RCSWA Forms

Occupation:

1. What types of administrative tasks do you handle regularly that could benefit from a form?

Staff scheduling
Event planning (e.g., meeting or conference details)
Equipment or resource booking (e.g., conference rooms, tools)
Staff training or certification tracking
Budget or expense approvals (e.g., for office supplies, team activities)
Health and safety checklists (e.g., risk assessments, safety protocols)
Feedback or surveys (e.g., after meetings, events, or projects)
Reporting issues (e.g., IT support, maintenance requests)
Other:

2. What are the biggest challenges you face with the current system of using PDF forms (filled manually and emailed/shared)?
(Select up to 3 options)

Forms get lost or are difficult to track (e.g., I'm not sure if the form was received or reviewed)
Hard to fill out correctly (e.g., limited space for comments or incorrect formatting)
Security concerns (e.g., sending sensitive information over email or shared drives)
Forms are often sent to the wrong person or are not routed properly
Time-consuming (e.g., having to manually fill out forms, send them, and wait for responses)
Difficulty keeping track of updates or changes made to the form
Lack of clarity on whether the form has been approved or rejected
Other:

3. What specific features would make a electronic form system more convenient for you compared to using PDFs?
(Select up to 2 options)

Auto-population of form fields (e.g., your name, department, etc.)
Tracking progress of the form (e.g., see when the form is approved or rejected)
Easily attach supporting documents (e.g., receipts, additional files)
Mobile-friendly forms (e.g., easy to fill out on a phone or tablet)
Clear notifications and reminders (e.g., know when a form has been reviewed or when action is needed)
Ability to manually specify the recipient (e.g., select who the form should go to)
Approval workflow (e.g., Accept, Reject, or Forward to another reviewer)
Other:

4. What is your biggest frustration with the security of using PDF forms, email, or network shares for form submission?
(Select up to 2 options)

Lack of encryption for sensitive data
Concerns about unauthorised access to shared documents
No clear audit trail for tracking who has viewed or approved the form
Difficulty in ensuring forms are sent to the right person or department
Forms can be accidentally altered or edited without tracking changes
Other:

5. How do you currently track the status of forms you submit?

I manually follow up via email or phone
I keep a personal record (e.g., notes, spreadsheets)
I don’t have a system to track form status
Other:

6. If you could create a new form for your team or department, what would it be for?

7. What is the most important factor when creating or using a new form in your work?

Simplicity – it should be quick and easy to complete
Flexibility – the form should work for different types of requests or tasks
Clear instructions – easy-to-understand guidelines for filling out the form
Customisability – ability to adjust the form to fit specific needs
Security – the form must be secure and protect sensitive data
Other:

8. Any additional ideas or suggestions for new forms or features that could help you in your work?