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MODULE A - ADMINISTRATIVE SUBMODULES A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing.

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Presentation on theme: "MODULE A - ADMINISTRATIVE SUBMODULES A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing."— Presentation transcript:

1 MODULE A - ADMINISTRATIVE SUBMODULES A1. Tools and Resources A2. Codes and Standards Products A3. Membership Maintenance A4. Honors and Awards A5. Publishing Codes and Standards

2 ASME C&S Training Module A5 1 REVISIONS CHANGESLIDEDATE “First Proofs” changed to “Galleys”. Second to the last bulleted item added. “Galleys/” added to title. First paragraph, “first proofs” changed to “galleys” Slide and Notes revised. First and third listed items - “proofs” changed to “galleys”. Subheading revised. First listed item - “proofs” changed to “galleys”. Notes revised. Slide and Notes revised. New Slide and Notes; remainder of slides renumbered. Second to the last bulleted item added. 5/2/ & Notes 38 Notes 39 & Notes Notes Notes 42 & Notes 43 & Notes 48

3 A5. Publishing Codes and Standards

4 ASME C&S Training Module A5 3 OBJECTIVES This submodule will provide guidelines for: –proper document preparation to avoid untimely delays in publishing documents –noting and/or alleviating and reducing the number of discrepancies –helping to produce consistent and uniform Codes and Standards

5 ASME C&S Training Module A5 4 AGENDA Preparation of Proposed Revisions Sample Revisions Preparation and Delivery of Electronic Files Distribution and Review Of Galleys and Manuscripts Distribution and Review Of Proofs Publishing Guides and Tools

6 ASME C&S Training Module A5 5 I. PREPARATION OF PROPOSED REVISIONS

7 ASME C&S Training Module A5 6 GENERAL GUIDELINES Best resources –Follow the “Guide to Presenting Proposed Revisions (for Volunteers).” –See also “Guide to Presenting Proposed Revisions (for Staff Secretaries).” –The Guides include a checklist.

8 ASME C&S Training Module A5 7 GENERAL GUIDELINES Marking up materials –Use the most recent version of the code or standard. –Mark revisions directly on the pages. –All photocopies and materials must be legible. –For long entries, include an insert. –Indicate placement of the insert on the relevant page. –Do not write too close to margin. –Provide all materials for text, tables, art, etc.

9 ASME C&S Training Module A5 8 GENERAL GUIDELINES Revised editions vs. addenda –Revised editions Make single-sided copy of all pages from latest publication. –Addenda Make single-sided copy of affected pages only.

10 ASME C&S Training Module A5 9 CHECKLIST FOR C&S REVISIONS (Volunteers) Text –Complete –Legible –Single-sided, manuscript –Equations clear and legible –All revisions indicated

11 ASME C&S Training Module A5 10 CHECKLIST FOR C&S REVISIONS (Volunteers) Figures –Complete –Numbering correct; corresponds to text –All callouts clear and legible –All revisions indicated

12 ASME C&S Training Module A5 11 CHECKLIST FOR C&S REVISIONS (Volunteers) Tables –Complete –Numbering correct –Numbering corresponds to text –All revisions indicated

13 ASME C&S Training Module A5 12 CHECKLIST FOR C&S REVISIONS (Staff Secretaries) Cover material –Complete designator –Complete title –Revision line –Other publication information, if applicable –Department of Defense (DoD) notice, if needed –All revisions indicated

14 ASME C&S Training Module A5 13 CHECKLIST FOR C&S REVISIONS (Staff Secretaries) Front matter (as applicable) –Copyright page –Foreword –Preface –Introduction –Summary of changes –Committee roster –Committee correspondence page –All revisions indicated

15 ASME C&S Training Module A5 14 CHECKLIST FOR C&S REVISIONS (Staff Secretaries) Text, tables, figures (same as Volunteer checklist) Back matter –Appendices identified as mandatory or non- mandatory –Cases contain Foreword, Contents, Text –Interpretations –Index –All revisions indicated

16 ASME C&S Training Module A5 15 II. SAMPLE REVISIONS

17 ASME C&S Training Module A5 16 BASIC REQUIREMENT FOR REVISIONS Revisions must show –What is existing text, table or art –What is the proposed revision

