Forms

Classification
Systems &
Design
Techniques
Arbotante | Balante | Lopez | Magbojos

Forms
Classification
Relate
forms to the organizational functions with
Systems
which they are used
makes seeing the relationship of forms possible
detects duplicate activities readily

Functional Form
File
Serves as a reference tool for the forms
control or systems man whos looking
for information on a certain function

Note
He may find data he
needs for

Integration with
other forms

Existing form
that could meet
his needs

Four-digit Base
Code
Method for classifying forms which has
been used effectively in several
indicate the purpose of the
companies
form

0600

identify the departmental functions of the

company

Once the code has been

established, forms within
each departmental
classification can be grouped
together according to these
functions.

Note
So that those having
similar purposes are
thrown together for
study to eliminate
duplication &
overlapping,

0600
Industrial Relations
Department

Final Digit

0200
Accounting
Department

0210
0220
0230
0240

General Ledger
Accounts Payable
Accounts Receivable
Payroll

can be made to signify the purpose of the form

by setting up a list of 18 categories applicable to the type of
business involved.
However, it can be condensed to 10 or fewer so that 1 digit
code will suffice.

Include a code to
designate the
construction of the
form
another useful refinement thats
a significant addition to the
classification code

Type of construction

Purpose

(1-digit prefix)

(final digit of the 4-digit base code)

Outside purchased

General and other

Company printed (up to 8 x

13)

Requests

Company printed (over 8 x

13)

Orders

Duplimats

Records

Hecto masters

Movement of material

Envelopes

Notifications

Tags

Identifications

Tab cards

Reports and analyses

Multipart units

Schedules and tables

Continuous strip

( open )

Punched-card
run it from tab cards (form
number, form name, &
classification code)
1. Number sequence
2. Classification sequence
3. Type of construction
(for use of the stockroom)

. additional use can be made by

punching the unit cost &
estimated annual requirements

Note
By extending these
figures, you can
obtain a forecast of
departmental forms
expense for use in
preparing expense
budgets & in
projecting overhead
costs

Forms Design
Techniques
Provide standardized media for the efficient
processing of business information
layout of the form
specifications for its construction
manufacture

Forms designers craft calls

for
a
combinatio
n of
practical &
aesthetic
qualities

an
understandi
ng of the
underlying
system

meticulousl
y thorough

realism

the quality of his performance will have a distinct & durable effect on the image of the company that emerges from its paper work

Importance:
the purpose of the
form which is to record
& convey information.

Easy to
sufficient space for each entry
entries should be in sequence of
data being transcribed

write

read

all variables should be questioned to see if

some of them are not really constants
frequent entries but arent always
applicable should be pre-printed with a
ballot box preceding them

process

captions should readily indicate

whats to be entered
as much information as possible
should be pre-printed on the
form to reduce time to prepare it

dispose of

Boxed design
Conserves both space & clerical effort
& is also easier to read
Simpler matter to line up many of the
boxes vertically so as to reduce the
number of tab stops to be set on the
typewriter

Spacing

Lines should be spaced

intervals for most handwritten
entries

spacing if prepared by hand or

sometimes a typewriter

Horizontal lines should be

omitted if prepared entirely by
a typewriter unless needed to aid
the eye in following successive
entries

spacing can be allowed for

typewritten entries

spacing for handwritten

entries

Lines

Use variations in the weight of

columnar rules to set information
apart
Use hairlines for several
breakdowns under 1 category
column, then put a heavy or double
rule before the next categorical
grouping (same can be used for
horizontal ruling)

Colors

Use colored inks & papers advisedly

Stick to 1 color of ink unless theres

a good reason for changing colors
BLACK

BROWN

RED GRAY

Colored papers are used principally

in multi-part forms to identify the
different departmental copies & to
facilitate distribution

Colored inks are substituted for

colored papers usually with a solid
triangular block of color at one
corner of each part of the form

Wording

Avoid abbreviations or incomplete

phrasing

Margins

Oper. No.
Operation Number

Form titles must be concise yet

indicative of the forms purpose
Company name should appear
prominently on all forms distributed
outside the company
Company name should be
subordinate to the form title or
omitted on internal forms

Binder margins vary

for ring binders

1 for post binders

top & bottom margins

side margins, if its a

snapout with stub on the left

Horizontal spacing is best computed

for columnar headings

Type faces

Gothic type faces on the VariTyper

are commonly used

Others can be used but if a machine

is purchased specifically for forms
preparation, the selection of an
appropriate type face is an
important matter to decide on
before the machine is ordered

Size

Limit the size to 8 x 11 if

possible

Anything larger results in:

Higher costs

Slower deliveries

More shelf wear

More costly handling

Bulkier filing equipment

Sizes smaller should be used

whenever adequate

When larger sizes are required, go

as far as 11 x 17 and no more
larger

Smaller size gives

enough space for
the information
previously printed
on the larger size
and costs 20% less

To lay out the form with proper

spacing
have a rough sketch or previous design of the form with all
normal entries written in
decide on the best sequence for entry
resketch the form roughly
enter the minimum width of each box / column Note
add these up remembering the margin and
see if they come within the allotted space
if additional space is available, increase the
width of the boxes / columns

Repeat this operation

for each horizontal
line then make
adjustments to line up
the various boxes or
columns vertically.

One device that should be shunned is

the vertical or diagonal caption.

All printing should

follow the conventional
horizontal
arrangement because
this is the way forms
writer & readers will

Exception
Filing indicia, which
may be printed at
right angles to the
rest of the printing if
the form is to be filed
on its side.

equipment

THE DESIGNER MUST

MAKE A
STUDY OF THE
EQUIPMENT
& THE
PROCESS SO
THAT HE
UNDERSTANDS FULLY
ALL CRITICAL
DIMENSIONS &

Note
Any details that are
left to chance will
probably come back to
haunt him later

Forms for high speed

data processing
equipment
Need special attention to both their
design & construction.
Its essential to make a carefully
simulated test of a new form on the
actual equipment in order to ascertain
that the form will be adequate for the
purpose intended.

Forms should be attractive.

One should not be satisfied with a purely functional
design.

Forms should be create a

favorable mental attitude.
The persons handling them will be more
likely to have a pleasant reaction to their
tasks.
Their work will be more accurate &
thorough & will probably complete it in

How?
The combined effect of

Layout

type fonts & sizes

Headings

Weight of horizontal &

vertical rules

Color & shadings

Employment of white
space