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Countless
hours are spent wrestling with format problems in documents. This
is especially true when we try to integrate inputs from many people into
a single document. For this reason, NCSX has established a
standard style for the preparation of controlled documents.
Controlled documents
shall be prepared in MS Word format. The preparer is responsible
for circulating the document for review and for coordinating resolution
of the comments. Once the preparer is satisfied that the document
is in final form, the document should be sent to Systems Engineering
(Bob Simmons). Systems Engineering will archive the final copy of
the Word document (in read-only format), convert the document to PDF
format, add the signature blocks, set the security level, circulate the document for electronic signature, and post
the signed document on the
Engineering Web.
The easiest way to
prepare a document is to simply download the sample document to your
desktop, rename it, remove the comments, and start typing. The key
to avoiding format problems is to keep it simple. Please
follow the following rules:
- Use the HEADING
styles (HEADING 1, HEADING 2, etc.) for all section
headings. These are self numbering so you NEVER have to type
the section number. Generous use of headings makes referencing
easier. Use of the HEADING style allows the Table
of Contents to be generated automatically.
- Use the bullet
style (in the style menu) for bullets.
- Use the Normal
style for everything except headings and bullets. Forget fancy indents
and everything else - go Normal.
- Format tables and
figures to be "In line with text". Avoid the use
of text boxes and anchors.
- Use the Insert
Caption... command when labeling tables and figures. This
will automatically number tables and figures so they will always be
numbered correctly.
- Use the Insert
Cross-reference... command when referring to tables and
figures. This allows the references to be updated
automatically when new tables or figures are inserted.
- Use the Insert
Index and Tables...command to generate a Table of Contents
(TOC). The TOC is generated automatically based on the
sections which are identified by the consistent use of HEADING
styles.
- Name the file in
accordance with the Document and Records Plan. For
instance, the file name of the General Requirements Document is
NCSX-GRD-00_dE.doc. This file name tells the reader the
document (GRD), the revision (Rev. 0), and the current draft (Draft
E, not yet approved).
- Follow the sample
document when formatting the cover page. Include the title
of the document, the document number, the signatures, and the
proviso that the user should go to the Engineering Web to assure
that he or she has the latest version. Do NOT add dates next
to the signatures lines because these will be added automatically
when the document is electronically signed.
- Follow the required
format (outline) when provided. Specific format guidance
has been provided for SOW and product specs. Format guidance
is being generated for other types of specifications.
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