Transcript Slide 1

MODULE A - ADMINISTRATIVE
SUBMODULES
A1. Tools and Resources
A2. Codes and Standards Products
A3. Membership Maintenance
A4. Honors and Awards
A5. Publishing Codes and Standards
REVISIONS
DATE SLIDE
5/2/08
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38 & Notes
38 Notes
39 & Notes
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40 Notes
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ASME C&S Training Module A5
CHANGE
“First Proofs” changed to “Galleys”.
Second to the last bulleted item added.
“Galleys/” added to title.
First paragraph, “first proofs” changed to “galleys”
Slide and Notes revised.
First and third listed items - “proofs” changed to “galleys”.
Subheading revised.
First listed item - “proofs” changed to “galleys”.
Notes revised.
Slide and Notes revised.
New Slide and Notes; remainder of slides renumbered.
Second to the last bulleted item added.
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A5. Publishing Codes and Standards
OBJECTIVES
This submodule will provide guidelines for:
– proper document preparation to avoid untimely
delays in publishing documents
– noting and/or alleviating and reducing the
number of discrepancies
– helping to produce consistent and uniform
Codes and Standards
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AGENDA
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Preparation of Proposed Revisions
Sample Revisions
Preparation and Delivery of Electronic Files
Distribution and Review Of Galleys and
Manuscripts
Distribution and Review Of Proofs
Publishing Guides and Tools
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I. PREPARATION OF PROPOSED REVISIONS
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GENERAL GUIDELINES
• Best resources
– Follow the “Guide to Presenting Proposed Revisions
(for Volunteers).”
– See also “Guide to Presenting Proposed Revisions
(for Staff Secretaries).”
– The Guides include a checklist.
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GENERAL GUIDELINES
• Marking up materials
– Use the most recent version of the code or standard.
– Mark revisions directly on the pages.
– All photocopies and materials must be legible.
– For long entries, include an insert.
– Indicate placement of the insert on the relevant page.
– Do not write too close to margin.
– Provide all materials for text, tables, art, etc.
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GENERAL GUIDELINES
• Revised editions vs. addenda
– Revised editions
• Make single-sided copy of all pages from latest
publication.
– Addenda
• Make single-sided copy of affected pages only.
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CHECKLIST FOR C&S REVISIONS
(Volunteers)
• Text
– Complete
– Legible
– Single-sided, manuscript
– Equations clear and legible
– All revisions indicated
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CHECKLIST FOR C&S REVISIONS
(Volunteers)
• Figures
– Complete
– Numbering correct; corresponds to text
– All callouts clear and legible
– All revisions indicated
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CHECKLIST FOR C&S REVISIONS
(Volunteers)
• Tables
– Complete
– Numbering correct
– Numbering corresponds to text
– All revisions indicated
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CHECKLIST FOR C&S REVISIONS
(Staff Secretaries)
• Cover material
– Complete designator
– Complete title
– Revision line
– Other publication information, if applicable
– Department of Defense (DoD) notice, if needed
– All revisions indicated
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CHECKLIST FOR C&S REVISIONS
(Staff Secretaries)
• Front matter (as applicable)
– Copyright page
– Foreword
– Preface
– Introduction
– Summary of changes
– Committee roster
– Committee correspondence page
– All revisions indicated
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CHECKLIST FOR C&S REVISIONS
(Staff Secretaries)
• Text, tables, figures (same as Volunteer checklist)
• Back matter
– Appendices identified as mandatory or nonmandatory
– Cases contain Foreword, Contents, Text
– Interpretations
– Index
– All revisions indicated
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II. SAMPLE REVISIONS
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BASIC REQUIREMENT FOR REVISIONS
• Revisions must show
– What is existing text, table or art
– What is the proposed revision
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EXAMPLE 1 – INCORRECT REVISION: Paste-over
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EXAMPLE 2 – ACCEPTABLE REVISION
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EXAMPLE 3 – POORLY MARKED REVISION
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EXAMPLE 4 – IMPROVED MARK-UP
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EXAMPLE 5 – BEST PRESENTATION
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EXAMPLE 6 – ILLEGIBLE TYPE (rejected)
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EXAMPLE 7 – USING WORD
REVISION TRACKING
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POP QUIZ #1
You wish to propose two new paragraphs
as changes to a code. What is the best way
to mark them on a copy of the original
code?
