IEEE Standards
Editorial Services
Yvette Ho Sang
IEEE Software Engineering Standards Committee
Washington, DC
28 Februaruy 2005
Editorial services
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Role of the IEEE Standards Project
Editor
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Electronic document development
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Important Web resources
Role of the IEEE Standards
Project Editor
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Supply style templates and style
guidance
Provide previously submitted/archived
electronic text/figures for revisions
Offer mandatory editorial
coordination (MEC)
Enable efficient post-approval
publication
Electronic Document Development
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Templates available
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Used to develop draft standard
Speeds up production process
Avoids errors in style and structure of
document
Available in Microsoft Word and FrameMaker;
FrameMaker preferred
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Templates located at
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IEEE Standards Style Manual located at
http://standards.ieee.org/resources/development/writing/te
mplates.html
http://standards.ieee.org/guides/style/index.html
Electronic Document Development
(continued)
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PDF files recommended for draft document
delivery during developmental stages
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PDF creation easy to do with needed software
Reading PDF files available through free
software
PDF files are more difficult to change, making
introduction of errors less of a possibility
What is mandatory editorial
coordination (MEC)?
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Global review of draft
Comments are returned to WG Chair
A key to IEEE-SA Standards Board approval
Three phases:
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MEC at ballot invitation
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MEC during ballot
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Most effective when editorial coordination occurs before ballot!
Includes submission of all permission letters
Required (see Clause 3 of IEEE Standards Style Manual)
“Automatic” at initial ballot
MEC after Review Committee (RevCom) submission
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Check that coordination comments were addressed
Final check for process, IP, and legal issues
MEC checklist
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Shows major items reviewed during the MEC
Available at
http://standards.ieee.org/resources/draftchecklist.pdf
Title page
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Is the draft labeled correctly?
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Is the draft titled as on PAR?
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IEEE P1234.5/D1 (add date in header)
“Draft Standard for…”
Is the draft copyright statement correct?
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Most recent version in IEEE Standards Style Manual!
MEC checklist (continued)
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Front matter
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Does copyright statement and draft disclaimer
appear at the bottom of each page?
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Has an Introduction been prepared?
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History of standard
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Description of document structure
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List of working group members
Table of Contents to the second level; figures
and tables not listed in final published standard
MEC checklist (continued)
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Body of draft
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Does the correct draft copyright statement/copyright year
appear at the bottom footer of each page?
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Is Clause 1 “Overview” or “Scope”?
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Is Clause 2 “Normative References”?
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Correct introductory paragraph
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Normative versus informative (Bibliography)?
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Cited in text and necessary for the implementation of the standard
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The document is judged by the balloting group to have wide acceptance
and authoritative status
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Readily available
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Dated or undated
MEC checklist (continued)
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Body of draft (continued)
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Is Clause 3 “Definitions” or “Definitions,
acronyms, and abbreviations”?
Copyright/trademark/patent/other IP issues
Safety/Health/Environment/Warning/Caution
Use of metric units and appropriate symbols
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http://standards.ieee.org/announcements/metric.html
General inspection of figures
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Correct fonts
Text/data readable?
Color used? Discernable in B&W print?
MEC checklist (continued)
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Figures
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Black and white graphs, charts, schematic drawings, or
photographs
Figure captions shall be 8-point New Times Roman―captions
shall not be smaller than 6 points
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Figures should be created in a graphics program to avoid bitmapped graphics, graphics that do not translate well, or
graphics that cannot be scaled
Graphics should be 300 dpi (black & white) or 150 dpi (gray
scale) then exported into one of the following formats:
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Font should be embedded and the entire figure should be grouped
TIFF
EPS
The exported files should be provided to the IEEE at RevCom
submittal
The orignial source files may also be submitted and will be
archived for the working group
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Source files will not be used during the publication process
Editors cannot edit static TIFF and EPS files so the files that are submitted
should be the final version for publication
Editorial scheduling
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After approval, standards enter
publishing queue
Standards Publishing Group manages
workflow and workload among Project
Editors
Contact the Manager, Standards
Publishing (y.hosang@ieee.org) with
specific requests
Publishing process
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Proofread and edit
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Transferred to publishing system
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Formatted and tagged for SGML generation
Working group review
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Document proofread against balloted draft to
ensure technical integrity
PDF with queries sent to Chair or Technical
Editor for review; changes highlighted
Peer review
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Final check by internal peer editor
Publishing process (continued)
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Electronic standard published
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Print published on average 3 weeks later
Other required information
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List of working group members names and
contact information (including email)
Correct spelling of award recipient’s name and
correct contact information
Expedited publishing
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Expedited publishing available as a funded
option
Enables publication of standards within
weeks of approval
Documents enter queue prior to approval
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Forward draft to Project Editor as soon as it is
“stable,” i.e., after final ballot (coinciding with
RevCom submission)
Communicate actively with Project Editor
Important Web resources
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Helpful resources can be found at:
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IEEE Standards Development Online
(http://www.standards.ieee.org/resources/development/
index.html)
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IEEE Standards Style Manual, 2005 Ed.
(http://standards.ieee.org/guides/style/index.html)
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“Information central”
“Guiding document” for IEEE Project Editors
IEEE Standards Companion—updated regularly on the Web
(http://standards.ieee.org/guides/companion/index.html)
Important Web resources
(continued)
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IEEE Standards Status Search
(http://standards.ieee.org/db/status/index.shtml)
Important Web resources
(continued)
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IEEE-SA Standards Bearer Online
http://standards.ieee.org/bearer/
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Messages from IEEE-SA leadership
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Public announcement of standards projects
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“Opt-in” feature is available, notifying
subscribers of all updates
Remember: use the editorial
services offered
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Trouble-free IEEE-SA Standards
Board submission
Allow for more rapid post-approval
publication
Contact Information
Yvette Ho Sang
Manager, Standards Publishing
y.hosang@ieee.org
+1.732.562.3814