Forms Talk

The Quest for Standards – Forms Management

By: Ray Killam, CFSP, CFC
President

Several people responded to last month’s column on the definition of a form. It seems we are not too far apart. We all agreed that the media was irrelevant – form containers can be any media. We agreed a primary differentiator for forms was the presence of fields for variable data. There was less agreement when it comes to purpose. I encourage you to read the blog to see the specific definitions offered.

I still think it is important to separate the record from the form. Certainly, forms are used to create records, as are other document types. Certainly designers must consider the records function when creating the design. You will get no argument from me that there is a close relationship between document management, forms management and records management. However, I argue that the requisite skills required, and the tools used, by each function are quite different.

The same can be said for the skills and tools used by IT professionals. Of course, there is overlap. In certain specific actions, the skills are the same. Nonetheless, forms analysis, design and management is a very different function than is programming, database management, network management and related IT functions.

I think one of the challenges for forms professionals is to take a larger view of the forms profession than that frequently presented within the confines of a single organization. BFMA offers a unique opportunity to do this. If we were to view the world from within our own job description, or our own company, we would miss the larger reality. In point of fact, forms management is practiced quite differently in many organizations. For some, electronic forms are more prominent, for others, paper forms rule. For most, an eclectic blend of paper, print-on-demand, fill and print, and a small number of intelligent forms are the norm. For most, warehousing and distribution are very much a daily reality, as is forms procurement and production. And, for most, a high level of support from their IT department just hasn’t yet happened.

I recently wrote an article that will be published in the March edition of DOCUMENT magazine that discusses the differences, and similarities, between document, forms and records management, and where these functions should report. I really would appreciate your feedback and opinions. Let’s keep the debate going!

Blog Lurve

By: Justiss Boyer-Cowland
Marketing Council

So here’s the skinny, the news, the haps, the 411, all that jazz.

Last month I talked a little bit about the perception of the newsletter/blog and the Marketing Council's objective of creating an interactive tool to not only inform and share but to also collaborate and invite you to participate in the discussion.

“But wait, isn’t that what forms space is for?” SURE! Forms Space is absolutely for that, but the newsletter is our device to relay specific topics for discussion open to anyone who wants to participate. For example, Margaret Tassin’s post about the new I-9 affects every business that employs personnel, that form change mandated by the Federal Government affects our Industry.

So, how do you interact with the newsletter and the Blog? It is so simple, and I’m glad you asked.

First, when you receive the newsletter you’re given great lead-ins to the articles and then links to read on. Once you’ve selected the link and read the article posted on the Blog, you’re then given the opportunity to post a comment. Just type in your comment and contact info. The comment is sent directly to the author and placed within the post.

Save the blog site to your favorites and check back throughout the month to see what comments have come in from others. (New comments are easy to spot in the right column, under the pictures.) Follow the conversation and jump in when you are so moved. The more comments we have the more interesting the discussion will be. Here's the link to save: http://bfma.typepad.com/blog

We look forward to reading your comments!

Comments in action:  http://bfma.typepad.com/blog/2008/01/the-forms-manag.html - comments

Alphabet soup? No! It is CFSP!

By: Margaret Tassin, CFSP, CDC
Program Council, Director of Education

If you have been around BFMA very long, you have likely seen the initials "CFSP" following the names of some of our members. What is "CFSP"? These initials indicate a Certified Form Systems Professional, an accreditation sponsored by BFMA. This certification program is one of the jewels in the array of benefits BFMA offers to forms professionals.

In this era of specialization, proof of education and expertise is becoming more important to management. By achieving certification you provide documented evidence to a current or potential employer that you have been examined by an independent professional organization and found to have knowledge essential to fulfill the responsibilities of a form systems professional. In addition, you indicate to your peers that you have taken the time and effort - beyond job experience - to learn the body of knowledge, thus exhibiting a significant commitment to the form systems profession.

Because of the nature of the work done by forms professionals, the scope of CFSP knowledge is very broad. The CFSP examination of 250 multiple-choice questions covers four areas:

• Process/Workflow Analysis
• Design and Development
• Technology Principles
• Forms Management

It is recommended but not required that you have five years of experience in form systems or a related field before sitting for the examination. Experience plus sufficient study can help you achieve certification.

The CFSP examination is offered during a two-week period twice each year. In 2008, the testing periods are the first two weeks in May and the first two weeks in November. The exam is electronic, and it is given at a testing center near you. This four-hour exam tests your endurance as well as your knowledge!

There is plenty of additional information at http://www.bfma.org/cfsp/aboutcfsp.php.

Va-Va-Vegas

By: Lisa Lee, CEBS, FLMI
VP Administration

We go to Symposium, of course, for all the fabulous information and to network with our colleagues. The program this year looks to be better than ever, there will be product information, and it'll be a lot of fun. (For all the scoop, see the website. Really, if you're a forms person, the is THE place to be.) As a bonus, the trip can also be an opportunity to see a bit of another part of the country.

If you’re thinking about wrapping some vacation time around your trip to Las Vegas you might want to check out their visitor information site, which provides lots of information, including interactive maps and the option to send for brochures. There is so much to do there.

