So You Want To Be A Forms Analyst Quiz

Quiz Answer Key and Fun Facts

1. One of the first things that a forms analyst learns is that a forms-industry standard grid is generally used to design forms that will be filled out by hand. What is this grid, reflecting the number of horizontal and vertical spaces per inch, typically known as?

Answer: 10-6 Grid

To create a form that will be filled out by hand, the rule of thumb is to allow 2 horizontal spaces (1 horizontal space equal to 1/10") and 2 vertical spaces (1 vertical space equal 1/6") per handwritten character. For a five-digit ZIP Code field, for example, a total horizontal space of 1" and a total vertical space of 1/3" should be allowed.

2. Although forms can be designed using paper and pencil, it is common for today's forms analyst to use computer software to design and create forms. Which of the following software packages may be used to create forms?

Answer: All of these may be used to design forms.

The software used to design and create a form depends on how the form will be used. The forms analyst must understand how the form is used before selecting the software to use to design it. Microsoft Word, for example, is a good platform for designing forms that can be filled in using a computer and that information saved before the form is sent somewhere else by email.

3. Part of forms design is knowing how to specify the ink colors that will print on a form. A PMS chart would be a tremendous help in picking out those colors. But what does PMS stand for?

Answer: Pantone Matching System

Ink colors can be used to draw attention to specific information on a form. They may also be used to allow the form to be efficiently captured with digital imaging equipment after they are completed. The PMS chart gives printers specific instruction as to the type and shade of color to be used. For example, PMS 355 is a shade of green.

4. Envelopes are among the most commonly used business forms. And one of the most common envelope types in use is the #10 envelope. What are the dimensions of a #10 envelope?

Answer: 4-1/8" (104.78 mm) tall and 9-1/2" (241.30 mm) wide

All of the sizes listed here reflect standard sized envelopes. A #9 envelope, typically used for reply mail pieces, is 3-7/8" x 8-7/8". A #10 envelope is 4-1/8" x 9-1/2". A #10+ envelope is 4-1/4" x 9-1/2". And a #11 envelope is 4-1/2" x 10-3/8". As a rule of thumb, an envelope with a lower number can be stuffed into an envelope with a higher number.

For example, a #9 envelope will fit into a #10 envelope.

5. Pre-collated carbon-less form sets allow for business users to apply information to multiple copies in a single writing, without the use of carbon paper. The forms analyst needs to know that such sets have a standard color scheme. From front to back, what would the colors of a standard three-part carbon-less set be?

Answer: White, Yellow and Pink

In a carbon-less form set, the surface of the papers is treated with tiny capsules that break when pressure is applied. This allows the writing to be transferred from the top sheet to the other sheets. The industry-standard color scheme of white, yellow and pink allows the forms analyst to specify a cost-effective solution to his customer.

6. Check stock can be used by businesses for a variety of reasons, including paying their employees and paying their bills. The forms analyst has at his disposal a number of security features that help mitigate the possibility of fraud when working with checks. Which of the following is NOT a security feature available for check stock?

Answer: All of these security features are available.

In this situation, the forms analyst will work with a forms supplier to specify the security features necessary on the check stock. The features used depend on several factors, including the cost of the features and the customer's operational requirements.

A check featuring a void pantograph is not easily photocopied--the word "Void" shows up on the photocopied version of the check.

A micro-line looks like a regular line (or rule) to the naked eye. But under magnification, it is possible to see that the line is composed of printed words.

Thermo-chromatic ink is heat-sensitive. The ink changes colors depending on the temperature. Touching the ink changes its color, as it responded to human body heat.

7. Forms like legal disclosures for products and services may involve setting a lot of text. Which of the following fonts should the forms analyst use for text-heavy forms?

Answer: Times New Roman

Serif fonts, like Times New Roman, have horizontal and vertical brush strokes, or serifs, on the free ends of the letters. Sans-serif fonts like Helvetica do not. The serifs form a natural guide to the eyes as they move across the page, making letters in that font easier to read.

8. A forms analyst designing a postcard must know the minimum and maximum allowable dimensions for such an item, if it is to be accepted within the US Postal Service mail stream. What is the maximum thickness allowed for a postcard to qualify for mailing at the postcard postage rate?

Answer: 0.016 inches (0.406 mm)

Businesses may use postcards for a number of reasons, including enticing potential customers to try a product or to encourage existing customers to give feedback on service. Exceeding the maximum allowable height (4-1/4", or 107.95 mm), length (6", or 152.4 mm) or thickness (0.016 inches, or 0.406 mm) on a postcard means that the US Postal Service will treat it as a letter-sized mail piece, and appropriate postage is required.

9. Many businesses use scanners to create digital images of forms like account applications and customer-service requests. Which of the following features would a forms analyst NOT use on a form like an account application that would ultimately be imaged?

Answer: PLANET Barcode

Depending on the scanning equipment used, a form may feature one specific feature or a combination of features to allow for efficiency in processing by the group that handles the imaging. Drop out ink and alignment marks may be used by imaging groups that utilize Optical Character Recognition (or OCR) software to create machine-editable text. Papers in pastel shades are also generally acceptable in the imaging environment, as they would draw attention as necessary without compromising the quality of the image. And barcodes can be used to help route imaged documents to the appropriate parties for processing.

In this case, PLANET Barcode, which is used on mail going through the US Postal Service mail stream, would not be a barcode option that the forms analyst would specify.

10. The forms analyst may use Adobe Acrobat to convert forms created in a proprietary software package to a PDF file, for use by multiple people in an organization. What do the letters PDF stand for?

Answer: Portable Document Format

Adobe Acrobat Reader allows users to print forms created in PDF format from their computers and fill them in by hand. If the forms analyst adds fields to that form using a full-blown version of Adobe Acrobat, which includes more functionality than Acrobat Reader, then Reader users can type in data on the form before printing it out.

The forms analyst with access to Acrobat and its associated print drivers can create PDF files from myriad software packages, including Microsoft Word and Microsoft Excel, as well as from software that other business units may not have access to or license to use.

Source: Author cag1970

This quiz was reviewed by FunTrivia editor DakotaNorth before going online.
Any errors found in FunTrivia content are routinely corrected through our feedback system.

The forms analyst is responsible for making sure that the forms people use every day are designed for efficiency and cost-effectiveness. Here are ten questions about what the forms analyst has to know to do the job.

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