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•
Write the new wording in the margin.
Type the new paragraphs on a separate piece of
paper and paste them over the old wording.
Type the new paragraphs on a separate page and
indicate “insert” on the original.
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III. PREPARATION AND DELIVERY
OF ELECTRONIC FILES
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PREPARATION OF ELECTRONIC FILES
• Publishing Environment
– No commonly used word processing publishing
software exists that meets the needs of a publishing
environment which produces complex product(s)
– ASME Publishing uses a high-end publishing system
– High-end system enables Publishing team to have
greater amount of control.
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PREPARATION OF ELECTRONIC FILES
• Goals of ASME Publishing
– To ensure production runs in the most efficient and
cost-effective manner, working from electronic files
whenever possible (avoiding re-keying)
– To supply our volunteers with Guides in an effort to
ensure smooth transition of manuscript files to
published product
References:
– “C&S Guide to Preparation of Electronic Manuscripts”
– “C&S Guide to Delivery of Digital Files”
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PREPARATION OF ELECTRONIC FILES
• Hard copy must accompany files
– Printed on one side
– Must match electronic files
NOTE: Where discrepancies exist between hard copy
and the electronic file, hard copy is definitive.
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PREPARATION OF ELECTRONIC FILES: Text
• New Code/Standard – Text/Tables
– Acceptable Software for Initial Manuscript submittal
• ASME Publishing is flexible; can accept
documents created from variety of software
platforms
• MS Word is preferred software for manuscript
submittal
– MS Word Template available
• PDF format (without annotation) also acceptable
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PREPARATION OF ELECTRONIC FILES: Text
• New Code/Standard – Text/Tables {Cont.}
– Acceptable Software for Initial Manuscript submittal
• MS Word or Excel can be used for tables
• Submit file in native application (I.e., do not submit
a ’. txt’ file
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PREPARATION OF ELECTRONIC FILES: Text
• New Code/Standard - Formatting
– One File for each chapter or major subdivision
– Minimal formatting
• Single column
• Wide margins
• Hard returns to be used only at end of paragraph
or heading
• NO automatic bullets or numbering are to be used
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PREPARATION OF ELECTRONIC FILES: Text
• New Code/Standard – Formatting {Cont.}
– Special Characters
• Superscript & subscript: use software
• Greek characters: use symbol font (plus highlight
hard copy)
– Equations: highlight on hard copy
– Tables (in-text and designated)
• preferable method – use functionality of the
(Word) software to create table
• alternative method – place (only) one tab between
each column within table
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PREPARATION OF ELECTRONIC FILES: Text
• Revised Code/Standard
– Revised text must originate from latest print product
• MS Word file using ‘Revision’ tool
• PDF file using Adobe Acrobat ‘Annotation’ tool
– Note: It will be at the discretion of ASME Publishing
to determine how the revisions will be integrated into
Master electronic documents.
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PREPARATION OF ELECTRONIC FILES: Art
• Acceptable file types
– Line art: ‘.EPS’ format (e.g. Adobe Illustrator)
– Half-tone images: ‘.TIF’ format (240 DPI, 2% highlight,
85% shadow)
• Unacceptable file types (will be recreated)
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PCX (Paintbrush)
JPEG (.JPG)
PICT (Quickdraw)
BMP
WMF
CGM
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PREPARATION OF ELECTRONIC FILES: Art
• File preparation for artwork
– Do not embed graphics in text file
– Create separate stand-alone file per graphic
– Filenames should correspond to numbering of art in
body of text
– Filenames should be named with full extension (i.e.
‘.tif’, ‘.eps’)
– Submit in native application
– Provide hard copy documentation re: software
application used (and version)
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DELIVERY OF ELECTRONIC MATERIALS
• Virus scanning
– Scan all files for viruses prior to transmission
• Label all disks/media clearly
– Ex: “Win98, Word2000 Disk 2 of 5, WinZip”
• Compression software supported:
– PK-Zip (WinZip)
– StuffIt!
– Z (Unix compress)
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DELIVERY OF ELECTRONIC MATERIALS
• Method(s) of Transfer
– File Transfer Protocol (ftp)
– Email (2-megabyte limit per email)
– 3½-inch high-density disks
– Iomega Zip disks (100 mb)
– CD-ROM
• NOTE: Files must be accompanied by hard copy except
in the case of ftp or e-mail transfers, in which case the
hard copy will have to be sent separately.
