Checklist of Procedures <title>Text Encoding Initiative, Central Editorial Office <author>C. M. Sperberg-McQueen <docnum>TEI &docfile. <date>&docdate. </titlep> <abstract> This document describes the various procedures to be followed when certain common events occur. Experience thus far has shown that without this list, it is easy to forget a crucial step or two. </abstract> <toc> </frontm> <!> <body> <h1>Introduction These are the procedures to follow when various things are to be done in the Text Encoding Initiative. They should be kept up to date and they should be followed systematically when work is being done. <h1>1. Documents <h2>1.1 New Internal Documents <tbl cols='10l 12l 60l 70l'> <hr><h>Checklist for new document <hr><h>Task to be performed <h>Date Done <r><c>Print a copy of this checklist to check tasks off.<c>_________ <r><c>Acknowledge receipt to the author. <c>_________ <r><c>Add the document to the TEI A0 document registry. <c>_________ <r><c>Add the document to the DOCBOOK WATFILE registry. <c>_________ <r><c>Add document to committee register: MLA19 for ML.<c>_________ <r><c>Add document to TEI-xxx FILELIST. <c>_________ <r><c>Post document as received on the TEI-xxx server. <c>_________ <r><c>Post document on TEI-xxx list as mail. <c>_________ <r><c>Inform SC that the document is available. <c>_________ <r><c>Print document, revising the SGML if necessary. <c>_________ <r><c>Proofread and correct the document. Spellcheck. <c>_________ <r><c>Post the revised form on the server. <c>_________ <r><c>Script the document with the MEMO option. <c>_________ <r><c>Post the MEMO file on the server. <c>_________ <r><c>File a clean copy in Documents notebook. <c>_________ <r><c>File a clean copy in file cabinet. <c>_________ <r><c>Mail hard copy to steering committee. <c>_________ <r><c>Mail hard copy to all committee heads. <c>_________ <r><c>Mail hard copy to affiliated projects. <c>_________ <r><c>Place the checklist in the Documents notebook. <c>_________ <r><c>Note all mailings on back of checklist. <c>_________ <r><c>Archive original and current forms using VMARCHIVE.<c>_________ <r><c>If the document is minutes of a meeting, see also separate checklist for minutes. <r><c>Print fresh copy of TEI A0. <c>_________ </tbl>  <h2>1.2 Revised Documents  <ol> <li>Acknowledge receipt to the author. </ol> <h2>1.3 Retiring Documents  <ol> <li>Ensure that all versions held have been archived using VMARCHIVE. If not, archive them all. <li>Remove the document from TEIA0 and add to TEIA2 <li>Print fresh copies of TEI A0 and TEI A2. </ol> <h2>1.4 Making Internal Docs Public  <ol> <li>Make sure internal copies are current and document register is correct. <li>Add to TEI-L FILELIST. <li>Post notice on TEI-L FILELIST about availability of the document. <li>Mail to relevant people (how create list?). </ol> <h2>1.5 New Public Documents  <h2>1.6 Checking the Document Lists   If these checklists are not always strictly followed, the document lists will get out of synch and must be updated. They need to be checked periodically to see that all is well. If too long a time has passed, it is wise to do this one group at a time: SC, TD, TR, AI, ML, others. <ol> <li>Print current versions of TEIA0 and TEIA2. <li>Obtain and print current FILELISTs for each TEI list server. <li>Print lists of the files on the TEI document disks. <li>Obtain and print lists of everything archived from TEI accounts. <li>Every file on the disks with a recognizable TEI document number should be in the document lists. <li>Every current file in the document lists should be on disk with the correct file name unless the list indicates it's hard copy only. If the list indicates the document is a WATFILE file or a MEGACALC spreadsheet, there should be such a file or spreadsheet, as well as LISTING files with the appropriate name. <li>All files should be archived. <li>Copies of each document should be in the documents notebook. <li>Copies of each document should have been sent in hard copy to the steering committee and to the affiliated projects. </ol> <h2>1.7 Minutes of Meetings   <ol> <li>Go through all action items and add them to the online calendar file CALENDAR WATFILE using the CCC exec. <li>For all documents assigned to be written, add them to the document registers and listserve filelists as described under New Internal Documents. <li>Print fresh copy of TEI A0. </ol> <!> <h1>2. Finances <!> <h2>2.1 Invoices   <tbl cols='10l 12l 60l 70l'> <hr><h>Checklist for new invoices <hr><h>Task to be performed <h>Date Done <r><c>If invoice is travel receipts, do TEI travel form.<c>_________ <r><c>Enter invoice in TEIACCTS WATFILE under PAYABLE. <c>_________ <r><c>Enter Eur travel in BARCLARYS Watfile as Payable. <c>_________ <r><c>Enter NA travel in TEISPENT Watfile. <c>_________ <r><c>File under TEI A in file cabinet. <c>_________ </tbl> <h2>2.2 Monthly Ledgers   <h2>2.3 ID Vouchers   <h2>2.4 UIC CC monthly accounts   <!> <h1>3. Mail and Address Lists <!> <h2>3.1 Inquiries, Info Requests   <h2>3.2 Address Changes   </body> <!> </gdoc

