I. Forms Management Control System

A. A Forms Management Control System Committee (Data Collection Review Committee, "DCRC") shall be established and implemented under the direction of the Superintendent to facilitate compliance with the rulemaking procedures of Sections 1008.385 and 1001.41, Florida Statutes, and to provide efficient, timely, accurate, and valid information and data gathering. Pursuant to Section 1008.385, Florida Statutes, the DCRC shall be comprised of administrative and instructional staff with a majority of the DCRC consisting of instructional staff. The district School Board shall appoint administrative committee members and instructional members shall be appointed by the collective bargaining agent.

B. The DCRC, working in conjunction with Records Management, shall periodically recommend any revised procedures for eliminating, reducing, or consolidating paperwork and data collection requirements.

C. An annual report describing activities and findings shall be submitted to the School Board by the DCRC.

II. Forms

A. An official "form" is defined as any data collection activity which originates from any office within the school system which is to be completed by other divisions, other departments, staff, students, parents, or the community.

B. Regardless of published format, all documents or forms meeting the definition of a form are subject to review and approval by the DCRC. All forms shall be in compliance with applicable Florida Law.

C. Any new or revised form shall be submitted to the DCRC for review. In the event a form is updated for any reason, no previous versions of the form shall be used and any such previous versions of the form shall be disposed of pursuant to state retention schedules.

D. Each approved form shall be assigned a unique identification number and include a date of issue or revision. A reference to the specific statutory authority, law, and/or Board policy governing the initiation of the form shall accompany each form request. All records shall be maintained by Records Management. Any form meeting the criteria of an approved official form without a unique identification number or issue date shall not be used.

E.The official forms index for all approved forms will be maintained in the district forms repository on the district's SharePoint intranet site. Any form not maintained in the repository shall not be used.