18 ASME C&S Training Module A5 17 EXAMPLE 1 – INCORRECT REVISION: Paste-over

19 ASME C&S Training Module A5 18 EXAMPLE 2 – ACCEPTABLE REVISION

20 ASME C&S Training Module A5 19 EXAMPLE 3 – POORLY MARKED REVISION

21 ASME C&S Training Module A5 20 EXAMPLE 4 – IMPROVED MARK-UP

22 ASME C&S Training Module A5 21 EXAMPLE 5 – BEST PRESENTATION

23 ASME C&S Training Module A5 22 EXAMPLE 6 – ILLEGIBLE TYPE (rejected)

24 ASME C&S Training Module A5 23 EXAMPLE 7 – USING WORD REVISION TRACKING

25 ASME C&S Training Module A5 24 Write the new wording in the margin. Type the new paragraphs on a separate piece of paper and paste them over the old wording. Type the new paragraphs on a separate page and indicate “insert” on the original. You wish to propose two new paragraphs as changes to a code. What is the best way to mark them on a copy of the original code? POP QUIZ #1

26 ASME C&S Training Module A5 25 III. PREPARATION AND DELIVERY OF ELECTRONIC FILES

27 ASME C&S Training Module A5 26 PREPARATION OF ELECTRONIC FILES Publishing Environment –No commonly used word processing publishing software exists that meets the needs of a publishing environment which produces complex product(s) –ASME Publishing uses a high-end publishing system –High-end system enables Publishing team to have greater amount of control.

28 ASME C&S Training Module A5 27 PREPARATION OF ELECTRONIC FILES Goals of ASME Publishing –To ensure production runs in the most efficient and cost-effective manner, working from electronic files whenever possible (avoiding re-keying) –To supply our volunteers with Guides in an effort to ensure smooth transition of manuscript files to published product References: –“C&S Guide to Preparation of Electronic Manuscripts” –“C&S Guide to Delivery of Digital Files”

29 ASME C&S Training Module A5 28 PREPARATION OF ELECTRONIC FILES Hard copy must accompany files – Printed on one side – Must match electronic files NOTE: Where discrepancies exist between hard copy and the electronic file, hard copy is definitive.

30 ASME C&S Training Module A5 29 PREPARATION OF ELECTRONIC FILES: Text New Code/Standard – Text/Tables –Acceptable Software for Initial Manuscript submittal ASME Publishing is flexible; can accept documents created from variety of software platforms MS Word is preferred software for manuscript submittal –MS Word Template available PDF format (without annotation) also acceptable

31 ASME C&S Training Module A5 30 PREPARATION OF ELECTRONIC FILES: Text New Code/Standard – Text/Tables {Cont.} –Acceptable Software for Initial Manuscript submittal MS Word or Excel can be used for tables Submit file in native application (I.e., do not submit a ’. txt’ file

32 ASME C&S Training Module A5 31 PREPARATION OF ELECTRONIC FILES: Text New Code/Standard - Formatting –One File for each chapter or major subdivision –Minimal formatting Single column Wide margins Hard returns to be used only at end of paragraph or heading NO automatic bullets or numbering are to be used

33 ASME C&S Training Module A5 32 PREPARATION OF ELECTRONIC FILES: Text New Code/Standard – Formatting {Cont.} –Special Characters Superscript & subscript: use software Greek characters: use symbol font (plus highlight hard copy) –Equations: highlight on hard copy –Tables (in-text and designated) preferable method – use functionality of the (Word) software to create table alternative method – place (only) one tab between each column within table

34 ASME C&S Training Module A5 33 PREPARATION OF ELECTRONIC FILES: Text Revised Code/Standard –Revised text must originate from latest print product MS Word file using ‘Revision’ tool PDF file using Adobe Acrobat ‘Annotation’ tool –Note: It will be at the discretion of ASME Publishing to determine how the revisions will be integrated into Master electronic documents.

35 ASME C&S Training Module A5 34 PREPARATION OF ELECTRONIC FILES: Art Acceptable file types –Line art: ‘.EPS’ format (e.g. Adobe Illustrator) –Half-tone images: ‘.TIF’ format (240 DPI, 2% highlight, 85% shadow) Unacceptable file types (will be recreated) –PCX (Paintbrush) –JPEG (.JPG) –PICT (Quickdraw) –BMP –WMF –CGM

36 ASME C&S Training Module A5 35 PREPARATION OF ELECTRONIC FILES: Art File preparation for artwork –Do not embed graphics in text file –Create separate stand-alone file per graphic –Filenames should correspond to numbering of art in body of text –Filenames should be named with full extension (i.e. ‘.tif’, ‘.eps’) –Submit in native application –Provide hard copy documentation re: software application used (and version)

37 ASME C&S Training Module A5 36 DELIVERY OF ELECTRONIC MATERIALS Virus scanning –Scan all files for viruses prior to transmission Label all disks/media clearly –Ex: “Win98, Word2000 Disk 2 of 5, WinZip” Compression software supported: –PK-Zip (WinZip) –StuffIt! –Z (Unix compress)

38 ASME C&S Training Module A5 37 DELIVERY OF ELECTRONIC MATERIALS Method(s) of Transfer –File Transfer Protocol (ftp) – (2-megabyte limit per ) –3½-inch high-density disks –Iomega Zip disks (100 mb) –CD-ROM NOTE: Files must be accompanied by hard copy except in the case of ftp or transfers, in which case the hard copy will have to be sent separately.

