Logging of forms is an important component in the DSS data collection processes. This involves both logging-in and logging-out of forms and HRBs. After forms are received and checked by Field Supervisors, they are logged-in to the Filing Office. Logging Out of Blank Forms, ID Cards, Problem Forms, etc is done on request, when there is problem with Return Forms/HRBs etc. The filing office keeps records of both Log-ins and Log-outs of Forms and HRBs.  This is particularly important for logging-in and -out copies of VA forms when VA coding is done off-site.

Some sites may be able to do form logging electronically when forms are bar coded.  See the Sample DSS Household Registration Form for an example of a bar coded form.

At the supervisory level, all completed forms pass through the field headquarters for checking and onward submission to the computer center for data entry. Like the field workers, supervisors are required to log in all completed forms (VA forms, Migration reconciliation forms, query forms, etc.) onto the event logging form and a filing clerk has to sign on the logging form acknowledging receipt of the forms. With this logging system in place, it is possible, for instance, to determine at what point a missing form was mislaid to allow tracing.

A sample form logging form is provided here.