Renovating Your Forms: Step 4

Plan Your Form

Write a short statement to clearly define the objectives of the form. For example: This form allows citizens to apply for a building permit.

Keep these objectives close at hand to guide you as you renovate the form. As you proceed:

• Decide what information you really need to obtain through the form. Eliminate any unnecessary questions.
• Are you asking for private information, such as date of birth, income, or civic address? Do you really need that information? Why?
  Remember that privacy regulations require forms to state clearly why private information is being requested — why it is necessary, what it will be used for (more info: Nova Scotia’s Privacy Policy). You may also want to speak to your department’s Freedom of Information Protection of Privacy (FOIPOP) coordinator and refer to the government’s website privacy policy.

• Decide if you want to produce the form in a paper format (available on paper by request and electronically through the government website) or as an online form.
• If you choose to produce a paper form, consult these guidelines for advice on writing, designing, producing, managing, and evaluating the form. See Better Forms Standards and DIY Templates for specific information that will help you produce your form. See Before and After Forms Makeovers for some examples of how various departments have modified their forms.
• If you choose to produce an online form, the development costs will be higher. However, if your form is very high-volume, an online form may be your most efficient and cost-effective option. Follow these guidelines for writing, testing, managing and evaluating forms. Consult IT specialists in your department for technical advice. Remember that online forms must also be made available in a paper format to ensure they are accessible to everyone. For more information, see Electronic Forms.