Transcript Timeline of a Standard’s Development
Timeline of a Balloted Standard’s Development
Jessica Rosiak, Emilie Whealen
Standards Editors
Joe Hugo
Staff Manager
Objectives
It All Starts With an Idea
New Work Items
What does registering a new work item do?
Provides a tracking number, i.e. – WK 9999 If a revision, prompts ASTM staff to email a Word version of the standard to the technical contact Alerts those on the Standards Tracking Service Initiates the ASTM balloting process
Register Work Item
Work Item Registration
Register Work Item
Registering the New Work Item
Register Work Item
Work Item Registration
Register Work Item
Work Item Registration
Register Work Item
Work Item Registration
Register Work Item
Work Item Registration
Register Work Item
Work Item Registration
Register Work Item
Work Item Registration
Register Work Item
Submit Your Draft in Word
We request Word for balloting purposes because it is the most common word processing program.
TCO takes your Word file and converts it to PDF for the ASTM website online balloting area.
Developmental editor works directly with you in Word to develop your draft.
Committee editor converts the Word file into SGML (Standard Generalized Markup Language) for composition and electronic publishing purposes.
Register Work Item
Form and Style Contents
Write/Revise Standard
Downloading Form and Style
Downloading Form and Style
About ASTM Templates
Available at www.astm.org
on Technical Committees page under the link “Key Documents and Forms” Templates for: Test Method, Specification, Guide/Practice, Classification, Terminology Detailed instructions are provided with template
Downloading Template
Downloading Template
Selecting your Template
Write/Revise Standard
Selecting your Template
Write/Revise Standard
ASTM Templates Features
Suggested and mandatory headings are provided; mandatory headings are in RED Macro prompts to insert Title and Footnote 1 Ability to insert: Tables Figures Equations Auto Numbering
Write/Revise Standard
Screen Snap of Template
Write/Revise Standard
Screen Snap of Template
Write/Revise Standard
Template Shortcut Bar
Template Demonstration
Developmental Editing
If you have questions while writing a draft standard, contact the developmental editor. Developmental editor can be reached by phone or e-mail.
Style Manual (Kathy Peters)/ 610-832-9650 Developmental editor can help you with: Questions about and editing per ASTM's Form and Upfront editing of new standards Assisting with artwork issues
Figures and Artwork
Good Quality Figure Black and white Solid lines Uniform and clear fonts .TIF, .JPG, Vector and AUTOCAD formats are acceptable
Figures and Artwork
Poor Quality Figure Color Cut off and handwritten text Different fonts Faxed images
Adjuncts
Adjuncts are pieces of information that are essential to a standard but are too large or of a different format than the printed standard. Color figures Blueprints Computer programs/Spreadsheets/Schemas CDs
Revisions
Registering Revisions
Register new work item Registering generates a request for MS WORD file of the latest version of the standard from ASTM International Complete instructions are provided with the file
Electronic Revision Preparation
Always keep a clean copy of standard Determine the sections that are going to be revised Determine how much context is needed for a revision to make sense to the voter Determine if entire document is to be balloted, or just sections
Electronic Revision Preparation
Always copy and paste sections to be revised into a NEW , blank MS Word document Then turn on the Track Changes function It is not necessary to use italics or bold letters to show changes because Track Changes will show what is revised
Write/Revise Standard Ballot Standard
Example of Ballot Item
Write/Revise Standard
Electronic Revision Demonstration
Sample Ballot Cover Letter
Date: Sept. 12, 2006 To: Members of C16 on Thermal Insulation Subject: Revision to C1511 (Work Item # 5119) on Determining the Water Retention (Repellency) Characteristics of Fibrous Glass Insulation (Aircraft Type) Rationale: Change terminology as defined in ASTM C168-03 from “glass fiber” to “fibrous glass”.
Summary: Please note all removals or deletions from the standard are shown as being struck through and all new items have been underlined. At this time I am requesting that this standard be included as a concurrent ballot for subcommittee and main.