The Oregonian did a feature about Las Vegas Beyond the Strip in November. Some intriguing ideas:

• Indoor skydiving… Levitate on a thunderous wind stream powered by a giant fan in a vertical wind tunnel, a few blocks from The Strip.

• An ultimate dining find… you can have a world-class meal - and have your best chance of spotting a celebrity chef - at Lotus of Siam (953 E Sahara Ave). From the outside, this strip-mall restaurant looks like a total zero, but has stellar cooking and draws celebrity chefs. Hmm. Definitely sounds like it's worth at least one trip!

Looks like there are lots of good adventures/day trips out of Las Vegas, as well. For example, Hoover dam is 30 miles away. Tour the dam or kayak on the Colorado River about 14 miles downstream from the dam. Visit the Red Rock Canyon National Conservation Area, a world-renowned rock-climbing playing field.

The skywalk over the Grand Canyon is 160 miles away, so that is pretty much a day trip. But it did open in 2007, and attendance has been twice what was expected.

http://www.grandcanyonskywalk.com/mainmenu.html

http://www.destinationgrandcanyon.com/map.html

If you have favorite spots in the area that you’d recommend to first-time visitors, please add them by leaving a comment.

The bottom line is that whatever you choose to do, whether it is simply attending Symposium itself, or taking some extra time to see the area, you can have a wonderful time. Plan now to come and learn with others who are PASSIONATE about FORMS!

Wanted: Photos From Past Symposiums

By: Bill Hill, CFSP, CFC
VP Program Council

The first time I went to a golden anniversary celebration, I thought, boy, are those people OLD!

As time marches on, my perspective is now totally different.  Now, it's: Wow, look at what has been accomplished and how successful the people have been! Can you even imagine how many billions of dollars have been saved in industry and government through the teachings of this organization… and its MEMBERS?

Yes, members over the years have contributed to these savings and have enjoyed many accomplishments. Wouldn't it be great to see the veterans in their youth, when they were active, when they were just getting started?

Andy Browne has volunteered to put together a video show that will be shown at key times during the Las Vegas Symposium in May.   If you have old photos, Andy would like to have copies.   I know at a photo store, you can have photos converted to CDs at an extremely reasonable price (make an extra for yourself).

We are missing pictures from the following Symposiums:
Phoenix 1997
Ft Worth 1998
Minneapolis 2000
Denver 2003
Also, anything before 1982.

Time is getting short! Find those pix and send them to: andy@browneweb.com.

A Capital Event on March 3 and 4, 2008

By: Bill Hill, CFSP, CFC
VP Program Council

Yes, the BFMA traveling Forms Institutes are moving from the Capital of the USA to the Capital of Canada. We have long waited for an Institute in Ottawa. Great appreciation goes to Ginette Desormeaux for her assistance in organizing the event and to Dan Breffitt at Bell Enterprises who is providing the facility. 

The Program Council listened to the input of members regarding the classes they wish and have responded accordingly.  Of particular interest, the Canadian Forms Standards have had some changes and this will be covered Tuesday afternoon.

We understand the challenges of travel and time at the office. Travel will be minimal in the capital city and not that far from the population centers in Eastern Canada. Time is just 2 days away from the office, but in those 2 days you may pick up just one thing that could save $1,000 or more in your company/agency. 

We will have the cream of our instructors providing information through 8 classes. The classes include:

The Strategic Importance of Forms Management
Conducting a Systematic Review of Forms
Mitigating the Risk of Fraud
Management Reporting – What to Tell Your Management
How Good Business Processes Translate into Good Forms
Why People Make Mistakes on forms
Canadian General Forms Standards
Is it Obsolete? Are You Sure?

Of course, you now want to register. It’s easy! Click on the Canadian Forms Institute site to get details on the event, and the registration form is right there on the second page. What a great way to meet others in our industry and develop networking opportunities. Don’t forget your business cards!

NW Chapter Events Calendar - February/March

By: Alice Ladd
Membership Council, Director of Chapter Relations

NW Chapter Events Calendar - February/March

All of the following meetings are located in Bellevue, WA at 5:30pm.

Meeting Date February 13, 2008 March 13, 2008

Topic Building and Maintaining Really Useful Websites without Knowing HTML    Excel, InfoPath, and SharePoint Integration

Speaker Rick Cordray, Image Technologies       Matthew Lonergan, Microsoft

Tami Bevan, CFSP, CFC 
BFMA NW Washington Chapter President 
Document Administration, Premera Blue Cross
Tel: 425-918-6038   Email: tami.bevan@premera.com
BFMA International www.bfma.org

Paper Ballots Hit the Voting Trail

By: Margaret Tassin, CFSP, CDC
Program Council, Director of Education

Have we come a long way since the butterfly ballot debacle in 2000?  Maybe.  Two men are advocating using paper ballots and a web site in combination as a way to combat voter fraud.  The New York Times recently published an op-ed column on the idea.

http://www.nytimes.com/2008/01/07/opinion/07poundstone.html?_r=1&pagewanted=print&oref=slogin