.* TEI Document No: EDA4 .* Title: Procedures checklist, editorial center .* Drafted: 24 April 90 MSM .* Revised: .* .im gmlpaper ;.* Use GMLPAPER or GMLGUIDE (or -MLA) .sr docfile = &sysfnam. ;.sr docversion = 'Draft' .im teigml .* Document proper begins. Checklist of Procedures <title>Text Encoding Initiative, Central Editorial Office <author>C. M. Sperberg-McQueen <docnum>TEI &docfile. <date>&docdate. </titlep> <abstract> This document describes the various procedures to be followed when certain common events occur. Experience thus far has shown that without this list, it is easy to forget a crucial step or two. </abstract> <toc> </frontm> <!> <body> <h1>Introduction These are the procedures to follow when various things are to be done in the Text Encoding Initiative. They should be kept up to date and they should be followed systematically when work is being done. <h1>1. Documents <h2>1.1 New Internal Documents <tbl cols='10l 12l 60l 70l'> <hr><h>Checklist for new document <hr><h>Task to be performed <h>Date Done <r><c>Print a copy of this checklist to check tasks off.<c>_________ <r><c>Acknowledge receipt to the author. <c>_________ <r><c>Add the document to the TEI A0 document registry. <c>_________ <r><c>Add the document to the DOCBOOK WATFILE registry. <c>_________ <r><c>Add document to committee register: MLA19 for ML.<c>_________ <r><c>Add document to TEI-xxx FILELIST. <c>_________ <r><c>Post document as received on the TEI-xxx server. <c>_________ <r><c>Post document on TEI-xxx list as mail. <c>_________ <r><c>Inform SC that the document is available. <c>_________ <r><c>Print document, revising the SGML if necessary. <c>_________ <r><c>Proofread and correct the document. Spellcheck. <c>_________ <r><c>Post the revised form on the server. <c>_________ <r><c>Script the document with the MEMO option. <c>_________ <r><c>Post the MEMO file on the server. <c>_________ <r><c>File a clean copy in Documents notebook. <c>_________ <r><c>File a clean copy in file cabinet. <c>_________ <r><c>Mail hard copy to steering committee. <c>_________ <r><c>Mail hard copy to all committee heads. <c>_________ <r><c>Mail hard copy to affiliated projects. <c>_________ <r><c>Place the checklist in the Documents notebook. <c>_________ <r><c>Note all mailings on back of checklist. <c>_________ <r><c>Archive original and current forms using VMARCHIVE.<c>_________ <r><c>If the document is minutes of a meeting, see also separate checklist for minutes. <r><c>Print fresh copy of TEI A0. <c>_________ </tbl>  <h2>1.2 Revised Documents  <ol> <li>Acknowledge receipt to the author. </ol> <h2>1.3 Retiring Documents  <ol> <li>Ensure that all versions held have been archived using VMARCHIVE. If not, archive them all. <li>Remove the document from TEIA0 and add to TEIA2 <li>Print fresh copies of TEI A0 and TEI A2. </ol> <h2>1.4 Making Internal Docs Public  <ol> <li>Make sure internal copies are current and document register is correct. <li>Add to TEI-L FILELIST. <li>Post notice on TEI-L FILELIST about availability of the document. <li>Mail to relevant people (how create list?). </ol> <h2>1.5 New Public Documents  <h2>1.6 Checking the Document Lists   If these checklists are not always strictly followed, the document lists will get out of synch and must be updated. They need to be checked periodically to see that all is well. If too long a time has passed, it is wise to do this one group at a time: SC, TD, TR, AI, ML, others. <ol> <li>Print current versions of TEIA0 and TEIA2. <li>Obtain and print current FILELISTs for each TEI list server. <li>Print lists of the files on the TEI document disks. <li>Obtain and print lists of everything archived from TEI accounts. <li>Every file on the disks with a recognizable TEI document number should be in the document lists. <li>Every current file in the document lists should be on disk with the correct file name unless the list indicates it's hard copy only. If the list indicates the document is a WATFILE file or a MEGACALC spreadsheet, there should be such a file or spreadsheet, as well as LISTING files with the appropriate name. <li>All files should be archived. <li>Copies of each document should be in the documents notebook. <li>Copies of each document should have been sent in hard copy to the steering committee and to the affiliated projects. </ol> <h2>1.7 Minutes of Meetings   <ol> <li>Go through all action items and add them to the online calendar file CALENDAR WATFILE using the CCC exec. <li>For all documents assigned to be written, add them to the document registers and listserve filelists as described under New Internal Documents. <li>Print fresh copy of TEI A0. </ol> <!> <h1>2. Finances <!> <h2>2.1 Invoices   <tbl cols='10l 12l 60l 70l'> <hr><h>Checklist for new invoices <hr><h>Task to be performed <h>Date Done <r><c>If invoice is travel receipts, do TEI travel form.<c>_________ <r><c>Enter invoice in TEIACCTS WATFILE under PAYABLE. <c>_________ <r><c>Enter Eur travel in BARCLARYS Watfile as Payable. <c>_________ <r><c>Enter NA travel in TEISPENT Watfile. <c>_________ <r><c>File under TEI A in file cabinet. <c>_________ </tbl> <h2>2.2 Monthly Ledgers   <h2>2.3 ID Vouchers   <h2>2.4 UIC CC monthly accounts   <!> <h1>3. Mail and Address Lists <!> <h2>3.1 Inquiries, Info Requests   <h2>3.2 Address Changes   </body> <!> </gdoc