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Technical Communications Document Control Procedures - Sample Guide

Updated on February 15, 2015

Document Control is a set of standard procedures for numbering documents using a Master Files List. These documents include those created outside of Technical Communications (Tech Comm) as well as those that Tech Comm generates. Document Control also includes management and control of external hardcopy versions of documents (e.g., vendor books).

This section discusses the following topics:

  • Master Files List
  • Naming Conventions
  • Document Control Procedures

Master Files List

A Master Files List is a spreadsheet file that contains a list of files, associated part numbers, along with descriptive information for each file. A Master Files List is used to obtain a Document Number (Part Number) for new files, or used as a catalog for employees to look up and access available files.

The Tech Comm Supervisor (TCS) is responsible for maintaining the Master Files List, it includes:

  • A Master File List for written documents.
  • A Master File List for graphics documents.
  • A Master File Library List for hardcopies of vendors’ and external documents.

Sample Master Files List

Project
Title
Dept
File
File Type
Description
Location
Author
Writer
Date Added
Tracker
Tracker Requirements
SPPT
TRAv501_req_010114_1_JSjd
Doc
Document discusses Tracker requirements.
Server/TRA
Jane Smith
John Doe
1/13/2014
ABC
ABC Architecture
SE
ABC_arch_010114_1_JSjd
Doc
Document discusses ABC Architecture.
Server/ABC
John Smith
Jane Doe
1/4/2014
ABC
ABC Rollout
SE
ABC_ro_010114_1_JSjd
Doc
Document discusses ABC Rollout Process.
Server/ABC
John Smith
Jane Doe
3/22/2014
ABC
XYZ Error Codes
SE
XYZ_error_010114_4_JSjd
Doc
Document discusses XOD Error Codes.
Server/ABC
Jane Smith
Jane Doe
3/29/2014
ABC
GUI User Guide
SE
CGI_ug_010114_1_JSjd
Doc
Document discusses CGI Users Guide.
Server/ABC
John Smith
Jane Doe
2/14/2014
Repository
Document Repository
DEV
DOCREP_062714_1_JSjd
Spreadsheet
Sample repository layout.
Server/REP
NA
John Doe
7/2/2014
Tracker
Tracker Web Entry Procedures
SPPT
TRAv501_wep_010114_2_JSjd
Doc
Document discusses procedures required for using Tracker on the web.
Server/TRA
John Smith
John Doe
2/13/2014
ERS
ERS Requirements
DEV
ERS_req_010114_1_JSjd
Doc
Document discusses requirements for ERS.
Server/ERS
Jane Smith
John Doe
6/2/2014
ABC
ABC Health Checklist
SE
ABC_hlthck_010114_1_JSjd
Doc
Document discusses health checklist for ABC system.
Server/ABC
John Smith
John Doe
5/10/2014
NA
MJB Manufacturing Logo
NA
MJB_logo_142014_040114_G
Graphic
Standard MJB Manufacturing logo.
Server/MJB
NA
NA
4/1/2014
ABC
ABC Session Setup Flow
SE
ABC_setup_010114_041014_G
Graphic
Document displays session setup for ABC.
Server/ABC
John Smith
John Doe
4/10/2014
Tracker
Tracker Ticket Overview
SPPT
TRA_tixovr_010114_6_JSjd
Doc
Document discusses ticket format used in Tracker.
Server/TRA
Jane Smith
Jane Doe
3/30/2014
ABC
ABC Advanced Training Guide
SE
ABC_trnguid_010114_1_JSjd
Doc
Document is used as an advanced training guide for ABC.
Server/ABC
John Smith
John Doe
3/10/2014
ABC
MJB Manufacturing Logo Change Instructions
SO
MJB_lci_010114_1_JSjd
Doc
Document lists steps required for changing MJB Manufacturing logo.
Server/ABC
Jack Smith
John Doe
5/6/2014
N/A
Business Guide
SPPT
SPPT_bg_010114_1_JSjd
Doc
Document discusses procedures required for support teams.
Server/SPPT
John Smith
Jane Doe
4/6/2014
Tracker
Tracker Requirements
SPPT
TRA_req_010114_2_JSjd
Doc
Document discusses Tracker requirements.
Server/TRA
Jane Smith
John Doe
6/3/2014
ABC
MediaHawk 4000
SE
ABC_medhwk4k_021514_022114_G
Graphic
MediaHawk 4000 server.
Server/ABC
NA
John Doe
2/20/2014
NA
DEV Contact List
DEV
DEV_cntct_060114_2_JSjd
Spreadsheet
DEV contact list.
Server/DEV
NA
Jane Doe
6/1/2014
DHCT
DCHT Reconciliation
SO
DHCT_recon_061914_1_JSjd
Doc
Document discusses DCHT reconciliation.
Server/DHCT
John Smith
John Doe
6/27/2014

