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Unit: Web Maintenance Team
Date last updated: Sept. 20202022
Date of next review: September 20212023
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Guidelines for Procedure Writers
New and Extensively Revised Procedures
Updates and Minor Revisions
Administrative Issues
LTS Procedures Team
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- Updates and minor revisions to existing procedures can be handled in a more streamlined fashion. These are changes which comprise no more than one or two paragraphs of new text or which consist essentially of corrections to, or short replacement of existing text, with no structural changes to the procedure as a whole. When in doubt about whether a revision is major or minor, procedure writers should consult with the Documentation Coordinator before proceeding.
- After ensuring that all interested parties have signed off on the update or revision (this may or may not involve soliciting input from LTSHeads), the writer should give a provide both a digital (Word or PDF Doc preferred) and paper copy of the procedure to the Web Documentation Coordinator with changes and/or additions to text clearly annotated. If appropriate, replacement text can be submitted to the Documentation Coordinator in an email message.
- If the procedure Keeper prefers to make his or her own changes to procedures in Confluence, the "date updated" date should be changed in the "header" of the procedure, and as appropriate, the date of next review should also be changed. The procedure keeper should notify the Documentation Coordinator that annual review and/or revisions have been made so that the maintenance team's spreadsheet (see D #4 below) is kept current.
- The procedure writer or Web Documentation Coordinator will announce the change(s) on LTS-L.
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- Every LTS procedure has a "Keeper". This is usually the staff member who originally drafted the document. Each LTS procedure will be reviewed at least once each year by the Keeper of the procedure. The procedure Keeper is responsible for keeping the content and linkage of the text up-to-date.
- Procedures that are limited to work in Voyager FOLIO need be reviewed only after the library has implemented an upgrade to the entire Voyager FOLIO system. Those procedures will be reviewed for accuracy after the upgrade.
- The LTS Procedures Maintenance Team, which will initiate and monitor regular updating of the contents of the LTS site, will also act as watchdogs to ensure that all procedures are kept up-to-date, prompting procedure writers to review their work and submit revisions as LTS practices change. Procedure Keepers will be notified one month in advance of the due date for review, by members of the Procedures Maintenance Team.
The Procedures Maintenance Team will maintain a spreadsheet outlining when each procedure is due for review and tracking updates of the procedures as they occur.Anchor #D4 #D4 - Either the Documentation Coordinator or Keeper of the procedure will notify staff of the change or update by way of an email message to lts-l@cornell.edu , or to the staff involved if the procedure serves only a small number of staff. It is the responsibility of individual supervisors to ensure that staff read and understand the announcements.
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