OFFICIAL Forms PROGRAM
(CT:PPP-42; 06-09-2025)
(Office of Origin: A/SKS/PPKM/OP)
18 fam 201.7-1 scope
(CT:PPP-42; 06-09-2025)
(State Only)
a. This chapter addresses the Department’s official forms governance structure and the policies concerning the creation, review, accessibility, management and approval of all official forms. These policies apply to all new, revised, and existing official forms (electronic or paper) owned by the Department. Forms covered under this policy include:
(1) Department of State (DS)— Permanent internal forms used by the Department
(2) Department of State Protected Form (DSP)— Older public-use forms only available through certain offices (this series is not being expanded);
(3) Foreign Service (FS)— A form used by Foreign Service personnel only;
(4) Optional Form (OF) – Department of State originated— A form developed by a Federal agency for use in two or more agencies and approved by GSA for non-mandatory government-wide use; and,
(5) Standard Form (SF) – Department of State originated— A form prescribed by a federal agency through regulation, and approved by GSA for mandatory government-wide use; these forms must be used; alternate versions are not permissible
b. Forms that are not covered by these policies include, but are not limited to:
(1) (GSA) General Services Administration;
(2) (JF) Joint forms developed and used by two or more U.S. Government agencies;
(3) (OF) Optional forms (not originated by the Department of State);
(4) (SF) Standard forms (not originated by the Department of State) and,
(5) Office forms (for use within a single office of the Department of State).
18 FAM 201.7-1(A) Definitions
(CT:PPP-42; 06-09-2025)
(State Only)
· Classified Form: a form that gathers SECRET level information. These are made available on ClassNet. See 5 FAM 870 for more information on ClassNet.
· Controlled Form: a form that gathers unclassified sensitive information that requires dissemination controls and access restrictions. It carries a watermark (paper) or an individual number (paper and/or electronic versions).
· External Form: a form stored on eforms.state.gov and other publicly accessible repositories managed by the Bureau of Consular Affairs.
· Form: A standardized instrument used to capture information from multiple people.
· Form Owner: subject matter expert on the content and use of the form, that typically manages the business process that it supports. See 18 FAM 201.7-2(E).
· Forms POC: the Bureau/Post liaison that streamlines communications between their organization and the Forms Program and manages all forms-related matters and data calls. See 18 FAM 201.7-2(D).
· Information Collection Form: a form that collects information from the public, or imposes a recordkeeping, reporting, or third-party information dissemination burden to the public. Information collection forms include those that fall under the Paperwork Reduction Act (PRA) of 1995. See 18 FAM 201.5 for more information.
· Internal Form: a form in myData that is only accessible by Department of State personnel.
· myData: the Department’s self-hosted service management system that houses all its internal web-based forms and applications.
· Official Form: a standardized document (assigned a DoS forms series number) used to collect and record specific information in support of DoS business processes and workflows.
· OMB Control Number: the eight (8) digit identification number OMB/Office of Information and Regulatory Affairs (OIRA) assigns to every Information Collection. This number must appear on all forms or be made available to the public for non-paper methods.
· OMB Expiration Date: OMB/OIRA usually approves collections for three (3) years. If OMB/OIRA approves a collection, the Notice of Approval will provide the new expiration date. This date must appear on all forms or be made clear to the public for non-paper methods. The collection must be submitted to OMB/OIRA for renewal prior to the expiration date.
· Paper Form: a form available in hardcopy format. Certain printed items without fill-in space, such as contract provisions, instruction sheets, notices, certificates, tags, labels, and posters, may be considered as forms when it is advantageous to manage and control them as recurring instruments in conjunction with the objectives of the Forms Program.
· Personally Identifiable Information (PII): See 5 FAM 463 Definitions.
· PowerApps Form: A form created through PowerApps, a suite of apps, services, and connectors, as well as a data platform, that provides a rapid development environment to build custom apps or forms for business needs.
· Public: includes federal contractors, retirees, veterans, military spouses and dependents, foreign nationals, and individuals or general members of the public.
· Public-Use Form: a form used by members of the public to submit information to the Department.
· Web-based Form: a form used to collect data from users with the intent of integrating, managing, processing, and transmitting it through the Department’s information processing system. Web-based forms come in two types: (1) forms that are a part of an automated business transaction; and (2) forms that display their image and store data elements on a static file (e.g.,.pdf).
18 FAM 201.7-1(B) Authorities
(CT:PPP-42; 06-09-2025)
(State Only)
a. Title 44 U.S.C., Chapters 21, 29, 31, and 33.
b. Rules contained in 41 CFR Part 102-194.
c. Paperwork Reduction Act (PRA) of 1995, as amended, 44 U.S.C. 3501 et seq.
d. Privacy Act of 1974 (5 U.S.C. Sec. 552a, as amended).
e. Government Paperwork Elimination Act (GPEA) of 1998 (Public Law 105-277, Title XVII, Sections 1701 et seq.).
f. Regulatory Flexibility Act of 1980 (RFA), 5 U.S.C. 601 et seq.
g. Small Business Regulatory Enforcement Fairness Act (SBREFA) of March 1996, Title II of Public Law 104-121, Sections 201 et seq.
h. E-Government Act of 2002, 107 Public Law 347.
i. Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d, as amended).
j. Plain Writing Act of 2010, Public Law 111-274.
k. 21st Century Integrated Digital Experience Act, Public Law 115-336.
