Text Encoding Initiative <title>Document Handling <docnum>TEI &docfile. <date>&docdate. <etitlep> <efrontm> <body> <h1>Introduction To ensure that relevant documents can be distributed conveniently to those who need them, each document created in the course of the Text Encoding Initiative should have a document number assigned to it. The document numbering scheme is explained in document TEI A1, <q>Document Numbering Scheme for the Text Encoding Initiative<eq>; a list of documents currently assigned numbers is found in document TEI A0 <q>Text Encoding Initiative, List of Documents<eq>. This document describes procedures for the assignment of document numbers, the expected flow of drafts through various document classes, and the distribution expected for each class of document. <h1>Assignment of Document Numbers Because each document is labeled according to the committee within which it originated, committee heads are asked to inform the central editorial office when they have received documents which need TEI document numbers, or assigned committee members to draft specific documents. The central editorial office will keep a list of assigned document numbers and provide a TEI document number for each document. Authors are asked to take care to include the TEI document number in the heading of their electronic manuscripts. This will help the central editorial staff avoid losing documents. Because some documents need to be distributed outside the committees in which they are created, all documents should be filed with the editorial office in Chicago. <h1>Categories of Drafts and Working Papers in the TEI The end work product of the &TEI. will be a set of recommendations for the machine-readable encoding of texts.<fn>This is not a well-established text type and it is not clear just what form the recommendations will take. Useful analogies include author's style manuals, users guides and technical manuals for existing text-processing software, and national and international standards for information processing.<efn> The working committees of the project are responsible for working out portions of these recommendations; the editors will put together the partial drafts of the working committees. While no rigid rules prescribe a committee's methods of developing its results, it is expected that in developing their partial drafts committees will deal with several types of documents: <dl> <dt>Working Draft (W) <dd>a draft prepared by one individual or an informal subgroup, which has not been officially adopted by any committee <dt>Distributed Draft (D) <dd>a draft tentatively approved by a committee as the basis of further work; distributed to all committee heads and affiliated projects. Distributed drafts are not necessarily complete, and they may contain matter not agreed to by the working group, which it is expected to rework at a later date. (A preface should describe the status of the various parts of a document of this class.) <dt>Proposal (P) <dd>final draft or document of a group. A given committee or subcommittee may produce one proposal, or several on various topics. Proposals should be complete and should represent the consensus of a working group on a topic; they are not, however, necessarily final, and may be revised in the light of outside comment or internal reconsideration. <dt>Reports (R) <dd>reports, research papers, discussion papers not in the form of draft recommendations for text encoding. These papers may address any point of interest to the author or committee; typically they will explain the intellectual foundations for some draft or partial draft. They may be, but need not be, adopted by a committee. <edl> Other document types which may receive TEI document numbers include: <dl> <dt>Grant proposal (G) <dd>any funding proposal and related matter <dt>Letters (L) <dd>any correspondence relating to committee work <dt>Minutes (M) <dd>minutes of committee meetings <dt>User's guide (U) <dd>users guide or manual for any software or system <dt>Comments (C) <dd>comments on any document <edl> The letters given in parentheses are the document class numbers used for these document types in the TEI document numbering scheme. (See document TEI A1 <q>Document Numbering Scheme for the Text Encoding Initiative<eq>.) <h1>Distribution of Drafts outside Committees <h2>Distribution Groups In the discussion which follows, <gl> <gt>committee heads <gd>means the heads of the four working committees of the initiative <gt>affiliated projects <gd>means the appointed representatives of projects officially affiliated with the &TEI. <gt>anyone affiliated with the initiative <gd>means any member of a working committee or subcommittee, any member of the steering committee or advisory board, or the appointed representative of any officially affiliated project <gt>public <gd>means anyone at all <egl> <h2>Distribution by Document Type In order to protect the privacy of committee deliberation, documents of classes W, C, and L are not expected to circulate outside the committees, unless the committee head and the creator of the document agree that they may circulate. Documents approved for circulation will be distributed to affiliated projects and members of the advisory board to whose interests they are relevant, or upon request to any affiliated project, working committee member, or advisory board member. Minutes of meetings will be distributed to heads of all committees and to funding agencies. If the head of the committee agrees, they will also be distributed upon request to affiliated projects, working committee members, or advisory board members. Class R documents may circulate whenever the author feels it appropriate. When a class R document is adopted by a committee, a preface should be added to the document by the committee, specifying whether the report represents the committee's views in whole or in part, or represents an analysis the committee feels merits attention, without necessarily endorsing it. Class R documents adopted by committees will be circulated to the heads of all committees and to any interested affiliated projects, or upon request to anyone affiliated with the initiative. When a committee agrees to take a class W draft as the basis for further work, the document will shift from class W to class D (acquiring a new document number) and will automatically be distributed to the heads of the other committees and to the affiliated projects. Interested members of the Advisory Board may also ask to receive class D and class R documents relating to specific topics. When a distributed draft is adopted by a committee as a proposal, it will be distributed to all committee heads, affiliated projects, and the advisory board. Affiliated projects will thus automatically receive all drafts of committee work as they are adopted by the committees, and can additionally request working papers and minutes on specific topics. <ebody> <egdoc

