
 Databases - used to capture data for prefilling and processing documents.
 Workflow Platforms - used to route information, documents and direct process
flow.
 Digital Signature Solutions - used by end-users to digitally sign documents.
 Web Servers - used to host the process, receive submitted data, store
documents and manage document.
One of the main issues that had kept companies earlier from adopting paperwork
automation is capturing digital signatures in a cost-effective and compliant manner.
The E-Sign Act of 2000 in the United States provided that a document cannot
be rejected on the basis of an electronic signature and all companies must accept
digital signatures on documents. Now, electronic generated forms are filled on-line
in almost every field of office operations.
It is the duty of the Office Manager to introduce office forms, whenever
required, to make the office operations effective. Great attention should be paid
27
Office Procedure-II while introducing office forms in terms of its content, sequence, design, shape,
color, size, number of copies etc.

2.5 EEFFECTIVE FORM CONTROL SYSTEM

As the office forms are introduced continuously in an organization due to change
in the existing objectives, size, nature, work procedures etc. and expansion of
office operations, a definite system exists in every organization to plan and execute
the introduction of the forms. For this, there is need to systematically study entire
objectives of using office forms. The basic objective which needs to be fulfilled
while introducing a new form should be critically analyzed. Office Manager
should not make a hasty decision while introducing a form. A newly introduced
form should cut cost and improve efficiency of office operations.
While exercising control of office forms, the following points should be kept in
mind:
 Regular review of existing forms to find out their suitability i.e. eliminate the
obsolete and useless forms.
 Avoid misuse of forms.
 Put efforts on improving the existing forms.
 Definite procedure for introduction of new forms. Introduce only the justified
forms as too many forms leads to confusion and expense.
 Ascertain absolute necessary desired quantity of forms.
A Office Manager must make judicious decision and introduce only absolute
necessary forms. Blank side, if any, of an obsolete form can be used for
preparing draft notes to avoid wastage.

2.5.1 Steps for Introduction of a New Form

For introduction of a new form, generally the following steps are adopted in an
organization:
a) Cost factor and benefit to be accrued from the use of new form to be
studied.
b) The requirements of a new form should be logically organized and a check-
list of requirements prepared.
c) The check-list prepared to be arranged and analyzed in appropriate sequence.
d) Un-necessary entries deleted and additions, if any, inserted in the forms.
e) Proper sequence designed should have enough space for each entry.
f) Provision of adequate instructions so that there is no confusion and wastage
of forms.
g) Provision of multiple copies, if required, to be taken care of.
h) Proposal of introduction of form along with a sample form submitted to the
competent authority for approval.
28
Once the approval for introduction of new form is obtained, number of copies of Office Forms and
the form may be printed to ease administrative works. Decision to eliminate an Stationery
obsolete or useless form also needs approval of the competent authority. On
many occasions, an existing form is re-arranged to fulfill the needs of a new form.
2.5.2 Designing of Office Forms
Effective designing of office forms is both a science and an art. Once the competent
authority approves proposal to introduce a new form, its layout is prepared by
the Office In-charge. A survey of existing forms is quite helpful in this direction.
The following needs to be emphasized while designing of office forms:
 Ascertaining the purpose behind use of the form.
 Inclusion of name and address of the department generating the form.
 A self-explanatory form title.
 Adequate instructions, if required, for filling up the form.
 Logical inclusion of text or sequence of contents to bring natural flow of
information.
 Ample space for filling up of information with adequate left, right, top and
bottom margins.
 Number of copies required.
 Good quality stationery in case of physical handling.
 Size of form.
 Simplicity and innovation in designing of forms.
 Adequate attention on printing and color of paper, so that forms looks good
in appearance in case to be used by external agencies.
 Retention period of forms.
It is important to keep all the above points in mind before the forms are given for
printing. Any carelessness while designing of forms leads to heavy financial
burden on the organization.
A specimen of form in connection with formalities regarding condemnation of
Tools and Equipment is given below:
Stores Department
List of Equipment Proposed to be Condemned
S.No. Name of Quantity Rate Amount Store Name Date Reasons
the item (Rs.) Ledger of of for
with Folio Supplier Purchase condemnation
specification No.

