2010 Officers Conference Welcome! Process of a Standards Development.

2010 Officers’ ConferenceWelcome!

Process of a Standard’s Development

Jessica RosiakJoe ErmigiottiEmilie OlceseStandards EditorsTom O’TooleStaff 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

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

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

Work Item Registration

Revisions Only 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 ConfirmationThis 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: D02.02.0ATarget Ballot Date: 7/2008Target 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

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-to-face ASTM uses WebEx Meetings, an excellent vehicle for

these meetings

Virtual Meetings

Collaboration Area

Writing Tools

Submit your draft in WORD 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

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 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

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

Book, magazines, journals, bulletins, symposium, etc.

Form and Style Part H covers the use of SI units in ASTM

standards Included in this section is:

Format requirements for standards in SI units Format requirements for standards in Inch-Pound units Units statements for all types of standards

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

Detailed instructions are provided with the template

ASTM Templates Features 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

Select Template

Screen Snap of Template

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 department

will work with what you have

Good Quality Figure

Color Figures

Only available: PDF

Downloads CD version of

the Annual Book of Standards

Virtual Volumes

Prepare Revison for Ballot

Registering Revisions

Register new work item Registering generates a request for MS WORD™

file of the latest version of the standard from ASTM International An 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

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

Example of Ballot Item

Prepare Revision for BallotDemonstration

Ballot a Standard

Work Item Registration

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

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

Main Committee Ballot Items that pass subcommittee ballot with

no negatives move automatically to main committee ballot

Drafts that have been through at least one subcommittee ballot can be balloted at main

Concurrent Sub/Main Ballot

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

Five possible resolutions:WithdrawalWithdrawal with Editorial ChangesPersuasiveNot PersuasiveNot Related

Online Negative Resolutions

While the Standard is Balloting…


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

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 orderReview supplier footnotes for compliance with

Part F in the Form and Style for ASTM Standards manual


Typical Corrections

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

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 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?

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

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

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 KeywordsRequirements, values, and equationsMandatory language (“shall” or “in

accordance with”) with optional language, (“may,” “can,” “could,” or “should”)

Summary of changes with rationale

Publication

Final Publication 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

OnlineVolumes

Redline

HistoricalStandards

Source

Compilations

CD

Book of Standards

PDF

ASTM Standard

Additional Products

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

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

templateAssigning 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. BlueprintsCopper stripsOnline computer programs/spreadsheetsCDsColor 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 : www.astm.org

phone : +1 610/832-9585

fax : +1 610/832-9555

address : ASTM International100 Barr Harbor DrivePO Box C700W. Conshohocken, PA 19428-2959USA

Questions?

Thank you for Attending!

2010 Officers Conference Welcome! Process of a Standards Development.

Documents

Transcript of 2010 Officers Conference Welcome! Process of a Standards Development.