Ballot Standard
Submitting Item for Ballot Online
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Submitting Item for Ballot
Ballot Standard
Balloting
ASTM has three levels of ballot Subcommittee Main Committee Society Ballots are open for 30 days online Once an item passes all levels of balloting, standard receives an approval date of either the 1 st or the 15 th of the month
Ballot Standard
While the Standard is Balloting
The Editor begins the editing process for new and revised standards, which includes: Typesetting/converting Word document to SGML Scanning/manipulating and placing artwork Ensuring the standard matches balloted draft Ensuring that tables and figures are cited and numbered correctly Verifying titles of ASTM standards in the Referenced Documents section and verifying that they are all cited in the text
Ballot Standard
While the Standard is Balloting
The Editor will also: Ensure that section and cross-references are correct (for example, See Table 1) Confirm that all mandatory sections are included and in the correct order Review supplier footnotes for compliance with Part F in the Form and Style for ASTM Standards manual
Ballot Standard
Typical Corrections
Grammar: Misspelled words Word choice (for example: assure, insure, ensure) Run-on sentences or sentence fragments Punctuation (for example: adding serial comma) Typographical errors
Ballot Standard
Other Typical Corrections
The editor will ensure that: Certain formats or spellings appear consistently throughout the standard Trademarked terms are replaced with generic terms (for example: “Pyrex” becomes “borosilicate glass”) Technical terms are spelled in accordance with ASTM Form and Style. A few of the most corrected terms are: metre and litre
Ballot Standard
Style Points
Style changes: This test method covers… Deleting the word section or paragraph before a section number unless it is referring to a whole section. • For example: See Section 9, or (See 9.1) “Test Method D 1234,” not “Standard D1234”
Ballot Standard
Word
Ballot Standard
SGML (Standard Generalized Markup Language)
Ballot Standard
SGML (Standard Generalized Markup Language)
Ballot Standard
Ballot Standard
Standard Receives Approval
A standard will receive official Society approval on the 1
st
or 15
th
of the month. Once a standard receives society approval, the editor is notified and prepares the standard for review by the technical contact (reviewer) listed on the ballot. If editorial changes were provided during the balloting process or as the result of negative vote resolution, the editor includes those changes in the standard sent for review.
Review Standard
Review Process
The editor e-mails a licensed PDF of the standard for review: A clean PDF will be sent for a new standard A redline PDF will be sent for a revised standard A link to the online ballot item will be provided in the email
Review Standard
Redline PDF
Similar to Track Changes in Word Each addition the editor makes is underlined Each deletion the editor makes is stricken out Redline PDF is one column If the standard is new or heavily revised, a clean PDF will be sent
Review Standard
Review Redline PDF
Review Standard
Sample Review E-mail
Review Standard
Reviewer’s Checklist
The reviewer should ensure that all balloted information appears correctly in the printed standard Address any questions the editor may have posed in the cover letter Typical questions include: • Citation of Referenced Documents in the text • Addition of Keywords The reviewer should respond to the editor by the stated deadline. This ensures the timeliest publication of the new standard or revision. Contact the editor immediately if an extension is needed.
Review Standard
Editorial vs. Technical Changes
Editorial changes do NOT change the meaning or intent of a standard and do NOT require balloting. Changes can be made during review process Technical changes CHANGE the meaning or intent of a standard and REQUIRE balloting.
Changes must be made on the next ballot
Review Standard
Types of Editorial Changes
Reordering sections in accordance with the Form and Style for ASTM Standards Summary of Changes without rationale Updating titles in Referenced Documents Updating footnote information Changing titles in sections, tables, or figures, when justified by text Errors in formatting Errors in typesetting
Review Standard
Types of Technical Changes
Adding, deleting, or changing: Any section except Keywords Requirements, values, and equations Mandatory language (“shall” or “in accordance with”) with optional language, (“may,” “can,” “could,” or “should”) Summary of changes with rationale
Review Standard
Final Publication
Editor sends final approved document to ASTM website team Within two weeks, standard is available online as a separate The printed of what was completed at the time the book published, but the ASTM website will always have the most updated version of the standard Book of Standards is a snapshot
Publish Standard
The New/Revised Standard
Where to Get the Standard
Publish Standard
Review of Publication Process