NGS Guidelines, Publications/Policies, and Procedures

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NGS Guidelines, Publications/Policies,and
Procedures

• Ruth S. Osborne
• Writer/Editor

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Guidelines

• Basic guidelines to consider when contemplating
  preparation of any form of documentation or
  publication.
• Intended Audience
• Peer Review
• Managerial Review
• Expected Release/Publication Date

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Intended Audience

• When you are ready to prepare your document
  and/or presentation it is important to consider
  your audience
• Peers
• Internal Staff
• General Public
• Educational Institutions
• Stakeholders, Departmental Managers, Etc.
• Documents and Presentations should be prepared,
  such that an eighth grader can understand its
  contents.

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Peer and Managerial Review

• Once youve prepared your document, a select
  number of your peers (usually those well-versed
  on the topic) will have to review your document.
• After peer review, you can send your document
  to your editor, for a preliminary review. Some
  staff have found this to be a time saver in the
  clearance process.
• The final review, prior to release/publication
  involves your immediate supervisor, the
  staff editor, the deputy director, and the
  director. Some documents do not require all
  signatures, while others need all four. This is
  determined by you and your immediate supervisor.

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Expected Release/Publication Date

• Timing is a key element to consider when
  preparing a
• document or presentation.
• Preparation usually self-determined
• Peer Review usually 2-3 days
• Managerial Review usually one week
• Distribution depends on medium
• GRAND TOTAL (after preparation) about 2 weeks
• Unless it gets lost on someones desk!

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Publications/Policies

• The NGS web site contains a vast array of
  Policies. They can be accessed at
  http//ngsweb.ngs.noaa.gov/INFO/Policy.shtml.
• The policies database contains standards for
  various publications, both internal and external.
• The standards that I am most concerned with are
  the Publication Procedures and Policies. This
  section contains the following Publication
  Clearance Procedures, Publication Guidelines,
  Publication of Data Sheets, and Web
  Content/Additions.
• If you find that sections of the policies are
  unclear, please inform me and I will take the
  necessary measures to get them revised.

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Procedures

• As with any proposed process, there are
  procedures to
• follow, and in the federal government, there are
  forms.
• Here are the two forms you that are to be
  attached to your
• document prior to review and clearance
• CD-78 Public Information Clearance
• CD-15 Transmit/Route

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CD-78 Public Information Clearance
This is a sample of the top portion of the form.
All information about the document goes on this
form. Also, the names of the persons who are to
review the document should be inserted at the
bottom. Once complete, this form is placed on
top of the document, inside a blue folder.
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CD-15 Transmit/Route
This is a sample of the top portion of the form.
The names of persons who need to sign should be
inserted, in addition to their room and building
numbers and the action. The originators name
goes at the bottom of the form. Once completed,
this form should be stabled to the front, outer
side of a blue folder.
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NGS Guidelines, Publications/Policies, and
Procedures
The End! Enjoy the rest of Convocation 2005.

• Ruth S. Osborne
• Writer/Editor
• National Geodetic Survey
• 301-713-3234 x116
• Ruth.Osborne_at_noaa.gov