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the Technical Archive procedure for issue of documentation
 [ ESO ]

DFS Department
TA procedure for Issue of documentation




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:
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:

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" :


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.




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