1420.1 A PDF

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It is NASA policy to: a. Establish and maintain an Agency forms management program to increase the usefulness of forms as tools to maximize business process efficiency and effectiveness in fulfilling the NASA vision, mission, strategic plan, and external mandates. Maintain an effective Agency-wide information technology system with the capability to design, program, fill, save, print, transmit, and route forms of varied complexity and implement effective business process management through workflow.

It is also applicable to contractors, to the extent specified or referenced in their contract, as it relates to a role that is identified in this directive and performed within the scope of a NASA contract. In this NPD, all mandatory actions i. National Aeronautics and Space Act of , 51 U. Paperwork Reduction Act of , 44 U. Government Paperwork Elimination Act, 44 U. Privacy Act of , 5 U. Rehabilitation Act of , Section , as amended, 44 U. Plain Writing Act of , H. NPD NPR Serve as the senior official, establishing the overall policies, funding, and strategic goals for the NASA forms management program.

Integrate planning for the Agency-wide electronic forms management system allocation activities to include budgeting, acquisition, and use of information technology.

Ensure organization forms are controlled through an established process to minimize duplication. Ensure the procurement request originator or project manager addresses the requirements of this NPD and other applicable statutory and regulatory requirements regarding forms management in contract specifications or statements of works when an organization plans to obtain services for the design and management of forms and also advise the contracting officer when forms designers will have access to Personally Identifiable Information PII.

Ensure information collected in a form is necessary and has practical utility. Support the Agency biennial review process for active forms and ensure timely response to actions. Obtain concurrence from the Center Forms Manager when establishing an organization form to identify and mitigate redundancy and to ensure a Center-level form isn't appropriate. Provide overall management and control of the Agency Forms Management Program.

Center Forms Managers shall: 1. Implement and oversee the forms management program at their respective Centers and develop and control forms through an established process. Serve as the approving authority for requests to create, revise, and cancel Center forms. Manage form master files in accordance with NPR Coordinate a biennial review of all active Center forms to ensure forms remain current and verifiable.

Maintain a central repository of cancelled forms within the NEFS. Develop ongoing Center-wide outreach initiatives to promote forms management awareness. Collaborate with responsible offices to incorporate plain language to the greatest extent possible in accordance with the OMB Final Guidance for the Plain Writing Act of Apply Agency printing and publishing standards to forms in accordance with NPD Printing Officers shall obtain concurrence from the Agency Forms Officer or the Center Forms Manager, as applicable, when requests are received to print forms.

Web site owners, webmasters, and curators shall: 1. Ensure NASA forms and Center forms appearing on NASA-managed Web sites are linked from the NEFS to ensure the most current form is accessible and the integrity of the form is maintained form name, number, edition date, and, as applicable, an obsolescence statement. End users shall: 1. Manage filled forms in accordance with NPD Conduct biennial reviews of active NASA and Center-level forms: revising, as necessary, and cancelling forms no longer needed.

When multiple approvals are required, all must be obtained in order to proceed. Approvals must be documented. Biennial reviews are scheduled for completion by the end of each even-numbered calendar year. Center Form: Form originated within a NASA Center, numbered with a prefix of the Center acronym, an edition date, and, as applicable, an obsolescence statement.

Approval for deployment is validated by the Center Forms Manager. Customer: The organization or individual that has requested a product or service to be delivered. The customer may be an end user of the product or an acquiring agent for the end user. Form definition for responsible offices and end users : A container for collecting data in a structured manner.

The container may be any media, from paper to electronic. Form Number: A unique number assigned to a form through a controlled, documented process. End User: The person who completes fills out the forms. Maintain: The act of planning the process, providing resources, assigning responsibilities, training people, managing configurations, identifying and involving stakeholders, and monitoring process effectiveness.

To be used by NASA employees and, as applicable, contractors. Required when a form is intended for use by more than one NASA installation. Obsolete Forms: Forms that are discontinued, superseded, or no longer used.

Office of Primary Responsibility: Organization owning the form and responsible for technical accuracy and business flow of a form. After OMB approval is obtained, the OMB control number and the expiration date must appear in the upper right corner of the form. The expiration date, therefore, applies only to the collection of information from the public. Organization Forms: Forms created for use within a particular organization, distinguishable by a unique form number, and are not used by any other organization, or posted and accessible by any other organization.

Scope of use is internal only. Personally Identifiable Information PII : Any information about an individual maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and information which can be used to distinguish or trace an individual's identity, such as their name, Social Security Number, date and place of birth, mother's maiden name, biometric records, etc.

Examples of such excluded data include contact information for family, relatives, and doctors. Records Retention Schedules: A legal document governing, on a continuing basis, the mandatory disposition of recurring records series of an organization or agency. Standard Forms are approved and numbered e.

Waiver: A documented agreement intentionally releasing a program or project from meeting a requirement. URL for Graphic None. This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed.

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