DFS Department TA procedure for Issue of documentation
	HOME INDEX SEARCH HELP NEWS

Submitting a new 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

• 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

Approving the new release

• 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

Send comments to <khaggouc@eso.org> Last modified: Fri Feb 2 13:12:02 MET