X3T9.2/92-084R1 To: Membership of X3T9.2 From: Lawrence J. Lamers Maxtor Corporation Date: May 5, 1992 Subject: Preparing Documents for Committee Mailings This document offers guidelines for preparing documents for committee mailings. The latter part of this document also covers electronic versions of documents for use on the SCSI BBS. John Lohmeyer has requested that I take over the committee mailings. In order to do this task in an efficient manner and meet the requirements stated in X3/SD-2, "Organization, Rules and Procedures of X3", the following guidelines should be adhered to in preparing documents for X3T9.2 committee mailings. 1) Document Numbers: All documents that are received from committee members for the mailing require a document number. You can get a document number assigned by contacting me. The information needed is your name, company, and subject. The document number should be in the upper right-hand corner of each page of the document that is submitted for the mailing. Note that the documents that are actually distributed to the membership at a meeting are not required to have document numbers. 2) The document submitted for the mailing should be a full-sized, single- sided original. The document must be of suitable quality for archival storage via microfilm. Documents should be of laser printer quality, a dot matrix printer output or fax output is not acceptable. 3) The document submitted for the mailing should have sequential page numbers in lower right-hand corner of each page (including page 1). If you submit a document that has a cover letter then the cover letter is page 1 and the remaining pages are numbered 2, 3, etc. Having the page numbers done correctly will be a significant aid in maintaining the archives and preparing the mailings. 4) The document submitted for the mailing should be in a 10-point or greater font. Small fonts do not reproduce or microfilm well. 5) Each document should have a header section on the first page stating the author's name, the date, and up to a 50-character subject statement. 6) It would be nice if the first paragraph of each document was an abstract or synopsis of the document. This is a great aid to folks on the committee, especially if the document is long. Page 1 of 2 X3T9.2/92-084R1 7) Documents should have 1-inch margins, left, right, top and bottom. This will make your mailing much easier to use. Mailings are three-hole punched, and copied back to back so if there is not sufficient left and right margin information will be lost. Also a consecutive page number is added to the document during preparation of the mailing in the middle of the bottom margin. 8) Presentations given at meetings that are submitted for the mailing should have a cover letter explaining the subject matter. Since presentations are usually low density as to printing content, the document submitted for the mailing should be two- or four-up per page. Use your judgement, if the presentation pages have a great deal of complexity a one-up copy is best. 9) For use on the SCSI BBS it is requested that each document be submitted in electronic form also. If it is a simple document it should be submitted in ASCII text form, no more than 80 characters per line. If it is a more complex document than it should be submitted as an RTF file and an EPS file. The RTF file is the rich text format (RTF) document interchange format specified by Microsoft Word (Mac users should select the RTF/DCA option). The EPS file is the encapsulated postscript format (EPS) that can be copied to a postscript printer. The recommended printer driver to generate an EPS file is the plain vanilla Apple Laserwriter. Graphics, especially those destined for draft standards, are best handled within the X3T9.2 committee as DXF files. 10) Points of Contact: If the document is addressed to the "Membership of X3T9.2" I will assume that you want it in the next mailing. If the document is addressed to me then I will assume it is a matter for the X3T9.2 Secretary's attention and will not automatically go into the next mailing. Lawrence J. Lamers Secretary, X3T9.2 TEL: 408-432-3889 Maxtor Corporation FAX: 408-432-3833 MS A639 CID: 71540,2756 150 River Oaks Parkway Internet: 71540.2756@compuserve.com San Jose, CA 95134-1983 Page 2 of 2