1.0 Introduction

1.1 Purpose

This documentation standard describes the format for the preparation of various types of documents mentioned herein under scope so that every document produced by any person in the organization is uniformly presentable, complete and consistent across the organization.

1.2 Why do I need a Documention Standard?

The “documentation standard “is a reference document or a guideline that includes rules and suggestions for writing style and document presentation. Style guides often specify which option to use when several options exist, and they include items that are specific to the company or industry and items for which a “standard” or example does not exist through commercial style guides.

The specific content in the style guide is not usually a matter of “correct” or “incorrect” grammar or style, but rather the decisions you or your employer or client have made from among the many possibilities. More specifically, style guides can serve several purposes:

1.3 Scope

This standard is applicable to the following four types of documents of Insync :

The Standards that are mentioned in Section 2.0 are applicable for all types of documents, while specific document type-related standards are mentioned in the Appendix.

2.0 Specific Description of the Standards

2.1 Document Writing Style

The style of a document is an important consideration to its preparation, because it establishes the effect of the document on the audience. Clarity is the most important objective.

To improve the clarity of the documentation the following points should be taken care of:

One should take care of the use of verbs to produce a document, which describes a procedure such as:

Documentation is done as a communication to a target audience and as such should contain information that is of use to the reader. The information in the document should be presented in a logical order suitable for the reader.

2.2 Standards for Process and Project Documents

2.2.1 Page Set up for Process and Project Documents

Page setup for a process / project document must be the following:

2.2.2 Standard Pages in a Document

All Documents (other than dynamically controlled documents) should incorporate the following standard pages:

2.2.3 Cover Page of a Document

The cover page should carry the following information, arranged in the order listed:

2.2.4 Table of Contents

A document, (items like letter, circular or minutes of meeting are not considered here as documents) must have a ‘Table of Contents’. The standards to be followed for that are stated as follows:

The Table of Contents (TOC) should be generated automatically. A TOC should observe the following:

The Font Style, Font Type, and Font Size that should be used while automatically generating from the TOC

2.2.5 Circulation Details of Process and Project Documents

When documents are issued to a controlled copy holder, copy numbers should be marked in the document, and copy numbers and details of location of the copy, should be mentioned in ‘Circulation Details’, of every document.

2.2.6 Bullets and Numbering

Use Bullets and numbers, as much as possible. It increases the readability. While assigning the Bullets and numbers, following care should be taken:

2.3 Standards for Proposal

2.3.1 Page Set up for a Proposal

Page setup for a Proposal must be the following:

2.3.2 Codification Scheme for Proposal Identification Number

For all Proposals that are prepared by Insync, the following codification scheme for proposal identification number will be used.

CodificationSchemeProposal ID

2.3.3 Version Number of a Proposal

All pages of a proposal should carry a version number. The Version No. will be x.y where the numbering starts at 1.0. In the above definition, x and y are serial numbers to be used for version numbering. The version number will have the number 1.0, when the proposal is prepared for the first time.

2.3.4 Header of a Proposal

The Header of a proposal shall contain the following information:

The following header may be used throughout the Proposal Document

Proposal for (Subject) (Prospect Name, Country) (Company Logo)

The Footer of a proposal shall contain the following information:

The following footer may be used throughout the Proposal Document.

(Customer)/Project>/D/PRP (Version No. x.y) (Page x of y)

N.B: Where ’x’ is the number of the page and ‘y’ is the total count of all the pages of the document.

2.3.6 Standard Pages in a Proposal

All Proposals should incorporate the following standard pages in this order:

2.3.7 Cover Page of a Proposal

The cover page of the Proposal should carry the following information, arranged in the order listed:

2.3.8 Table of Contents

The Table of Contents (TOC) should be generated automatically. A TOC should observe the following:

The Font Style, Font Type, and Font Size that should be used while automatically generating the TOC.

2.3.9 Executive Summary

The Executive Summary of the Proposal shall be created using appropriate Styles

2.3.10 Font Style, Font Type and Font Size

These should be uniform throughout the document.

2.3.11 Heading Name and Numbering

‘Heading Name and Numbering’ will be guided by the following rules:

2.3.12 Bullets and Numbering

Use Bullets and numbers, as much as possible. It increases the readability. While assigning the Bullets and numbers, following care should be taken:

2.4.1 Document Set up

2.4.2 Cover Page

This page will include the following detail in the given sequence:

#### 2.4.2.1 Product Name The product logo will be used here.

2.4.2.2 Module Name

The name of the module is to be specified in this style.

2.4.2.3 Manual Type

The document type is to be specified in this style. The document type includes, User Manual, System Admin guide etc.

2.4.3 Master Page

2.4.3.1 Header

Name of the chapter to be written as part of the header will be in this style. This section is applicable for all pages of the document. The Background image:

2.4.4 Content Page

2.4.4.1 TOC Title

2.4.4.2 TOC Chapter Name

2.4.4.3 TOC Heading

2.4.4.4 TOC Subheads

2.4.5 General Page

2.4.5.1 Chapter Heading

2.4.5.3 Subhead

2.4.5.4 Note Icon (same style is applicable for Tips and Caution icons)