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DOCUMENTATION & TYPES OF DOCUMENTATION


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.

  1. Forms of technical documentation
  2. Standardization of forms: Discipline specific | Technical documentation formats for source data
  3. Document management system | Specification (technical standard, Technical communication | Technical editing | Technical file.

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, taria-activedescendant=""cal 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.

Technical documentation isn’t just about capturing information. It’s about presenting it in a way that’s easy to read, usable, and actually helpful for your audience. Technical documentation is usually either written by a subject matter expert (i.e. someone who knows what they’re talking about), or a technical writer who’s been trained to translate complicated product knowledge into content that’s more easily understood by the end users.

Working with the proper iS (Environment Managient Systi) documents: The company should have a procedure that describes how such documents are controlled. Implientation of this procedure should ensure that iS documents —» Can be located —» Are periodically reviewed to make sure they are still valid —» Are current and available where needed —» Are rioved 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 systi 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 systis 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 thi on the network.
  3. Prepare a master index that shows all of your iS documents and the history of their revision. Include this master index in your iS 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 Statient | Dock Receipt | Electronic Export Information (EEI) | Export License

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

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

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

EDMS: Enterprise Document Managient Systi —» An Electronic Document Managient Systi (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 systi consists of software and hardware that facilitates the managient of regulated clinical trial content. Example of a Trial Master Files and the retention requirients for essential documents held by investigators, sponsor/contract reseach.

WCM: Web Content Managient —» A WCM facilitates collaborative authoring for websites. ECM software often includes a WCM publishing functionality, but ECM webpages typically riain behind the organization's firewall. A web content managient systi (WCMS) is a software content managient systi (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.


TECHNICAL TERMS OF DOCUMENTATION


Advanced Planner and Optimizer (APO) is a set of software applications from the German-based software company SAP for supply chain management. According to SAP literature, Advanced Planner and Optimizer is designed to help a company improve production planning, pricing, scheduling, and product shipping. The APO Relevant Field controls if a product location combination will be planned in APO. The most common distinction is between critical products planned entirely in APO versus non-critical products being planned throughly (usually with MRP) in the ERP system. A product can have the finished good planning peformed in APO, but then the sub-components palnned, either with MRP or with an exploded BOB.

Applying Parts to Manufacturing License Agreients: 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 agreients (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 Agreit.

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.

Contract Amemndment. An amendment is a mutually agreed change, whether an addition or deletion or both, to the original contract. It includes the terms, clauses, sections, and definitions to be changed in the original contract that both parties are agreeing to amend the contract on such-and-such date and such-and-such time. It also references the title and date of the original contract. All parties must sign amendments.

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 Systi describes the process for using the Request Tracking Systi for obtaiining approvals for document changes and submitting change requests to Document Control. RTS is a systi 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 Control Index or the Master Document List: It's a process of how to document products or documents with file naming and folder structure with searchable text/OCR and metaldata. Subject indexing is the act of describing or classifying a document by index terms or other symbols in order to indicate what the document is about, to summarize its content or to increase its findability. The process of indexing begins with any analysis of the subject of the document.

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 Managient Standard: This standard outlines the status coding structure for engineering documentation. This standard applies to all Company business units. Reference Document (Read Global Quality Managient Systi). 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 Object Definition Components: The object definition includes three primary components that together define the structure of the data in the master index application. Most configuration files in the master index application rely on the objects and fields defined in the Object Definition. For example, the fields you specify for the match string, queries, standardization, and the survivor calculator must all be defined in the Object Definition. © Oracle Corporation

Master Index Object Definition Objects: In a master index application, information is stored in objects. Each object in the data structure represents a different type of information. For example, if you are indexing businesses, you might have one object type to store general information about the business (such as the business name and type), one to store address information, and one to store contact information. When indexing personal information, you might have one object type to store general information about the person (such as their name, date of birth, and gender), one to store address information, and one to store telephone information. The object structure can have several objects, but only one primary object (called the parent object). This object is the parent to all other objects defined in the Object Definition. The object structure can have multiple child objects or no child objects at all. © Oracle Corporation

Master Index Object Definition Fields: Each object in the object structure contains fields that store the data elements of the object. You can specify properties for each field in the object structure, such as a length, name, data type, formatting rules, and so on. The fields you define in the object structure also determine the structure of the database tables. You can also specify certain properties for each field that determine how the database columns are defined, including the length, name, and required data type. © Oracle Corporation

Master Index Object Definition Relationships: In the Object Definition, you must specify the parent and child objects. The object structure must contain one parent object. All remaining objects defined in the structure must be specified as child objects to that parent object. © Oracle Corporation

Master List of Document: The Master Document List is a place where business processes, documents, standards, qualities, procedures, locations documents can be stored.

Material Rquirements Planning (MRP): MRP is a computer-based inventory management system designed to improve productivity for businesses. MRPs give you control over your manufacturing processes and include powerful tools for production scheduling, managing bills of materials and inventory, machine capacity scheduling, demand forecasting, and quality assurance. There are three MRP types used by many companies, there are, in fact, four different types of facilities in the supply network.

The three major MRP Types uses by many companies:

The four different types of facilities in the supply network: There are two types of XO locations often described as a "Type 1" and a "Type 2" XO.

Notice of Extension: means a written notice in the form attached hereto as Exhibit A delivered to or by the Executive that advises that the Agreement will be extended as provided in such Paragraph. Generally speaking, all terms and conditions stated in the original contract will remain the same for the new dates of the agreement extension.

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 Managient 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 Systi (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 iail and verfy that the information is correct and consistent on the drawing. See Proc Dwg Using PLM.

SOW: Statient of Work is a document routinely iployed in the field of project managient. It is the narrative description of a project's work requirient. It defines project-specific activities, deliverables and timelines for a vendor providing services to the client.

RFI: Request for Information is a solicitation document used to obtain general information about products, services, or suppliers. It is an information request, not binding on either the supplier or the purchaser, and is often used prior to specific requisitions for itis. An RFI is primarily used to gather information to help make a decision on what steps to take next.

RFP: Request for Proposal is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

RFQ: Request for Quote is a business process in which a company requests a quote from a supplier for the purchase of specific products or services. RfQ generally means the same thing as Call for bids (CfB) and Invitation for bid (IfB). An RfQ typically involves more than the price per iti. Also known as an invitation for bid (IFB), is a process in which a company solicits select suppliers and contractors to submit price quotes and bids for the chance to fulfill certain tasks or projects.


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