Certified that the items listed above have been inspected, checked and found
unserviceable and beyond economic repairs.
Signature of Technical Committee: 29
Office Procedure-II
2.6 EFFECTIVE STOCK CONTROL SYSTEM
Stock Control, also called Inventory Control, means optimal procurement, care
and disposition of stocks, regardless of whether it takes place in a manufacturing
process or an administrative process. As stock control helps to prevent memory
lapses and smooth running of the jobs in hand, a mechanism of developing the
superior and weeding out the inferior stock has been established by every
organization. For an effective stock control system, study of following factors is
important:
 What is in hand?
 What has been consumed?
 What is to be ordered?

Importance of Stock Control System

An effective stock control system is important to have optimum stocks at all times
and reducing costs. The basic objectives of stock control system are:

a) Reduction of carrying costs.

b) Maintenance of stocks in line with requirement thereby weeding out dead

stock.

c) Carry out the business operations un-interrupted.

d) Improvement in stock turnover.

e) Improvement in reputation of organization.

f) Have access to the latest stock information.

For an effective stock control system, it is important to manage the information

flow between the departments to assess the exact requirements. Planning and
follow up of stock levels require consideration of following three important
factors -

a) Planning : To plan accurate stock levels, an optimal order quantity is to be

calculated to minimize expenses which are due to unnecessary stock held. It
is extremely important to assess exact needs of the organization beforehand
on the basis of past experience to plan accurate stock levels.

b) Replenishment: Once the plans are established, regular replenishment of stocks

are ensured for smooth flow of work. Ideal stock levels should be maintained
by regular order patterns.

c) Follow up: Regular review of existing stock levels helps to dispose-off obsolete
stock and bring desired changes for effective and efficient running of the
organization.

2.6.1 Automated Stock Control System

Office Automation has brought out automated control of stock with the help of
30 development of various stock control software. Stock control software suites are
commonly used by business organizations to save time and energy in managing Office Forms and
Stationery
their stocks. Tailor-made software are also available, which help the individual
organizations to achieve the following objectives for effective stock control:

 Management of stock levels in real-time.-

 Help automated stock control and eliminate manual administration.

 Centralize control of stock.

 Have on- line stock control on remote locations.

 Generate stock utilization reports.

 Improve accuracy and quality of work.

 Automate ordering system to supplier by stock utilization.

Thus, to manage stock levels precisely and improve warehouse stock control,
every organization should develop an effective system so that overstocks are
avoided and minimum but adequate quantity of stock is always available in stores
at all times.

Check Your Progress A

1. Fill up the following blanks:-

a) A form is a ______________record which has space for entering

information.

b) Enterprise Forms Automation software integrate _______ and

________with processing systems.

c) Any carelessness while designing of forms leads to heavy ___________

burden on the organization.

d) ________________ software are available now-a-days, which help

the individual organizations to achieve the objectives for effective stock
control.

e) A lot of manual repetitive work is ______ thereby _______ office

work when using forms.

2. State whether each of the following statements are True or False.

a) In forms, one needs to fill only detailed information.

b) An obsolete form can be used to avoid wastage.

c) Decision to eliminate an obsolete or useless form also need approval

of competent authority.

d) An effective stock control system is not necessary to have optimum

stocks and reducing costs.

