Transcript Timeline of a Standard’s Development

Process of a
Standard’s
Development
2010 Officers’ Conference
Welcome!
Jessica Rosiak
Joe Ermigiotti
Emilie Olcese
Standards Editors
Tom O’Toole
Staff Manager
Objectives
Register a work item review development
tools
 Write a new or revise an existing standard
 Ballot a standard
 Review an edited standard
 Publish a standard
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It All Starts With an Idea
Register a Work Item
New Standard Activity
Determine if new standard is needed
 Identify and gather key stakeholders
 Identify Subcommittee
 Register a Work Item
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Why Register a Work Item?
Provides a tracking number, “WK5432”
 Alerts those on the Standards Tracking
Service
 Can be searched on the ASTM website
 Initiates the ASTM balloting process
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Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Work Item Registration
Revisions Only
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Register new work item to generate a request for
MS WORD file of the latest version of the
standard from ASTM International
E-mail sent to technical contact with a link to the
current standard in MS WORD
Complete instructions are provided with the file
E-mail Confirmation
This is an automated alert from ASTM International.
--------------------------------------------------------------------To the submitter of Work Item WK20670
Confirmation - A New Work Item has been submitted for review.
The Work Item information recorded in the database appears below. Please review the information for accuracy.
When referring to the Work Item please use the identifier: WK20670
If you need to edit the item, go to: http://myastm.astm.org
Subcommittee Chairman: Adelbert Vance - email: [email protected]
Technical Contact: Paula Watkins - email: [email protected]
Staff Manager: David Bradley - email: [email protected]
The following information was recorded.
====================================================================
Work Item Type: Revision
Revised Standard: D1250-07 - Standard Guide for Use of the Petroleum Measurement Tables
Sponsoring Subcommittee: D02.02.0A
Target Ballot Date: 7/2008
Target Completion Date: 3 - 6 Months 10/15/2008 to 1/15/2009
Rationale: This revision has been necessitated by the updating of the petroleum measurement tables.
Development Tools
Standard Development
Tools:
 Virtual
Meetings
 Collaboration Area
 Writing Tools
 Draft Templates
 Developmental Editing
Virtual Meetings
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Online document viewing and editing during the
meeting
Arranged through your Staff Manager or through
the MyASTM Section of the website
Saves time and expenses on meeting face-toface
ASTM uses WebEx Meetings, an excellent
vehicle for these meetings
Collaboration Area
Writing Tools
Submit your draft in WORD
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ASTM requests 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.
Form and Style for
ASTM Standards
Form and Style Manual

On www.astm.org under:
 Technical
Committees
 Key Documents and Forms
 Form and Style for ASTM Standards “Blue Book”

Gives guidance and answers to most questions
you may have while writing your standard

Your editor is available to answer
questions you may have about the manual
Form and Style

Parts A-C describe and define the five types of
ASTM standards
 Test
Method, Specification, Guide/Practice,
Classification and Terminology

Each section provides information on:
 Mandatory
and suggested sections for each type of
standard
 Annexes (Mandatory Information) Appendixes
(Nonmandatory information)
 Footnotes, References, and Summary of Changes
Form and Style

Part D describes the use of the Modified
Numbering Decimal System or the “Point”
system
 Information
is provided for:
Numbering sections and subsections (including
Annexes and Appendixes)
 Numbering of Tables and Figures
 Numbering of Equations, Notes and
Supplementary Requirements

Form and Style

Part E describes the use of Terminology in
ASTM standards
 Included
is information on:
What terms should be defined
 Use of Symbols, Acronyms and Abbreviations as
Terminology
 Form of a Terminology Standard
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
Each committee should have a main terminology
standard
Form and Style

Part F covers caveats, legal aspects, and
special instructions
 Included

is information on:
Caveats:

Safety, fire, working document, and professional
judgment
Patents
 Source of supply and corresponding footnotes
 Trademarks
 Reagents and Materials

Form and Style

Part G is the Standards Style Manual
 Included
in this section is:
Abbreviations and unit symbols
 Creating and submitting figures for ballot
 Table style
 Spelling of words commonly found in ASTM
standards
 List of Generic vs. trademarked terms
 References
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
Book, magazines, journals, bulletins, symposium, etc.
Form and Style

Part H covers the use of SI units in ASTM
standards
 Included
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Format requirements for standards in SI units
Format requirements for standards in Inch-Pound units
Units statements for all types of standards
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in this section is:
SI Only
Inch-Pound
Combined or dual standard
SI units must be included in all standards
ASTM Templates
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, and Terminology
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Detailed instructions are provided with the
template
ASTM Templates Features
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Suggested and mandatory headings are
provided; mandatory headings are in RED
Dialog box prompts to insert Title and
Footnote 1
Ability to insert tables, figures and
equations
Auto Numbering (this is a limited but helpful
feature)
Layout in one column format for
ballot/editing purposes
Template
Demonstration
Download Template
Download Template
Select Template
Select Template
Screen Snap of Template
Screen Snap of Template
Screen Snap of Template
ASTM Template Toolbar
ASTM Template Toolbar
ASTM Template Toolbar
ASTM Template Toolbar
Developmental
Editor
Developmental Editor

