408 – Sheriff’s Office Forms and Printing

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Purpose

Forms are used as a means of collecting, recording, and distributing information to accomplish Harris County Sheriff’s Office (HCSO) objectives. The objective of a forms control process is to avoid duplication of effort and unnecessary paperwork and to minimize the cost of printing or reproducing forms in use.

Policy

Whenever a new or modified form is desired, a print request shall be generated and submitted through the chain of command. It shall include: [CALEA Standard 11.4.2]

  1. A draft of the proposed form;
  2. A brief description of how the form will be used and why;
  3. Whether the form is for bureau, multi-bureau, or agency-wide use;
  4. The expected usage (monthly, yearly, etc.);
  5. Whether the form is for temporary or permanent use; and
  6. The desired date of implementation.

If the form is for single bureau use, the print request and attachments shall be forwarded to the bureau commander for approval. If the form is for agency-wide usage, the print request shall be forwarded through the chain of command to the chief deputy.

Upon approval, the print request will be forwarded to the Print Shop for a form number assignment. The Print Shop coordinator shall assign an identification number to all forms and maintain a master form list.

Whenever a form is no longer used by a bureau or the HCSO, a memorandum shall be forwarded from the bureau commander to the Print Shop coordinator authorizing the deletion of the form from the master list.

Revision

This policy has been revised on the below listed dates:

April 21, 2009

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