e) Stock control software suites are commonly used by business

organizations to save time and energy in managing their stocks. 31
Office Procedure-II
2.7 PRINCIPLES AND METHODS OF
PURCHASING STATIONERY
Office stationery items are the essential tools to carry out office operations. It is
unimaginable to thinkof an office without stationery items even in those organizations
where every office work involves use of computers. They perform important
roles in work place to carryout business operations smoothly in an efficient and
effective manner.
Common types of stationery items used in an organization include:
 Papers – Every office revolves around paper. An office needs paper for
conducting correspondence and taking notes. Various types and sizes of
papers are required in an office. Letterheads, photocopier paper, printed
invoices, notepads etc. available with every secretary to carry out office
work.
 Writing tools – Pens, pencils, highlighters, markers, sketch pens, ribbon
cartridges etc. are amongst the most required writing items in a workplace.
 Files and Folders – For an organized record management, an office needs
files like box files, lever arch files, folders viz. presentation holders, magazine
holders, document binders etc.
 Diaries: Maintenance of desk and appointment diaries are essential to prepare
work schedules and remember important dates. Besides, Desk Calendars
are available on almost every office table.
 Calculators: To perform speedy and accurate calculations, calculating machines
are widely used in an office.
 Other stationery items like DVDs, pen drives, stapler, paper weight, scales,
letter openers, scissors, glue, sticky slips, pen holders, paper trays, paper
clips, awl pins, punching machine, dusters etc. are required for routine office
work regularly.
Since office stationery items and office supplies are very important accessories for
significant office operations, a Storekeeper needs to have complete knowledge of
the following four principles for better utilization and management of same:
Principle of Careful Handling: As there are chances of stationery items getting
dirty, dried-up, crumpled, discolored and deteriorated due to exposure of sunlight,
heat, moisture, etc., it is important to handle carefully the items in proper cabinets,
drawers, etc. in a proper storeroom.
Principle of Good Housekeeping: Orderly arrangement is very important to
avoid breakage, theft and locate items easily. Visible marking of contents of
stationery items in Store Room helps in easy location of items at the time of need.
Cabinets, shelves, drawers etc. should indicate the item stored in the form of
“marked slips”.
Sometimes, orders are placed just because Storekeeper is not able to locate an
item, even though adequate stocks are present in Store room. Good housekeeping
avoids all such problems and save an organization incurring unnecessary
expenditure.
Principle of Requisition and Use: For optimal use, it is necessary that
32 Storekeeper issue stationery items only on the request of written requisitions
signed by authorized officials. It is also essential to devise a proper plan for issue Office Forms and
of stationery, so that not much of the time is wasted in issue and receiving of Stationery
stationery. Further, it helps to avoid wasteful use of stationery to some extent.
Principle of Effective Stock Control System: As stated, it is important to have
minimum but adequate stock of stationery and office supplies always in stores for
uninterrupted flow of office work. Regular review of stocks helps in disposition
of old and obsolete items, using optimally the items alternatively (as stated
above, using reverse side of obsolete items for preparation of draft correspondence)
and maintain regular availability of stock.
Thus, a careful and systematic planning in handling of stationery and office supplies
is essential to have proper quality and quantity of the items.
Further, as a large amount of money is spent in stationery and office supplies in
an organization, it is the duty of the secretary or Office Manager to prepare
budgets based on the past experience and allocate funds for the purchase of
stationery. While devising plans for selecting and purchasing stationery, following
factors should be borne in mind:
 Find out the purpose for which stationery is needed.
 Detailed specifications of each needed item.
 Quantity procured to be determined based on the past experience of
consumption.
 Selection of reputed vendor. It is however beneficial to spend a little time
looking into the best supplier for company’s particular needs. Price, delivery
time, after sale service etc. are some important points to be taken care of
in this regard.
In most of the offices, centralized system for purchase and management of stationery
is preferred. The main benefits of centralized system include economical use of
space and labor, better supervision, better utilization of stock and storage equipment
etc.
Based on the budget allocated for the purchase of stationery, an order for purchase
can be given on-line or through Purchase Department. Open tendering for purchase
can also be done in case of large requirement of stationery. Before placing
orders, it is a normal practice to procure quotations from various vendors and
prepare a competitive statement. The vendor who supplies at the most competitive
price according to specifications desired is selected for placing an order. The
following four factors are to be kept in view while purchasing the stationery:
 Economy
 Efficiency
 Effectiveness
 transparency
On the website, there are various software available which give guidelines regarding
preparation of budgets for purchase of stationery. There are also websites of
various vendors who supply stationery and office supplies at competitive rates by
on-line ordering. 33
Office Procedure-II
2.8 ANSWERS TO CHECK YOUR PROGRESS
Check Your Progress A
1. Fill in the blanks:-
a) structured
b) forms, data
c) financial
d) tailor made
e) reduced, speeding up
2. True and False:-
a) False
b) True
c) True
d) False
e) True