If you have questions while writing a draft
standard or using the template, contact the
developmental editor.
 Developmental editor can be reached by
phone or e-mail.
 [email protected] (Kathy Peters)
610-832-9650
Developmental Editing

Developmental editor can help you with:
 Answering questions about the Form and
Style for ASTM Standards and how to
apply our style to standards
 Upfront editing of:
new
 revised
 reinstated standards

 Assisting
with artwork issues
Figures and Artwork

Submit clean, readable
figures
 If
revising an existing
figure for ballot, submit
changes to our
Developmental Editor

TIF, JPG and
AUTOCAD formats are
acceptable
 Graphics
Good Quality Figure
department
will work with what you
have
Color Figures

Only
available:
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PDF
Downloads
CD version of
the Annual
Book of
Standards
Virtual
Volumes
Prepare Revison
for Ballot
Registering Revisions
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Register new work item
Registering generates a request for MS
WORD™ file of the latest version of the standard
from ASTM International
email with a link to the WORDTM version of the
standard will be sent to the technical contact
 If you are the technical contact, you will have access
to a WORDTM version of the standard on the work
item summary page after you log in to MyASTM
 An
Prepare Revision for Ballot
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
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Example of Ballot Item
Prepare
Revision for
Ballot
Demonstration
Ballot a
Standard
Work Item Registration
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
Submit Item for Ballot
My ASTM Work Items
My ASTM Work Item
My ASTM Work Item Summary
Balloting

ASTM has three levels of ballot
 Subcommittee
 Main
Committee
 Society
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Ballots are open for a minimum of 30 days,
all ballots are done online
Subcommittee Ballot
Ballot item submittal
 Develop a strategy for considering ballot
results
 Task group chairman calls/emails negative
voters before ballot closes
 Task group may decide to revise draft and
reballot before Subcommittee meets
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Main Committee Ballot
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Items that pass subcommittee ballot with
no negatives move automatically to main
committee ballot
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Drafts that have been through at least one
subcommittee ballot can be balloted at
main
Concurrent Sub/Main Ballot
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During the balloting process:
 Editor
begins working on item with the start of the
balloting process
 Technical contact should contact negative voters
while ballot is open in order to resolve the
negative
 Discuss strategy for how to resolve negative
votes with your staff manager
 Contact your staff manager with your negative
ballot resolutions
Negative Resolutions
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Five possible resolutions:
 Withdrawal
 Withdrawal
with Editorial Changes
 Persuasive
 Not
Persuasive
 Not Related
Online Negative Resolutions
While the
Standard is
Balloting…
While the Standard is Balloting…
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The Editor begins the editing process, which
includes:
 Typesetting/converting
Word document to SGML
 Scanning 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
While the Standard is Balloting…
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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
Typical Corrections
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Grammar
Typographical errors
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
Balloted Item (in Microsoft Word)
Electronic Publishing System
(SGML—Standard Generalized Markup Language)
ASTM Standard Format (PDF)
New Standard Receives
Approval
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A standard will receive official Society approval
on the 1st and 15th 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
Review Process
The editor e-mails a licensed PDF or
redlined PDF of the standard for
review.
 This email:

 Will
provide a link to the online ballot
item.
 Will note if the “Units of Measure”
statement in the Scope does not follow
Form and Style and requires correction.
Review E-mail
Redlined PDF
Reviewer’s Checklist
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Does the balloted information appears correctly in the
printed standard?
Did I include editorial changes?
Did I review the units of measure statement?
Did I answer the editor’s questions?
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Typical questions include:
 Citation of Referenced Documents in the text
 Addition of Keywords
Did I respond by the deadline (or ask for extension, if
needed)?
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
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Technical changes CHANGE the meaning or intent of a
standard and REQUIRE balloting.
 Changes must be made on the next ballot
Types of Editorial Changes
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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
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”)
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Summary of changes with rationale
Publication
Final Publication
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Editor sends final approved document to
ASTM website team
Within two weeks, standard is available
online as a separate
The printed Book of Standards is a snapshot
of what was completed at the time the book
published, but the ASTM website will always
have the most updated version of the
standard
New Standard (PDF)
Search Features
Active Standard
Additional Products
PDF
Book of
Standards
Online
Volumes
Redline
ASTM
Standard
Historical
CD
Compilations
Standards
Source
Historical Versions of Standard
Redlined Version
Online Volumes—HTML Version
Supplemental Information
Online Terminology Dictionary
 Research Reports
 Adjuncts

Online Terminology Dictionary
Search Results
Research Reports
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Contact the ILS department by phone or e-mail.
 Caitlin Farrell, 610-832-9746,
[email protected]
Caitlin can help you with:
 Questions about the research report process
 Formatting using ASTM’s research report
template
 Assigning RR number
Research Reports
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.
 Blueprints
 Copper strips
 Online computer programs/spreadsheets
 CDs
 Color figures
Review Objectives
Register a work item and reviewed all the
development tools available
 Write a new or revise an existing standard
 Ballot a standard
 Review an edited standard
 Publish a standard

Contact ASTM International
Web :
phone :
fax :
address :
www.astm.org
+1 610/832-9585
+1 610/832-9555
ASTM International
100 Barr Harbor Drive
PO Box C700
W. Conshohocken, PA
19428-2959
USA
Questions?
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