Editorial Module Process of Standard's …Virtual)Officers’)Training)Week September(21 F24,(2015 Developmental)Editing) If(you(have(questionswhile(drafting(a(standard,(contact(the(developmental(editor

Virtual Officers’ Training WeekSeptember 2015

Presenters: Christine DeJong & Sean Bailey

Editorial Module: Process of Developing and Revising a Standard

Virtual Officers’ Training WeekSeptember 21-24, 2015

Objectives

www.astm.org // 2


New Standard Activity

Ø Determine if new standard is neededØ Identify key stakeholdersØ Identify Committee and SubcommitteeØ Register a Work Item

www.astm.org // 3


Work Items

Register Work Item at www.astm.org

What is needed?ØTitleØScopeØKeywordsØTarget date for first ballotØExpected target date for approvalØAuthorization from Subcommittee Chairman or Subcommittee Members at a meeting

www.astm.org // 4


What does a Work Item do?

Ø Provides tracking number - WK25321

Ø Alerts those on the Standards Tracking Service and those searching the ASTM website

Ø Stimulates participation from outside of task group

www.astm.org // 5

Development Tools

www.astm.org // 6


Standard Development Tools

Ø Virtual MeetingsØ Collaboration AreaØ Writing ToolsØ Draft TemplatesØ Developmental Editing

www.astm.org // 7


Virtual Meetings

Ø Online document viewing and editing during the meeting

Ø Arranged through your Staff Manager or through the MyASTM Section of the website

Ø Saves time and expenses on meeting face-to-face

Ø ASTM uses WebEx, an excellent vehicle for these virtual meetings

www.astm.org // 8


WebEx Screen

www.astm.org // 9


www.astm.org // 10

Writing Tools

www.astm.org // 11


Submit Your Draft in WORD

Ø ASTM requests WORD for balloting purposes because it is the most common word processing program.

Ø TCO takes your WORD file and converts it to PDF for the ASTM website online balloting area.

Ø Developmental editor works directly with you in WORD to develop your draft.

Ø Committee editor converts the WORD file into XML (Extensible Markup Language) for composition and electronic publishing purposes.

www.astm.org // 12


Form and Style ManualOn www.astm.org under:ØGet InvolvedØTechnical CommitteesØStandards DevelopmentØForm and Style for ASTM Standards “Blue Book”

Ø Gives guidance and answers to most questions you may have while writing your standard.

Ø Your editor is available to answer questions you may have about the manual.

www.astm.org // 13


Form and Style Contents

www.astm.org // 14


ASTM Templates

On www.astm.org under:

ØGet InvolvedØTechnical CommitteesØStandards DevelopmentØDraft Standard Templates

Ø Templates for: Test Method, Specification, Guide/Practice, Classification, and Terminology

Ø Detailed instructions are provided with the template

www.astm.org // 15


ASTM Template FeaturesØ Suggested and mandatory headings are provided;; mandatory headings are in RED

Ø Dialog box prompts to insert Title and Footnote 1

Ø Ability to insert tables, figures and equations

Ø Auto Numbering (this is a limited but helpful feature)

Ø Layout in one column format for ballot/editing purposes

www.astm.org // 16


Screen Shot of Template

www.astm.org // 17


Screen Shot of Template

www.astm.org // 18


Screen Snap of Template

www.astm.org // 19


ASTM Template Toolbar

www.astm.org // 20



www.astm.org // 21



www.astm.org // 22



www.astm.org // 23



www.astm.org // 24


Developmental Editing

If you have questions while drafting a standard, contact the developmental editor.

ØDevelopmental editor can be reached by phone or e-mail.Ø[email protected] (Kathy Peters)/ 610-832-9650

Developmental editor can help you with:ØAnswering questions about the Form and Style for ASTM Standards and how to apply our style to standards

ØUpfront editing of new, revised, reinstated standardsØAssisting with artwork issues

www.astm.org // 25


Figures and Artwork

Submit clean, readable figuresØIf revising an existing figure for ballot, submit changes to our Developmental Editor

TIF, JPG and AUTOCAD formats are acceptableØGraphics department will work with what you have

Color FiguresØPDF DownloadsØCD version of the Annual Book of StandardsØOnline Volumes

www.astm.org // 26


SVG Figures

Scalable Vector GraphicsØNow being incorporated into online standards

ØAre searchable and do not degrade when expanded

ØAvailable in certain browsers

www.astm.org // 27


SVG Comparison

www.astm.org // 28

Revisions

www.astm.org // 29


Registering Revisions

Register new work item for a revision:

Registering generates a request for WORD file of the latest version of the standard from ASTM

International

ØAn email with a link to the WORD version of the standard will be sent to the technical contact