2.9 LET US SUM UP

A form is a structured record which has space for entering information. It is a
mode to receive, pass and store information. Forms are widely used every day
in offices in recording and communicating information. They are the basic tool of
office operations. Every form designed in office is unique in nature and is
designed to receive restricted and exclusive information. Office forms are very
important for office administration as they specify space for writing particular
information, inform the user to communicate only restricted information, help to
generate multiple copies, facilitate to secure repetitive information, simplify office
operations. Use of forms enjoy the benefits viz. Saving of Time and Labour, Less
Chances of Errors, Increased efficiency, Reduced administrative overheads, Better
Coordination, Helpful in fixing responsibility, Expedite office work, Improve work
systems and procedure, Facilitates storage etc. Various types of office forms
commonly used include forms for office functions, business forms, organizational
forms, single and multiple copy forms, continuous forms, physical and electronic
forms. Electronic forms eliminate use of paper and is based on automate processes
that rely on forms to capture and share data. This method is referred to as
‘Enterprise Forms Automation’ and is typically accomplished by using existing
print-perfect documents in electronic format. While exercising control of office
forms, the points to be kept in mind are: Regular review of existing forms to find
out their suitability i.e. eliminate the obsolete and useless forms, Avoid misuse of
forms, Put efforts on improving the existing forms, Definite procedure for
introduction of new forms, Introduce only the justified forms as too many forms
leads to confusion and expense and Ascertaining quantity of forms required.
For introduction of a new form, steps to be followed are (a) The requirements
of new form should be logically organized, (b) Cost factor and benefit to be
accrued from the use of form studied (c) A check-list of requirements is prepared,
(d) The check-list in appropriate sequence analysed (d) Un-necessary entries
deleted and additions, if any, inserted in the forms (e) Proper sequence designed
keeping enough space for each entry (f) Provision of adequate instructions so that
there is no wastage of forms (g) Multiple copies, if required, to be taken care of
(h) Proposal of introduction of form along with a sample form submitted to the
34 competent authority for approval.
Effective designing of office forms is both science and art. Once a competent Office Forms and
authority approves the need to introduce a new form, its layout is prepared by Stationery
the Office In-charge.
Stock Control, also called Inventory Control, means optimal procurement, care
and disposition of stocks, regardless of whether it takes place in a manufacturing
process or an administrative process. For an effective stock control system, it
is important to manage the information flow between the departments to assess
the exact requirements. Planning and follow up of stock levels require consideration
of three important factors viz. planning, replenishment and follow up. Tailor-
made software are available now-a-days, which help the organizations to achieve
the objectives for effective stock control like Management of stock levels in real-
time, Help automated stock control and eliminate manual administration, Centralize
control of stock, Have on-line stock control on remote locations, Generate stock
utilization reports, Improvement in accuracy and quality of work and Automated
ordering system to supplier by stock utilization.
Office stationery items are the essential tools to carry out office operations. It is
unimaginable to thinkof an office without stationery items even in those organizations
where every office work involves use of computers. Great care and attention are
needed as there are many possibilities of misuse and wastages in use, handling
and control of stationery items by the employees in an office. A Storekeeper
needs to have knowledge of the four principles for better utilization and management
of the stationery items viz. Principle of Careful Handling, Principle of Good
Housekeeping, Principle of Requisition and Use and Principle of Effective Stock
Control System. Based on the budget allocated for the purchase of stationery,
an order for purchase can be given on-line or through Purchase Department.

2.10 TERMINAL QUESTIONS

1. Explain the various benefits of using Office Forms.
2. Describe any four types of Office Forms.
3. What do you understand by an Electronic Form? Discuss briefly the
technologies used in Enterprise Form Automation.
4. What steps are followed in an organization to introduce a new Office Form?
5. Explain objectives of stock control.
6. Why modern organizations prefer Automated Stock Control System?
7. Describe the importance of proper requisition system for issue of stationery
to office staff?
8. What points should be kept in mind while exercising control of Office Forms?
9. While devising plans for selecting and purchasing stationery, what factors
should be borne in mind?
10 What are continuous forms? For what kinds of work can the use of continuous
forms be justified?

2.11 REFERENCE BOOKS

1. Administrative Office Management by Dr. RK Chopra
2. Office Management by PK Ghosh
3. Secretarial Duties by John Harrison
4. Modern Office Management by Neuner and Lewis Keeling 35