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D O C U M E N T A T I O N   – T Y P E S   O F   D O C U M E N T A T I O N

Documentation is a set of documents provided on paper, or online, or on digital or analog media. Examples are user guides, white papers, on-line help, quick-reference guides. Documentation is distributed via websites, software products, and other on-line applications. The procedures of documentation vary from one sector, or one type, to another. In general, these may involve document drafting, formatting, submitting, reviewing, approving, distributing, reposting and tracking, etc., and are convened (hợp lại; thu xếp) by associated SOPs (Standard Operating Procedure) in a regulatory (quy định; chỉnh lý, chỉnh đốn) industry. It could also involve creating content from scratch. Documentation should be easy to read and understand. If it's too long and too wordy, it may be misunderstood or ignored. Clear, Short, Familiar words should be used to a maximum of 15 words to a sentence. Only gender ((ngôn ngữ học) giống)) hyper (cực kỳ hiệu nghiệm) neutral (trung lập) word should be used and cultural (văn hoá) biases (nghĩa bóng) should be avoided. Procedures should be numbered when they are to be performed.

In engineering, technical documentation refers to any type of documentation that describes handling, functionality and architecture of a technical product or a product under development or use.

The intended recipient for product technical documentation is both the (proficient) end user as well as the administrator / service or maintenance technician. In contrast to a mere "automotive" manual, technical documentation aims at providing enough information for a user to understand inner and outer dependencies of the product at hand. The technical writer task is to translate the usually highly formalized or abbreviated technical documentation produced during the development phase into more readable, "user-friendly" prose.

Working with the proper EMS (Environment Management System) documents: The company should have a procedure that describes how such documents are controlled. Implementation of this procedure should ensure that EMS documents —» Can be located —» Are periodically reviewed to make sure they are still valid —» Are current and available where needed —» Are removed if they are obsolete.

Responsibility and Authority: The company document control procedure should address responsibility and authority for —» Preparing documents —» Making change to documents —» Keeping documents up-to-date

The development of a company’s document control procedure: Here are some things to think about to expedite the development of your company’s document control procedure.

  1. Don’t make your document control procedure more complicated than it needs to be. While larger companies often have complex processes for document control, smaller companies can use simpler processes.
  2. Make the job easier by limiting distribution. Determine how many hard copies you really need and where digital/electronic files should be maintained for ease of access. Consider using a paperless system if the people that need access to documents are connected to a local area network or have access to the company’s internal Web site. Such systems can facilitate control and revision of documents considerably. There also are a number of commercial software packages that can simplify the document control effort. To avoid edits to documents by unauthorized personnel, you can convert documents to a read-only format (such as PDF) before putting them on the network.
  3. Prepare a master index that shows all of your EMS documents and the history of their revision. Include this master index in your EMS manual. Also, if multiple paper copies of documents are available at the facility, prepare a distribution list, showing who has each copy and where the copies are located.
  4. Highlight the changes (by underlining, boldface, etc.) as your procedures or other documents are revised. This will make it easier for readers to find the changes.

Documents Used in Logistics: These are commonly used export documents that may be required depending on the rules of the U.S. government or importing country. Bill of Lading | Certificate of Origin | Commercial Invoice | Consular Documents | Destination Control Statement | Dock Receipt | Electronic Export Information (EEI) | Export License

CLMS: Case List Management System —» Corporate Legal Management System—» Legal matter management or matter management refers to activities involved in managing all aspects of the corporate legal practice ("matters"). Matter management is distinguished from case management, in that case management is generally considered to refer to law firm related activities ("cases").

CMS: Content Management System —» A content management system (CMS) is a software (WordPress | Drupal | Joomla | ExpressionEngine...) application or set of related programs that are used to create and manage digital content. Content Management System(s) are typically used for enterprise content management (ECM) and web content management (WCM).

ECM: Enterprise Content Management —» An ECM facilitates collaboration in the workplace by integrating document management, digital asset management and records retention functionalities, and providing end users with role-based access to the organization's digital assets. Enterprise content management extends the concept of content management by adding a time line for each content item and possibly enforcing processes for the creation, approval and distribution of them.

EDMS: Enterprise Document Management System —» An Electronic Document Management System (EDMS) is a collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets of the organization.

OCR:Out of Cycle Review —» See 2015 Out-of-Cycle Review of Notorious Market. Information about 2017 Special 301 report and other intellectual property rights-related processes and issues is available at (USTR) Office of the United States Trade Representative – Executive Office of the President.

