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the Technical Archive procedure for issue of documentation

DFS Department
TA procedure for Issue of documentation

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Each document which is or can be circulated outside DMD division has to be issued according to the following Technical Archive procedure. It is especially the case for documents which have or can have deeper and/or lasting impact on ESO operations, equipment and safety.

Submitting a new formal issue

A formal issue corresponds to a complete version to be configuration controlled. Draft or incomplete issues of documents are NOT handled by Technical Archive.

For the first formal issue:

Retrieve an electronic version of the standard ESO document template : MSWORD format, StarOffice format or FrameMaker format.
Identify the type of document according to the ESO Documentation Type definition list.
Identify the Product Structure Code according to the following PSC definition list applicable to DFS Department products. It is the responsibility of the author to identify the correct PSC.
Get the chronological four-digit number from Technical Archive (pday@eso.org phone 6462 or tecarch@eso.org), specifying: the document type, PSC, document title, author(s), issue and issue date.
An internal DFS document number has also to be defined and mentioned : see the corresponding procedure

The ESO document official number is then defined as following:
Proj-Type-ESO- PSC-chrono
(i.e. VLT-SPE-ESO-19100-1836 corresponds to the 1836th document archived for the VLT project. It's a specification document about Proposal/Program handling).

for any issue:

Include the following information on the cover page of the document:
- Project name (e.g. Very Large telescope)
- Document title
- 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, ...
- 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 paragraph 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
- ESO document number
- issue number
- issue date (YYYY-MM-DD format)
- current page number / total page number
A complete distribution list shall be included for internal distribution. Up-to-date list forms are available from Technical Archive or from the division secretary.
For distribution outside ESO, a completed 'Request for external distribution of documentation' form shall be attached. It means that the request has been authorized at Division Head level. This form is obtainable from DMD secretary, and must be sent to Technical Archive who will process the request.

Naming a document file

the file corresponding to the document itself must be named "ESO-document-number.ext", where "ESO-document-number" is the ESO document number (e.g. vlt-spe-eso-19100-1836) and "ext" the extension corresponding to the editor used (.doc or .dot for MSWord; .sdw or .sda for StarOffice; ...).

Approving the new release

Apply the "three signatures rule" :

the 'Prepared by' area must be signed by the author. The author may not approve or release the document.
The 'approved by' area must be signed by the supervisor of the author. The supervisor may elect to have the approval area signed by the next hierarchical level.
The 'Released by' area must be signed by the Work Package-responsible Division Head.

Distributing the new release

ALL issues of documents shall be passed in original to the Technical Archive together with distribution list(s), for registration and distribution where they will be retained by the Archive. The author will receive a copy of the document.

Documents shall only be distributed by the Technical Archive.

An electronic version of the document shall also be given to the Technical Archive.

DFS DepartmentTA procedure for Issue of documentation

Submitting a new formal issue

Naming a document file

Approving the new release

Distributing the new release

DFS Department
TA procedure for Issue of documentation