.* TEI Document No: ED P 4 .* Title: TEI Document Handling .* Drafted: 10 July 89 MSM .* Revised: .* .im gmlgdoc .sr docfile = &sysfnam. ;.sr docversion = 'Draft' .im teigml .* Document proper begins. Text Encoding Initiative <title>Document Handling <docnum>TEI &docfile. <date>&docdate. <etitlep> <efrontm> <body> <h1>Introduction To ensure that relevant documents can be distributed conveniently to those who need them, each document created in the course of the Text Encoding Initiative should have a document number assigned to it. The document numbering scheme is explained in document TEI A1, <q>Document Numbering Scheme for the Text Encoding Initiative<eq>; a list of documents currently assigned numbers is found in document TEI A0 <q>Text Encoding Initiative, List of Documents<eq>. This document describes procedures for the assignment of document numbers, the expected flow of drafts through various document classes, and the distribution expected for each class of document. <h1>Assignment of Document Numbers Because each document is labeled according to the committee within which it originated, committee heads are asked to inform the central editorial office when they have received documents which need TEI document numbers, or assigned committee members to draft specific documents. The central editorial office will keep a list of assigned document numbers and provide a TEI document number for each document. Authors are asked to take care to include the TEI document number in the heading of their electronic manuscripts. This will help the central editorial staff avoid losing documents. Because some documents need to be distributed outside the committees in which they are created, all documents should be filed with the editorial office in Chicago. <h1>Categories of Drafts and Working Papers in the TEI The end work product of the &TEI. will be a set of recommendations for the machine-readable encoding of texts.<fn>This is not a well-established text type and it is not clear just what form the recommendations will take. Useful analogies include author's style manuals, users guides and technical manuals for existing text-processing software, and national and international standards for information processing.<efn> The working committees of the project are responsible for working out portions of these recommendations; the editors will put together the partial drafts of the working committees. While no rigid rules prescribe a committee's methods of developing its results, it is expected that in developing their partial drafts committees will deal with several types of documents: <dl> <dt>Working Draft (W) <dd>a draft prepared by one individual or an informal subgroup, which has not been officially adopted by any committee <dt>Distributed Draft (D) <dd>a draft tentatively approved by a committee as the basis of further work; distributed to all committee heads and affiliated projects. Distributed drafts are not necessarily complete, and they may contain matter not agreed to by the working group, which it is expected to rework at a later date. (A preface should describe the status of the various parts of a document of this class.) <dt>Proposal (P) <dd>final draft or document of a group. A given committee or subcommittee may produce one proposal, or several on various topics. Proposals should be complete and should represent the consensus of a working group on a topic; they are not, however, necessarily final, and may be revised in the light of outside comment or internal reconsideration. <dt>Reports (R) <dd>reports, research papers, discussion papers not in the form of draft recommendations for text encoding. These papers may address any point of interest to the author or committee; typically they will explain the intellectual foundations for some draft or partial draft. They may be, but need not be, adopted by a committee. <edl> Other document types which may receive TEI document numbers include: <dl> <dt>Grant proposal (G) <dd>any funding proposal and related matter <dt>Letters (L) <dd>any correspondence relating to committee work <dt>Minutes (M) <dd>minutes of committee meetings <dt>User's guide (U) <dd>users guide or manual for any software or system <dt>Comments (C) <dd>comments on any document <edl> The letters given in parentheses are the document class numbers used for these document types in the TEI document numbering scheme. (See document TEI A1 <q>Document Numbering Scheme for the Text Encoding Initiative<eq>.) <h1>Distribution of Drafts outside Committees <h2>Distribution Groups In the discussion which follows, <gl> <gt>committee heads <gd>means the heads of the four working committees of the initiative <gt>affiliated projects <gd>means the appointed representatives of projects officially affiliated with the &TEI. <gt>anyone affiliated with the initiative <gd>means any member of a working committee or subcommittee, any member of the steering committee or advisory board, or the appointed representative of any officially affiliated project <gt>public <gd>means anyone at all <egl> <h2>Distribution by Document Type In order to protect the privacy of committee deliberation, documents of classes W, C, and L are not expected to circulate outside the committees, unless the committee head and the creator of the document agree that they may circulate. Documents approved for circulation will be distributed to affiliated projects and members of the advisory board to whose interests they are relevant, or upon request to any affiliated project, working committee member, or advisory board member. Minutes of meetings will be distributed to heads of all committees and to funding agencies. If the head of the committee agrees, they will also be distributed upon request to affiliated projects, working committee members, or advisory board members. Class R documents may circulate whenever the author feels it appropriate. When a class R document is adopted by a committee, a preface should be added to the document by the committee, specifying whether the report represents the committee's views in whole or in part, or represents an analysis the committee feels merits attention, without necessarily endorsing it. Class R documents adopted by committees will be circulated to the heads of all committees and to any interested affiliated projects, or upon request to anyone affiliated with the initiative. When a committee agrees to take a class W draft as the basis for further work, the document will shift from class W to class D (acquiring a new document number) and will automatically be distributed to the heads of the other committees and to the affiliated projects. Interested members of the Advisory Board may also ask to receive class D and class R documents relating to specific topics. When a distributed draft is adopted by a committee as a proposal, it will be distributed to all committee heads, affiliated projects, and the advisory board. Affiliated projects will thus automatically receive all drafts of committee work as they are adopted by the committees, and can additionally request working papers and minutes on specific topics. <ebody> <egdoc