18 FAM 201.7-2 ROLES AND RESPONSIBILITIES
(CT:PPP-42; 06-09-2025)
18 FAM 201.7-2(A) Office of Organizational Policy (A/SKS/PPKM/OP)
(CT:PPP-42; 06-09-2025)
(State Only)
a. The Office of Organizational Policy (A/SKS/PPKM/OP) manages the Department’s official Forms Program and administers Department forms policy. All official Department forms, used domestically or at post, must be reviewed and approved by A/SKS/PPKM/OP.
b. Office of Organizational Policy responsibilities for the Forms Program include:
(1) Approval: Approving forms for use and assigning form numbers. Determining the validity of the current approved version of any form.
(2) Compliance: Establishing standards and guidelines to ensure that forms comply with applicable statutes and regulations and are necessary to carry out agency responsibilities.
(3) Forms Creation Assistance: Providing design and technical assistance to Bureaus and Posts to assist them in creating forms that are user-friendly and in compliance with Federal law, Departmental policy, and design standards
(4) Guidance and Training: Providing guidance and training on forms requirements, approvals, management processes and procedures
(5) Inventory and Availability: Maintaining an official forms inventory and ensuring that internal forms are available on the intranet located at eforms.state.gov or myData, and ClassNet; Managing forms development (i.e., creation, update, and discontinuation)
(6) Review and Clearance: Coordinating the clearance and approval of new forms and revisions within the Department and with appropriate agencies;
(7) Annual Forms Review: Coordinating an annual mandatory forms review for need, effectiveness, and compliance with Federal mandates and reports its findings to the Executive Director of the respective Bureau/Post.
c. The Office of Organizational Policy liaises with the following stakeholders for the Forms Program:
(1) GSA on Department of State-originated Standard Forms (SF) and Optional Forms (OF);
(2) OMB to obtain approval for public-use forms and other information collections under the PRA;
(3) Bureau of Administration, Directorate of Planning, Resources and Innovation, Office of Technology and Innovation (A/PRI/TI) to assist with hosting internal forms on myData;
(4) The Office of Accessibility and Accommodation (OAA) to support compliance with Section 508 of the Rehabilitation Act of 1973;
(5) Privacy Office (A/SKS/PPKM/PRV) to support compliance with the Privacy Act of 1974; and,
(6) Other agencies on forms management best practices.
18 FAM 201.7-2(B) Bureau Executive Directors
(CT:PPP-42; 06-09-2025)
Bureau Executive Directors must ensure that:
(1) A Forms POC is designated to oversee forms matters for their Bureau
(2) All official forms, as defined in this chapter, that are used or created by the Bureau have been approved by the Office of Organizational Policy (A/SKS/PPKM/OP)
(3) Form owners are current
(4) Forms are hosted in the appropriate system.
18 FAM 201.7-2(C) Posts
(CT:PPP-42; 06-09-2025)
(State Only)
Principal officers at posts abroad are responsible for implementing the standards and procedures prescribed in this subchapter. Managerial review and controls will ensure that posts have the necessary supply of forms to conduct both internal and public business, and that posts are not using duplicative or unnecessary forms. Posts may stock, maintain, and distribute paper versions of official forms as required.
18 FAM 201.7-2(D) Forms POCs
(CT:PPP-42; 06-09-2025)
Forms POCs are selected by the Bureau Executive Directors. Their responsibilities include:
Serving as the POC for all forms matters on behalf of their respective Bureau/Post;
Streamlining all communications between their Bureau/Post and the Forms Program;
Ensuring that all forms change requests and updates are approved by Bureau leadership;
Providing forms updates via the Annual Forms Inventory;
Managing the periodic assessment of forms to ensure that they are updated.
18 FAM 201.7-2(E) Form Owners
(CT:PPP-42; 06-09-2025)
The Form Owner is the subject matter expert on the content and use of the form and manages the business process that it supports. Form Owner responsibilities include:
Managing the process which the form supports on behalf of their respective Bureau/Post,
Submitting requests to Forms POC and providing requirements for new forms,
Authorizing an edit or changes to forms, to include archiving the form,
Serving as subject matter expert of the content and use of the form,
Consulting with applicable Department Legal representatives for guidance regarding their respective form,
Ensuring their form meets the business process needs and complies with Federal mandates and Department policies,
Stocking, maintaining, and distributing paper versions of official forms as required,
Transferring ownership of their form(s) when departing and supports knowledge transfer to new form owner as applicable, and;
Designating an alternate form owner that has awareness of the business process the form supports and can carry out the responsibilities of the primary form owner in their absence.