OCR: Ownership and Control Reporting —» See Q & A – Final Rule on Ownership and Control Reports from Commodity Futures Trading Commision – Office of Public Affairs. Laws & Regulation, Forms & Submissions, News, Events & Podcast, and Summary of OCR Final Rule from U.S. Commodity Futures Trading Commision.

TMF: Trial Master file —» The Trial Master File is a collection of the essential documents for a sponsor to record how they have fulfilled their obligations for a clinical trial. A trial master file in electronic (digital content) format system consists of software and hardware that facilitates the management of regulated clinical trial content. Example of a Trial Master Files and the retention requirements for essential documents held by investigators, sponsor/contract reseach.

WCM: Web Content Management —» A WCM facilitates collaborative authoring for websites. ECM software often includes a WCM publishing functionality, but ECM webpages typically remain behind the organization's firewall. A web content management system (WCMS) is a software content management system (CMS) specifically for web content. It provides website authoring, collaboration, and administration tools that help users with little knowledge of web programming languages or markup languages create and manage website content.

T E C H N I C A L   T E R M S – D O C U M E N T A T I O N

Applying Parts to Manufacturing License Agreements: This document describes the procedure used by Company Park Document Control when requests are received to add parts to ITAR Exception lists for manufacturing license agreements (MA). This document applies to ITAR-restricted parts for Company products in Aerospace that are manufactured in Saigon, Vietnam (MA XXXX-00) or Ha Noi, Vietnam (MA XXXX-11). This document does not apply to the Commerical business unit. See Apply Pts to Mfg Lic Agreemt.

Auditing Documentation: This document applies to A-Dept and C-Dept that are manufactured in XYZ City, CA and WZY City, Ca. See Audit Doc In-Proc & Shelf Life.

Controlled Documents: A Controlled Document is a document which is listed in one of the Indexes of Controlled Documents maintained by Document Control. Controlled documents are in electronic format. A Controlled Copy is a copy of a Controlled Document which resides in the company file servers. All other copies of controlled documents are uncontrolled copies. See Control Doc Chg Policy.

Creating a Document for Obsolescence: This document describes the method used by Document Control when requests are received for obsolescing or superseding documents. Create Obsolete or Superseded Document/Drawing by another Drawing/Document. See Create Doc for obs.

Document Change Request with RTS: Submitting a Document Change Request with the Request Tracking System describes the process for using the Request Tracking System for obtaiining approvals for document changes and submitting change requests to Document Control. RTS is a system used accross Company to manage and track various types of request.. RTS is used for obtaining approvals for ITAR-Restricted Drawings. See Submit Doc Chg Req with RTS.

Document Owner Review Process: This document describes the method for reviewing and comparing work instructions, forms, and controlled data against current practices. See Doc Owner Rev Proc.

Engineering Information Management Standard: This standard outlines the status coding structure for engineering documentation. This standard applies to all Company business units. Reference Document (Read Global Quality Management System). The Responsible Design Owner (RDO) is responsible for accurately maintaining the status off the associated engineering documentation that it manages. See Eng Info Mgmt Std.

Maintaining External Agency Documents: This document describes the procedure used by Document Control to obtain and maintain External Agency documentation. This procedure applies to External Agency documentation required by groups involved with products in A-Dept and D-Dept. This document does not apply to Customer Specifications. This document does not apply to External Agency documentation used by B-Dept and C-Dept business units. See Mgmt Extl Agcy Doc.

Master Index / Document Control Index / Master List of Document:

Processing a Document Change Request (DCR): This procedure applies to controlled document types other than drawings (Production Drawings, Customer Drawings, Customer-Restricted Drawings) for company brand products in A-Dept, B-Dept and C-Dept business units. This document does not apply to the C-Dept business unit. Drawings are processed through PLM Central (Product Lifecycle Management Sofware). Refer to the work instructions Drawing Request Process (XXX-YY-ZZZ) and Processing a Drawing Using PLM Central (XXX-YY-WWW). Document change requests are received through the Request Tracking System (WWW-ZZ-YYY). See Pro-Doc-Chg-Req.

Processing a Drawing Using PLM Central: This document describes the method used by Document Control when requests are received for releasing drawings. Receive a new task assignment notice via an automatically-generated email and verfy that the information is correct and consistent on the drawing. See Proc Dwg Using PLM.


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