Championing Standards in Technical Documentation

by Margie Yundt, Quill Editor

First, a confession — sidle up to the screen real close, closer, closer. Okay, I didn't actually attend Ralph Robinson's talk on the wide world of International Standards for Software and Systems Documentation, but I do have a copy of his presentation, and a summary, to share with you.

Standards - Who needs them?

See above. 'Nough said.

So how are standards developed? What's the Process

So, clearly we have identified the need, now what's next?

1. Gather the troops: form a Standards Sub Committee (SC) or Working Group (WG).
2. Write it down: Have the SC or WG prepare a New Work Item (WTI) or New Proposal (NP)—don't forget to use the mandatory International Organization for Standardization (ISO) Microsoft Word template!
3. Get buy-in: Start the process for running through ballot cycles (electronically) through the ISO National Bodies (NBs), then Joint Technical Committee (JTC) 1 NB members. 66% acceptance by participating (P) ISO members is considered a majority, and then you move on to the next draft stage.
4. Publish! After successfully completing all draft cycles, and obtaining the required "votes" on the way, an International Standard (IS) is born.

This process can take anywhere from four to six months to complete. Projects that have no activity after two years are cancelled.

Is you head already spinning from the acronyms? Wait, there's more (WTM).

So who are the "Experts"?

The experts on the National Boards responsible for reviewing standards are from a wide breadth of industries, including Manufacturing, Government, other National Standards Organizations, Industry consortia, Professional organizations (such as the STC) and representatives from academic fields.

Ralph should know — he is one of the experts, and sits on the WG 2 board for the JTC 1 – IT Standards.

WG 2 Meeting in Helsinki, Finland - May 2005

This crew is responsible for the "development of standards for the documentation of software systems". They meet twice a year to go over new proposals, amendaments, and review guidelines going forward. For more information about Ralph's WG 2 group, visit their website at http://www.hci.com.au/iso

Outcomes — What's in it for me (WIIFM)?

Standards do not represent a single view, but a shared vision. They are well documented, thoroughly reviewed by a wide, and knowledgeable, audience, and can be applied to more than documentation. They represent best practices that are being followed by a larger audience, and are consistently being adapted and honed by the committee(s) responsible for them to ensure they make sense and keep current.

They are here to stay, and writers like you and I are behind the scenes making them happen. Thanks, Ralph for stepping up!

View Ralph Robinson's full presentation.

About Margie Yundt

Margie is a senior member in our local STC chapter and has been kicking around the Kitchener-Waterloo/Guelph area since...well, forever it seems. She is a technical writer at heart and enjoys mentoring her kids in the Art of English. She lives in Guelph with her family and enjoys a daily commute into Waterloo to join her many co-workers at Research In Motion.