18 FAM 201.7-2(F) Bureau FAM/FAH Volume Coordinators
(CT:PPP-42; 06-09-2025)
Bureau FAM/FAH Volume Coordinator responsibilities include:
Assisting the Bureau/Post on the form's references in the FAM/FAH;
Ensuring references to forms in the FAM/FAH are complete and links are accurate;
Updating forms references in the FAM/FAH as part of the forms creation, revision, elimination, and annual review processes; and,
Collaborating with the Office of Organizational Policy Forms Program on the implementation of forms related policies.
See 18 FAM 201.1-3(F) for overview of FAM/FAH Volume Coordinators roles and responsibilities.
18 FAM 201.7-3 FORMS MANAGEMENT
(CT:PPP-42; 06-09-2025)
18 FAM 201.7-3(A) Official Forms Program Standards
(CT:PPP-42; 06-09-2025)
(State Only)
All official forms must meet the following program standards:
(1) Approved by the Office of Organizational Policy in collaboration with the Office of Management and Budget (as applicable);
(2) Correctly cited in the Department’s Foreign Affairs Manual (FAM) and Foreign Affairs Handbook (FAH) [i.e., “Form DS-[0000], [Title].”;
(3) Meet the Department’s design standards. Additional guidance will be provided in the Forms FAH (currently under development);
(4) Include a Privacy Act Statement if the form requests Personally Identifiable Information (PII) (see 18 FAM 201.7-4(C));
(5) Include a PRA statement and display a valid OMB control number;
(6) Written in plain language and active voice;
(7) Provide specific instructions that relay the customers’ data to the relevant business process;
(8) Designed to allow both online completion and electronic submission, except for controlled forms; and,
(9) Available in electronic format to the maximum extent possible.
18 FAM 201.7-3(B) Review and Clearance for Small Business Forms
(CT:PPP-42; 06-09-2025)
(State Only)
Any Bureau/Post that develops, requires, or uses a form that involves the business community must consider the form’s potential effect(s) on small businesses. To that end, any form that involves or otherwise affects the business community must have the following additional reviews and clearances:
(1) The Office of Small and Disadvantaged Business Utilization (SDBU), Deputy Secretary of State for Management and Resources;
(2) Bureau of Economic and Business Affairs’ Office of Commercial and Business Affairs (EB/CBA).
18 FAM 201.7-4 FORMS COMPLIANCE
(CT:PPP-42; 06-09-2025)
18 FAM 201.7-4 (A) Public-Use Forms
(CT:PPP-42; 06-09-2025)
(State Only)
Form that are used to collect information from the public (i.e., are not internal) may have additional requirements.
(1) Form Owners must obtain OMB approval through Information Collections Program before using public-use forms (as defined in 18 FAM 201.7-1(C)) to comply with PRA. A/SKS/PPKM/OP manages the Department’s PRA compliance program, including obtaining OMB approval.
(2) OMB approvals are valid for only 3 years and must be renewed to continue using a public-use form or collect the information. See 18 FAM 201.5 for additional information.
(3) The OMB approval process, including renewals, can take over 12 months to complete; requesting Bureaus/Posts should plan accordingly. See 18 FAM 201.5 for regulations pertaining to obtaining OMB approval.
18 FAM 201.7-4(B) Privacy Act Statements on Department of State Forms and Privacy Act Clearance Requirements
(CT:PPP-42; 06-09-2025)
(State Only)
a. Please see 5 FAM 466.5 Privacy Act Statement (PAS) for Privacy Act Statement requirements for Department Forms.
b. All forms that collect personally identifiable information (PII) must be cleared by the Privacy Office (A/SKS/PPKM/PRV) before the Office of Organizational Policy (A/SKS/PPKM/OP) can approve them. The Privacy Office will ensure that a Privacy Act Statement containing the items outlined above accompanies the form and that it solicits only information that is both relevant and necessary to accomplish a State Department function (See 5 FAM 464.4). Forms should be submitted to the Privacy Office for review and approval at privacyhelp@state.gov.
18 FAM 201.7-4(C) Section 508 Requirements
(CT:PPP-42; 06-09-2025)
(State Only)
All Department electronic forms must comply with the requirements of Section 508 of the Rehabilitation Act. All forms must be accessible and usable by persons with disabilities.
18 FAM 201.7-5 DISCONTINUING FORMS
(CT:PPP-42; 06-09-2025)
(State Only)
Bureaus and Posts must discontinue those forms that are no longer needed. A form should be discontinued if the data it captures is no longer necessary or is already collected by another system or form. When a review indicates that a form should be discontinued, notify the A/SKS/PPKM/OP Forms Program at eform@state.gov.
Bureaus/Posts should notify the Forms Program at eforms@state.gov before introducing a new or replacement form (prior to printing) and when disposing of obsolete forms.