process of a standards development following a standard from inception to publication

Process of a Standard’s Development

Following a Standard fromInception to Publication

Dave TerrusoEditor

Kate McClungStaff Manager

Objectives

Register a work itemWrite a new or revise an existing standardBallot a standardReview an edited standardPublish a standard

How to:

It All Starts With an Idea

Register a Work Item

Why Register a Work Item? Provides a tracking number, “WK5432” which can be searched on the ASTM websiteAlerts those on the Standards Tracking ServiceStimulates participation from outside the task groupInitiates the ASTM balloting process

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

Work Item Registration

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 InternationalE-mail sent to technical contact with a link to the current standard in MS WORDComplete 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: dell.vance@chevron.com Technical Contact: Paula Watkins - email: watkinsp@api.org Staff Manager: David Bradley - email: dbradley@astm.org 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.

Write or Revisea Standard

ASTM’s Form and Style Manual

Download Form and Style Manual

Download Form and Style Manual

ASTM New Standard Template

Available at www.astm.org on Technical Committees page under the link “Key Documents and Forms”Templates for: Test Method, Specification, Guide/Practice, Classification, TerminologyDetailed instructions are provided with template

Download Template

Download Template

Select Template

Select Template

Template Features Suggested and mandatory headings are provided; mandatory headings are in

RED Macro prompts to insert Title and Footnote 1

Ability to insert:TablesFiguresEquations

Auto Numbering

Screen Snap of Template

Screen Snap of Template

Screen Snap of Template

ASTM Template Toolbar

ASTM Template Toolbar

ASTM Template Toolbar

ASTM Template Toolbar

Ballot a Standard

Prepare Revision for Ballot

Always keep a clean copy of standardDetermine the sections that are going to be revisedDetermine how much context is needed for a revision to make sense to the voterDetermine if entire document is to be balloted, or just sections

Prepare Revision for Ballot 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

Prepare Revision for Ballot

Submit Item for Ballot

Submit Item for Ballot

Submit Item for Ballot

Submit Item for Ballot

Submit Item for Ballot

Submit Item for Ballot

Submit Item for Ballot

BallotingASTM has three levels of balloting:

SubcommitteeMain CommitteeSociety

Ballots are open for 30 days onlineOnce an item passes all levels of balloting, standard receives an approval date of either the 1st or the 15th of the month

Review an Edited Standard

Editing the StandardYour Editor begins the editing process while the ballot is still open. This includes:

Typesetting/converting Word document to SGMLScanning and placing artwork Ensuring the standard matches balloted draftEnsuring that tables and figures are cited and numbered correctlyVerifying titles of ASTM standards in the Referenced Documents section and verifying that they are all cited in the text

Editing the StandardYour 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

Editing the StandardYour Editor will also ensure:

Certain formats or spellings appear consistently throughout the standardTrademarked 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

Typical CorrectionsGrammar:

Misspelled wordsWord choice (for example: assure, insure, ensure)Run-on sentences or sentence fragmentsPunctuation (for example: adding serial comma)

Typographical errors

Balloted Item (in Microsoft Word)

Electronic Publishing System(SGML—Standard Generalized Markup Language)

ASTM Standard Format (PDF)

Standard ApprovedA standard can receive official Society approval on either the 1st or 15th of the month. Once approved, 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.

Redlined PDF

Sample Review E-mail

Reviewer’s ChecklistThe reviewer should ensure that all balloted information appears correctly in the printed standardAddress 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. Contact the editor immediately if an extension is 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 ChangesReordering sections in accordance with the Form and Style for ASTM StandardsSummary of Changes without rationaleUpdating titles in Referenced DocumentsUpdating footnote informationChanging titles in sections, tables, or figures, when justified by textErrors in formattingErrors 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

Publish a Standard

Final PublicationEditor sends final approved document to ASTM website teamWithin two weeks, standard is available online as a separateThe 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

Search Features

VirtualVolumes

StandardsSource

Research Reports

Adjuncts

PDFRedline

Historical

Book of Standards

CD

Compilations

ASTM Standard

Additional Products

Developmental Editing

Contact Developmental Editor by phone or e-mail.

Kathy Peters, 610-832-9650, kpeters@astm.org

Kathy can help you with: Questions about Form and Style for ASTM StandardsFormatting new standards properlyUpfront editing of new standardsArtwork issues

Research Reports

Contact the ILS department by phone or e-mail.

Caitlin Farrell, 610-832-9746, cfarrell@astm.org

Caitlin can help you with:Questions about the research report process Formatting using ASTM’s research report templateAssigning RR number

AdjunctsAdjuncts are pieces of information that are essential to a standard but are too large or of a different format than the printed standard.

Color figuresBlueprintsOnline computer programs/spreadsheetsCDs

Figures and ArtworkGood Quality Figure

Solid linesUniform and clear fontsMinimal shading.TIF, .JPG,

Vector and AUTOCAD formats are acceptable

Figures and ArtworkPoor Quality Figure

Cut off textHandwritten textDifferent fontsFaxed imagesMany shaded areas in similar colors

Color Figure ExampleGrayscale in printed volumeOnly on PDF files

Online Terminology Dictionary

Historical Versions of Standard

HTML Version

Review Objectives

Register a work itemWrite a new or revise an existing standardBallot a standardReview an edited standardPublish a standard

Today, we learned how to: