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EDITING OF CARIRl's REPORTS CAR.SOP.17
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ST AND ARD OPERATING PROCEDURE

FOR

EDITING OF CARIRl's REPORTS

CARIRI CONTROll~D DOCUMENT

NOT TO BE COPIED

Authorised by: Chief Executive Officer

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DOCUMENT HISTORY

Date of
Pg # Section Comment/Reason for Change Brief Description of Change
Change

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1.0 PURPOSE

This procedure 1s established to ensure that a structured editing system is used for all
CARIRI's Reports from non-routine tests and services so that quality and timeliness of
delivery are maintained.

2.0 SCOPE

All reports from non-routine tests and services, and only from routine tests/services where
requested by Executive Management.

3.0 RESPONSIBILITIES

The Chief Executive Officer has overall responsibility for ensuring this procedure is followed.

The Project Chief/ Section Head is responsible for

• Ensuring that the draft report is prepared and submitted to the Editing Coordinator at least
three - five days before the finalisation date.
• Ensuring that only edited repo1is are submitted to clients

The Editing Coordinator is responsible for:

• Adhering to all editing rules during the Editing process

• Selecting and assigning editors
• Ensuring edited reports are returned to the Project Chief/Section Head by the finalisation
date
• Maintaining the Editors' Comments Forms
• Obtaining Editors signatures for final reports.

4.0 REFERENCES

4.1 Business Process Manual Section 8 - Core Processes

4.2 CARIRl Publications Style Manual - Work Instructions

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5.0 DEFINITIONS

5.1 Technical Editor: This editor acts at the level of the technical/scientific/subject matter expert
and is chosen on the basis of working knowledge of the particular area.

5.2 Literary Editor This editor is concerned with the language, style, format and presentation than
with details of the content of the document.

5.3 Client Editor: This editor plays the role of the client; he/she reads the report as if he/she is the
eventual recipient of the report and paid for the work to be done.

5.4 Delivery Date: Date document is promised to the client.

5.5 Report Finalisation Date: At least two days before Delivery Date.

5.6 No. of Pages: Total number of pages of a report including appendices.

PROCEDURE

INPUT
• Approved Draft Report

OUTPUT
• Approved Final report (with all required signatures)

6.3 PROCESS

A. Reports from on-Routine Tests/Services

1. Editing is conducted against the requirements of the CARIRI Publications Style Manual.
2. The draft document to be edited is sent by the Project Chief or Section Head to the Editing
Coordinator or designate at least three working days (for reports up to 20 pages) or five
working days (for reports over 20 pages) before finalization date. Exceptions to this must
be discussed and a1rnnged with the Editing Coordinator.

3. The Editing Coordinator may assign the editors in consultation with the Project Chief or
Section Head.

4. The document is forwarded to the Editors via an appropriate medium ("hard" or "soft"
copy).

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5. The Editors return the completed Editorial Comments Form (CAR.F.29) to the Editing
Coordinator via an appropriate channel.

6. The forms are then forwarded to the Project Chief or Section Head for finalisation. The
Editing Coordinator maintains a record of all Editors Comments Forms.

7. When the document is finalised and signed by the Project Chief and author it is returned to
the Editing Coordinator to obtain the signatures of the editors.

8. When all three Editors sign the document, it is then returned to the Project Chief or Section
Head to obtain Executive Managements' approval and dispatched to the client.

9. A copy of the Final Report is made available to the Quality Services Department for
retention by the Section Head or Project Chief via an appropriate medium.

B. Repo1is from Routine Tests/ Services

I. Instances arise where a request for editing of a report for routine test/services is initiated by
Executive Management, Process A is implemented upon receipt of the request.

DOCUMENTED INFORMATION
• Editorial Comments Form (CAR.F.29)

Note: Fom1 can be found on the All Staff Drive (J:\FORMS\General Forms)

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