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DFS Department internal procedure for issue of documentation

DFS Department
Internal procedure for Issue of documentation

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Each DFS Department official document has to be issued according to the following internal procedure. Documents to be distributed outside DMD division must also be issued according to the Technical Archive procedure.

Submitting a new official issue

An official issue corresponds to a complete version of a document to be configuration controlled, i.e. to be stored in a centralized and safe place, where any one can be sure to retrieve it even after several years. Draft or incomplete issues of documents are NOT handled by this DFS internal procedure.

For the first official issue:

Retrieve an electronic version of the official ESO document template : MSWORD format, StarOffice format or FrameMaker format. Several documents are also available as complete templates defined internally for DFS Department documentation (e.g. template for Test Plan, for Test Report, ...). These templates are fully applicable to DFS Department documents. They describe not only the preliminary pages, but also give precise rules and recommendations for filling in each specific paragraph.
Define the internal document number as: dfs-volxx-yyy-zzzz
- xx is the volume number: 00 is for general DFS documents, 01 for Proposal/Program Handling, 02 for Observation Handling, 03 for DFS miscellaneous, 04 for Science Archive, 05 for Data Pipeline, 06 for Quality Control, 07 for external interfaces
- yyy is the document type
- zzzz is a 4-digits chronological number given on request by the DMD division secretary
If the document is meant for internal DMD purposes only, the official ESO document number (e.g. VLT-xxx-ESO-yyyyy-zzzzz) is NOT to be defined here.

for any following issue:

Include the following information on the cover page of the document:
- Project name (e.g. Very Large telescope),
- Document title,
- If the document is distributed outside DMD division, ESO document number (i.e. VLT-SPE-ESO-19100-1836).
- The internal document number (i.e. dfs-vol01-spe-237)
- Issue number (e.g. 1). The issue shall begin at Issue 1, and then go to 2, 3, ... No distinction is done between an official or a working/draft release.
- Issue date (YYYY-MM-DD format)
Fill in the following fields:
- Record of Changes: this field should contain a precise list of points which are modified, removed or added in the current release. If available, Action Remedy Problem Reports numbers or action items numbers (extracted from DFS To-Do lists) are to be given here.
- table of contents: should always be consistent with the content itself.
- scope: specific paragraphe describing the main goal and topics covered by the document.
- list of abbreviations/acronyms
- List of Applicable and Referenced Documents
Fill in the page header information. On every page of the document with the exception of the front page, the following must be specified and appear:
- document title
- if the document is distributed outside DMD division, the ESO document number; otherwise, the internal number.
- issue
- issue date (YYYY-MM-DD format)
- current page number / total page number
A complete distribution list shall be included for internal distribution.

Naming a document file (electronic version)

If the document is only for DMD internal purpose, the file corresponding to the document it-self must be named "internal-number-Vi.ext", where "internal-number" is the document internal number (e.g. dfs-vol01-spe-237), Vi the issue number (e.g. V12) and "ext" the extension corresponding to the editor used (.doc or .dot for MSWord; .sdw or .sda for StarOffice; ...).

If the document is distributed outside DMD division, the file corresponding to the document it-self must be named "ESO-document-number-Vi.ext", where "ESO-document-number" is the ESO document number (e.g. vlt-spe-eso-19100-1836), Vi the issue number (e.g. V07) and "ext" the extension corresponding to the editor used (.doc or .dot for MSWord; .sdw or .sda for StarOffice; ...).

Approving an internal DFS Department document

Internal DFS Department documents need NOT be approved.

Distributing the new release

ALL official issues of DFS Department documents shall be passed in paper original version to the DMD secretary for registration and distribution. The author will receive a copy of the document. The original version will be stored into a specific folder corresponding to the volume number xx, and then classified by document type yyy and by chronological order zzzz (see definitions above).

Official documents issues shall only be distributed by the DMD division secretary.

Draft or incomplete issues of documents are NOT handled by the DMD division secretary.

As soon as the original paper version is given to the DMD secretary, the author must sent the corresponding electronic version of the document to the DFS Department QA manager, who will then publish it on the web. Naming conventions for document files must strictly be applied to enable the document issue to be directly accessible from the DFS Department Home Page.

in parallel, the DMD division secretary is responsible for updating the DFS Department document repository. This repository is described via EXCEL (TBC) and regularly published on the DFS Department Home Page.

Retrieving previous documents releases

First, have a look at the current DFS Department document repository content. Most of official issues are accessible on-line and can be downloaded.