Master Text Files List

All written files should be listed in the Master Files List (Admin_071714_MFL). Each person producing a document lists it in a table in this file along with a detailed description.

Master Graphic Files List

All graphic files should be listed in the Master Files Graphic List (Admin_071814_MGL). Each person producing or including a graphic file in a document lists it in a table in this file along with a detailed description of the graphic.

NOTE: Screen captures do not require a part number. However, all screen captures are to be kept in a graphic vault folder labeled with a part number obtained from the TCS.

Master Files Library List

All written files should be listed in the Master Files List (Admin_072114_MLL). Copies of vendor documents or other pertinent hardcopies should be cataloged and placed in the Technical Communications (TC) Library.

Processes

The process for using the Master Files List to obtain new Document Numbers is outlined below.

  • When a file is submitted to Tech Comm, or Tech Comm generates a file, the TCS is notified.
  • The TCS opens the Master Files List, enters information for the specified new file and obtains a file or part number for the new file.
  • The TCS gives the requester the new part number and associated descriptive information.

The process for accessing the Master Files List to locate specific documents or files is outlined below.

  • Requester accesses the appropriate Master Files List.
  • Requester locates the appropriate file.
  • Requester downloads a copy of the file to their workstation.

Naming Conventions

Document Naming Conventions pertain to both text and graphic files.

  • Every file that Tech Comm creates and/or uses is numbered using Document Naming Conventions.
  • Files stored in the Document Repository are numbered using Document Naming Conventions.

Numbering Scheme

Number files in accordance with the numbering system discussed in this post. Graphic and text files use a different numbering system.

Text Files

Text file samples are shown below:

TRAv501_req_022314_1_FD_AItw

TRAv501 = Project Abbreviation (i.e., Admin for administrative files, TRA for Tracker, etc.) with Version of subject (when applicable).

req = Subject Abbreviation (req for Requirements, ug for user’s guide, etc.).

022314 = Date of version release. Format is mmddyy.

1 = Version of document.

DS = Draft status.

AI = Author’s initials.

tw = Writer’s initials.

Code
Description
req
Requirements
ug
User's Guide
ref
Reference
ro
Roll Out
recon
Reconciliation
arch
Architecture
funcspec
Functional Specifications
testscript
Test Script
newslttr
Newsletter
mtngnotes
Meeting Notes
grnp
Green Papers
whtp
White Papers

Graphic Files

The numbering for graphic file samples are shown below:

MJB_logo_032014_040114_G_CI

MJB = Project Abbreviation (i.e., Admin for administrative files, MJB for MJB Manufacturing, etc.).

logo = Subject Abbreviation (i.e. logo for logo, medhwk4k for MediaHawk 4000, etc.).

032014 = Creation date of graphic file. Format is mmddyy.

040114 = Release date of the document to hold graphic file. Format is mmddyy.

G = Type of file.

CI = Creator’s Initials.

Code
Description
G
Graphic
V
Visio
A
Adobe
GV
Graphic Vault

NOTE: Store all graphic files in the appropriate folder. Save graphic files as a .VSD (Visio) and as a .PNG file, for example. The font for these numbers should be set to 4 –6 pt.

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