Forms.OK.Gov Process Documentation (Revised)

              Forms.OK.gov
Process Documentation
Created: 6/4/2012 | Original Author: Douglas Doe | Target Audience: Internal
Version: 1.1 | Revision Date: 2/21/2013 | Reviser: Douglas Doe
Official Documentation for the Office of Management and Enterprise Services
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Office of Management and Enterprise Services
Forms.OK.gov – Process Documentation
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Table of Contents
1.0 Purpose ................................................................................................................................................. 3
2.0 Scope..................................................................................................................................................... 3
3.0 Definitions ............................................................................................................................................. 3
Form ......................................................................................................................................................... 3
4.0 Actions .................................................................................................................................................. 3
A. Agency Publications Coordinators ........................................................................................................ 3
B. Department of Libraries........................................................................................................................ 4
C. Chief Information Officer ....................................................................................................................... 4
5.0 Responsibilities .................................................................................................................................... 4
6.0 Policy Base ........................................................................................................................................... 4
7.0 Revision History ................................................................................................................................... 4
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1.0 Purpose
HB1086 (2011) (62 O.S. § 34.11.4) establishes the Oklahoma State Government Forms One-Stop Initiative, which requires the Chief Information Officer to develop and maintain an online web presence at Forms.OK.gov that allows public access to all forms used by state agencies, boards, commissions, and public trusts having the State of Oklahoma as a beneficiary. The electronic forms are required to be provided in an indexed format, which enables to the document to be searched by specific term.
The CIO is also required to promulgate procedures by which each state agency, board, commission and public trust having the State of Oklahoma as a beneficiary shall submit a searchable electronic version of each form to the Forms.OK.gov website.
The purpose of this procedure is to provide a structured process for agencies to submit forms for inclusion on the Forms.OK.gov website. It is designed to:
 Ensure that an agency is aware of what constitutes a “form”
 Ensure that an agency receives the proper online location to submit forms and what information is expected to be submitted along with the electronic version of the publication
 Ensure that an agency knows how to locate the online repository
2.0 Scope
This procedure applies to all State of Oklahoma agencies, boards, commissions and public trusts having the State of Oklahoma as a beneficiary.
3.0 Definitions
Form
This term refers to all forms used by state agencies, boards, commissions, and public trusts having the State of Oklahoma as a beneficiary, whether used for internal business or to collect information from the public. Required forms may be submitted as Microsoft Excel or Word files or PDF format files.
4.0 Actions
A. Agency Publications Coordinators
Submit all forms used by state agencies, boards, commissions, and public trusts having the State of Oklahoma as a beneficiary
Ensure that electronic forms are provided in an indexed format which enables the document to be searched by specific term
Go to http://forms.odl.ok.gov and register for an account
Upload forms using the uploader. A help guide is available online at http://forms.odl.ok.gov/FormsOkGov-UploaderGuide.pdf Page 4 of 4
Office of Management and Enterprise Services
Forms.OK.gov – Process Documentation
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B. Department of Libraries
Process forms filed through Forms.Ok.Gov uploader. Carry out batch loading of received forms into ContentDM Project Client by tab-delimited file procedure. Troubleshoot any problems with batch loading
Review forms submitted by agencies and verify that an item is not a duplicate already included in Forms.OK.gov
Revise and complete metadata fields for forms, approve inclusion of new forms into collection
Act as liaison and project manager to the contracting firm retained to maintain the uploader web application for both Forms.OK.gov
Act as liaison to OMES for the Forms.OK.gov projects
Maintain contact with OCLC (ContentDM vendor) concerning software, software updates, and software bugs.
C. Chief Information Officer
Develop and maintain the online presence at Forms.OK.gov
Promulgate procedures by which each state agency, board, commission, and public trust having the State of Oklahoma as a beneficiary shall submit a searchable electronic version of each publication to the Forms.OK.gov website
5.0 Responsibilities
The Chief Information Officer, or a designee, is responsible for maintaining this process. Specific responsibilities are included in Section 4.
6.0 Policy Base
 Transparency, Accountability and Innovation in Oklahoma State Government 2.0 Act of 2011
 Oklahoma Statutes, Section 34.11.3 of Title 62
7.0 Revision History
 Version 1.1 – Created Feb. 21, 2013. Changed references to Office of State Finance and OSF to Office of Management and Enterprise Services and OMES.
 Version 1.0 – Created June 4, 2012