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IV. DISTRIBUTION AND REVIEW OF GALLEYS/FIRST
PROOFS AND MANUSCRIPTS
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STAFF SECRETARY REVIEW
• Manuscript and galley review:
– Staff Secretary reviews galleys and editorial
corrections/queries. This is the appropriate time for suggesting
additional editorial, technical, or substantive changes that have
been approved through the consensus process; if any.
– Boiler and Piping Code manuscripts: Staff Secretary also
checks approved proposals and errata
• First proofs review:
– Staff Secretary reviews first proofs.
References:
– “Guide for Engineering Staff Distribution and Review of Galleys and
Manuscripts”
– “Guide on Volunteer Review of Manuscripts and Galleys”
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DISTRIBUTION TO COMMITTEE MEMBERS
• Committee member review:
– Committee member can request review of
manuscripts and galleys
– Direct request to Committee Chair
– Staff Secretary reviews galleys concurrent with
Committee Review, if applicable.
– Limit to one or two Committee members or small
editorial group
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TIMETABLE FOR RETURN OF GALLEYS
• Timing issues:
– Important to keep to timetable for return of galleys
– Timetable established by ASME staff
– One or two weeks (max. three)
– If committee member cannot meet deadline, another
committee member may be assigned
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PURPOSE OF COMMITTEE MEMBER REVIEW
• Transmittal letter should include the following:
“The purpose of this committee member review is to
ensure that ASME has properly produced the items
approved by the committee and to ensure that the
technical details have been accurately included in the
galleys. The galley review stage is the last point in the
production process where additional technical changes
that have been approved through the committee’s
consensus process, if any, can be introduced in the
code or standard.”
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STAFF SECRETARY REVIEW
• First proofs review:
– Staff Secretary reviews first proofs to ensure that changes
requested in the galleys have been incorporated accurately into
the proofs. No additional editorial or technical changes should
be made to the proofs at this stage. Any changes of this type
should be referred back to the committee for future
consideration.
– Boiler and Piping Code manuscripts: Staff Secretary also
checks approved proposals and errata
References:
– “Guide for Engineering Staff Distribution and Review of Galleys and
Manuscripts”
– “Guide on Volunteer Review of Manuscripts and Galleys”
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OTHER GUIDELINES
• Staff Secretary provides cover letter indicating
– Electronic files used
– Tables or figures used
• Committee members focus on
– Approved revisions that were voted on
– Not style or further proposed revisions
• Follow-up by Staff Secretary to keep timeline
• Coordination with the assigned editor
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V. PUBLISHING GUIDES AND TOOLS
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PUBLISHING GUIDES AND TOOLS
• Published by ASME
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Guide to Presenting Proposed Revisions (for Volunteers)
Guide to Presenting Proposed Revisions (for Staff Secretaries)
ASME C&S Writing Guide
C&S Guide to Preparation of Electronic Manuscripts
C&S Guide to Delivery of Digital Files
Guide for Engineering Staff Distribution and Review of Galleys
and Manuscripts
– Guide for Volunteer Review of Manuscripts and Galleys
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ASME C&S WRITING GUIDE 2000
• Very useful tool
– Style
• Sequencing
• Punctuation
• Abbreviations
– Format
• Title page
• Foreword
• Main text, art
– Special Policies
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SUMMARY
•
•
•
•
•
•
Preparation of Proposed Revisions
Sample Revisions
Preparation and Delivery of Electronic Files
Distribution and Review Of Galleys and
Manuscripts
Distribution and Review of Proofs
Publishing Guides and Tools
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REFERENCES
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–
–
–
–
–
ASME C&S Writing Guide
Guide to Presenting Proposed Revisions (for Volunteers)
Guide to Presenting Proposed Revisions (for Staff Secretaries)
C&S Guide to Preparation of Electronic Manuscripts
C&S Guide to Delivery of Digital Files
Guide for Engineering Staff Distribution and Review of Galleys
and Manuscripts
– Guide for Volunteer Review of Manuscripts and Galleys
• http://cstools.asme.org/csconnect/CommitteePages.cfm?
Committee=A01000000&Action=7609
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