39 ASME C&S Training Module A5 38 IV. DISTRIBUTION AND REVIEW OF GALLEYS/FIRST PROOFS AND MANUSCRIPTS

40 ASME C&S Training Module A5 39 STAFF SECRETARY REVIEW Manuscript and galley review: –Staff Secretary reviews galleys and editorial corrections/queries. This is the appropriate time for suggesting additional editorial, technical, or substantive changes that have been approved through the consensus process; if any. –Boiler and Piping Code manuscripts: Staff Secretary also checks approved proposals and errata First proofs review: –Staff Secretary reviews first proofs. References: –“Guide for Engineering Staff Distribution and Review of Galleys and Manuscripts” –“Guide on Volunteer Review of Manuscripts and Galleys”

41 ASME C&S Training Module A5 40 DISTRIBUTION TO COMMITTEE MEMBERS Committee member review: –Committee member can request review of manuscripts and galleys –Direct request to Committee Chair –Staff Secretary reviews galleys concurrent with Committee Review, if applicable. –Limit to one or two Committee members or small editorial group

42 ASME C&S Training Module A5 41 TIMETABLE FOR RETURN OF GALLEYS Timing issues: –Important to keep to timetable for return of galleys –Timetable established by ASME staff –One or two weeks (max. three) –If committee member cannot meet deadline, another committee member may be assigned

43 ASME C&S Training Module A5 42 PURPOSE OF COMMITTEE MEMBER REVIEW Transmittal letter should include the following: “The purpose of this committee member review is to ensure that ASME has properly produced the items approved by the committee and to ensure that the technical details have been accurately included in the galleys. The galley review stage is the last point in the production process where additional technical changes that have been approved through the committee’s consensus process, if any, can be introduced in the code or standard.”

44 ASME C&S Training Module A5 43 STAFF SECRETARY REVIEW First proofs review: –Staff Secretary reviews first proofs to ensure that changes requested in the galleys have been incorporated accurately into the proofs. No additional editorial or technical changes should be made to the proofs at this stage. Any changes of this type should be referred back to the committee for future consideration. –Boiler and Piping Code manuscripts: Staff Secretary also checks approved proposals and errata References: –“Guide for Engineering Staff Distribution and Review of Galleys and Manuscripts” –“Guide on Volunteer Review of Manuscripts and Galleys”

45 ASME C&S Training Module A5 44 OTHER GUIDELINES Staff Secretary provides cover letter indicating –Electronic files used –Tables or figures used Committee members focus on –Approved revisions that were voted on –Not style or further proposed revisions Follow-up by Staff Secretary to keep timeline Coordination with the assigned editor

46 ASME C&S Training Module A5 45 V. PUBLISHING GUIDES AND TOOLS

47 ASME C&S Training Module A5 46 PUBLISHING GUIDES AND TOOLS Published by ASME –Guide to Presenting Proposed Revisions (for Volunteers) –Guide to Presenting Proposed Revisions (for Staff Secretaries) –ASME C&S Writing Guide –C&S Guide to Preparation of Electronic Manuscripts –C&S Guide to Delivery of Digital Files –Guide for Engineering Staff Distribution and Review of Galleys and Manuscripts –Guide for Volunteer Review of Manuscripts and Galleys

48 ASME C&S Training Module A5 47 ASME C&S WRITING GUIDE 2000 Very useful tool –Style Sequencing Punctuation Abbreviations –Format Title page Foreword Main text, art –Special Policies

49 ASME C&S Training Module A5 48 SUMMARY Preparation of Proposed Revisions Sample Revisions Preparation and Delivery of Electronic Files Distribution and Review Of Galleys and Manuscripts Distribution and Review of Proofs Publishing Guides and Tools

50 ASME C&S Training Module A5 49 REFERENCES –ASME C&S Writing Guide –Guide to Presenting Proposed Revisions (for Volunteers) –Guide to Presenting Proposed Revisions (for Staff Secretaries) –C&S Guide to Preparation of Electronic Manuscripts –C&S Guide to Delivery of Digital Files –Guide for Engineering Staff Distribution and Review of Galleys and Manuscripts –Guide for Volunteer Review of Manuscripts and Galleys Committee=A &Action=7609


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