ØIf you are the technical contact, you will have access to a WORD version of the standard on the work item summary page after you log in to MyASTM

www.astm.org // 30


My ASTM Work Items

www.astm.org // 31


My ASTM Work Items

www.astm.org // 32


My ASTM Work Item Summary

www.astm.org // 33


Electronic Revision Preparation

Ø Always keep a clean copy of standard

Ø Determine if entire document is to be balloted, or just sections

Ø Determine which sections need revision

Ø Determine how much context is needed for a revision to make sense to the voter

Ø Use Track Changes to make revisions

www.astm.org // 34


Example of Revision on Ballot

www.astm.org // 35

Balloting

www.astm.org // 36


Submitting an Item for Ballot

www.astm.org // 37


Balloting

ASTM has three levels of ballot:

ØSubcommitteeØMain CommitteeØSociety

Ballots are open for a minimum of 30 days, all ballots are done online

www.astm.org // 38


Subcommittee Ballot

Ø Ballot item submittalØ Develop a strategy for considering ballot resultsØ Task group chairman could contact negative voters before ballot closes

Ø Task group may decide to revise draft and reballotbefore Subcommittee meets

www.astm.org // 39


Main Committee Ballot

Ø Items that pass subcommittee ballot with no negatives move automatically to main committee ballot

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

www.astm.org // 40


Concurrent Sub/Main BallotDuring the balloting process:

ØEditor begins working on item with the start of the balloting process

ØTechnical contact could contact negative voters while ballot is open in order to resolve any negatives

ØDevelop strategy for how to resolve negative votes

ØContact your staff manager with your negative ballot resolutions

www.astm.org // 41www.astm.org // 41


Negative Resolutions

Five possible resolutions:ØWithdrawalØWithdrawal with Editorial ChangesØPersuasiveØNot PersuasiveØNot Related

www.astm.org // 42


Online Negative Resolutions

www.astm.org // 43


While the Standard is Balloting

The Editor begins the editing process, which includes:

ØTypesetting/converting Word document to XMLØScanning and placing artwork ØEnsuring the standard matches balloted draftØEnsuring that tables and figures are cited and numbered correctly

ØVerifying titles of ASTM standards in the Referenced Documents section and verifying that they are all cited in the text


While the Standard is Balloting

The Editor will also:

ØEnsure that section and cross-references are correct (for example, See Table 1)

ØConfirm that all mandatory sections are included and in the correct order

ØReview supplier footnotes for compliance with Part F in the Form and Style for ASTM Standards manual

www.astm.org // 45


Typical CorrectionsØ Grammar

Ø Typographical errors

Ø The editor will ensure that:ØCertain formats or spellings appear consistently throughout the standard

ØTrademarked terms are replaced with generic terms (for example: “Pyrex” becomes “borosilicate glass”)

ØTechnical terms are spelled in accordance with ASTM Form and Style. A few of the most corrected terms are: metre and litre

www.astm.org // 46


Editorial vs. Technical Changes

Editorial changes do NOT change the meaning or intent of a standard and do NOT require balloting. ØChanges can be made during review process

Technical changes CHANGE the meaning or intent of a standard and REQUIRE balloting.ØChanges must be made on the next ballot

www.astm.org // 47


Editorial Change Examples

Ø Address changes for Referenced Organizations, Sole Source Suppliers, etc.

Ø Misspelled wordsØ Minor text edits that improve readability, but do not change the content

Ø Update titles of standards (ASTM and others)

www.astm.org // 48


Technical Change Examples

Ø Changing permissive language to mandatory language: For example, should to shall

Ø Text edits that change the intent of standard

Ø Changing a single units of measurement standard to a dual measurement standard. For example, SI units only to Combined SI/Inch-Pound units

www.astm.org // 49


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:Ø The editor is notified Ø The editor prepares the standard for review by the technical contact listed on the ballot

Ø 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

www.astm.org // 50

Review

www.astm.org// 51


Review Process

The editor e-mails a licensed PDF and redlined PDF of the standard for review.

This email: ØWill provide a link to the online ballot item. ØWill note if the “Units of Measure” statement in the Scope does not follow Form and Style and requires correction.

ØWill include any questions or comments from your editor

www.astm.org // 52


Reviewer’s ChecklistØ The reviewer should ensure that all balloted information appears correctly in the printed standard

Ø Address any questions the editor may have posed in the cover letter or on the review PDF

ØTypical questions include:ØCitation of Referenced Documents in the textØAddition of Keywords

Ø The reviewer should respond to the editor by the stated deadline. This ensures the timeliest publication of the new standard. Contact the editor immediately if an extension is needed.

www.astm.org // 53

Publication

www.astm.org // 54


Final Publication

Ø Editor sends final approved document to ASTM website team

Ø Within a week the standard is available online as a separate

Ø 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

www.astm.org // 55


What the Editor Sees

www.astm.org // 56


Final Version

www.astm.org // 57


Redline Version or Version Comparison

www.astm.org // 58


Web Version

www.astm.org // 59


Review

www.astm.org // 60

Questions?

Thank you!

www.astm.org // 61