Post 20: CEN-CENELEC Guide 17 "Guidance document for standard writers taking into account SME needs"

CEN-CENELEC Guide 17 provides advice and recommendations on standardization principles and policies and offers guidance to standards writers.

Guide 17 contains tips, guidelines and examples for standards writers outlining how they can ensure that the standards they develop are relevant to micro, small and medium sized enterprises who, whilst not always  involved in the writing of standards, wish to use them. It is important that where direct participation of SMEs is not possible in the development process of a standard, this does not become a barrier for the SME to use the standard.

The Guide also encourages standards writers to think further about a whole range of issues, including those outlined below.

When preparing New Work Items, check the market relevance of the proposed standard and know who your stakeholders are.

v  Before proposing a new work item, the proposer should assess the need for the European Standard.

v  A wide consultation of all possible stakeholders should take place in order to assess their needs or interest in a proposed standard.

v  Do SMEs have particular needs in the development and drafting process?

When preparing the standard, think about any costs for implementing the standard which may result in it not being cost-effective e.g.

v  Consequences of changes in technology.

v  Will costs for buying new equipment, training, testing and hiring consultants put extra constraints on SMEs?

v  Consider the availability of elements required such as technology, testing equipment, testing laboratories, IPR etc.

There are several things standard writers can do to help SMEs when writing standards:

v  Add examples and explanations.

v  Explain why the standard is necessary, why it is created or revised.

v  Specify the type of business covered by the standard, outline the range of products or services to which the standard is applicable.

v  Do not cover issues outside the scope of the standard.

Tips for the structure and presentation of the content of the standard:

v  Keep your standard short and if needed divide it into parts.

v  Make it clear and easy to read for those that did not participate in the writing process. Something as simple as a clear layout may do wonders for the reader.

v  Include charts, graphics, drawings.

v  Give examples, either in the main text or in an annex.

v  Use simple language (this is also the case for translations of standards), avoid abbreviations or explain them. If you have to use difficult or complicated words then define them.

v  If you refer to normative documents, make sure they are publicly available.

Don't forget when reviewing standards:

v  If a standard is revised, indicate significant technical changes in the Foreword and give the reason for revision.

v  Where a European Standard introduces a completely new requirement or call for best practice, think about extending the date of withdrawal. It may be necessary for the SME to buy new equipment, to train staff etc.

v  If an area of standardization is particularly complex (e.g. because of legislation), then standard writers can consider the creation of an additional guidance document e.g. an implementation manual.

How can you measure whether your standard is in line with Guide 17?

At the end of the Guide, there is a checklist so that standards writers can check whether they have considered the needs of SMEs during the drafting of a new or revised standard.

And for International Standards?

ISO adapted CEN-CENELEC Guide 17 in April 2013 and it is currently submitted to the ISO-IEC voting procedure to become ISO-IEC Guide 17, with a deadline of January 2015.

The Guides can be freely downloaded from:

• http://www.cencenelec.eu/sme/smenews/Pages/guide17.aspx (available in 27 languages!)
• http://www.iso.org/iso/PUB100342.pdf

Any questions? Please drop us a comment by clicking on the button below!

Next week there will be a special post about feedback on the blog.

Ingrid Soetaert,
Programme Manager
Innovation

(isoetaert@cencenelec.eu)

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.

Post 19: Introducing Anne Clausse

Introducing…

Anne Clausse – Officer  – Publications Standards – CCMC

 

Tell us a bit about yourself.

Hello, my name is Anne Clausse, I'm from Belgium and I have been working as an editor in CCMC since 1998. Before that, I worked as assistant for consultants involved in European legislation about chemicals (a broad subject !).

My main activities in CCMC are editing drafts, preparing draft & final draft parallel ISO ballots in line with the Vienna Agreement, processing voting reports, preparing CENELEC publications in parallel with IEC and CEN publications in parallel with ISO, and handling late translations for CEN and CENELEC. I also help Olivier to handle Consultants’ assessments and mission requests.

I spend my free time reading novels, walking and visiting exhibitions, my favourite ones being about impressionist painters.

What are you working on right now?

Right now, I am preparing a correction notice to a published European Standard where a mistake has been spotted.

What are the possibilities to correct standards?

When the publication is still under the translation procedure, an editor introduces the needed correction(s) in the standard and prepares a comments sheet listing the change(s) brought to the document. The revised text and the comments sheet are made available to translators via the eTrans system for CEN documents, and by email for CENELEC documents.

If a mistake is spotted in a published standard within 1 month of it being published, then the revised text can be circulated together with a Correction Notice. This Correction Notice contains the identification of the document, the language version(s) concerned and a description of the change(s) brought. The revised publication and the Correction Notice are distributed in the CEN system via the Weekly Output and on eTrans or, for CENELEC documents, uploaded on the FTP server together with an email notification.

If a mistake is spotted in a published standard published over 1 month ago then the correction is handled by CCMC issuing a Corrigendum.  A Corrigendum is a separate document that contains a description of the mistake and how it should be corrected.

It is important to note that Corrigenda are not issued to correct errors that can be assumed to have no consequences in the application of the publication, for example minor printing errors.  Corrigenda correct mistakes which could lead to incorrect or unsafe application of the publication.  Corrigenda are not issued to update information that has become outdated since publication.

Suspected technical errors shall be brought to the attention of the secretariat of the technical committee concerned. After confirmation by the secretariat and chair, in consultation with the WG convenor and, if necessary, with the responsible technical body, the secretariat shall submit to CCMC a proposal for correction, with an explanation of the need to do so.

In general, a corrigendum will not be issued for a European Standard that is older than 3 years.

Did you know?

CCMC log the origins of corrigenda with the aim to identify potential preventative measures to avoid mistakes reoccurring in the future.

Anne Clausse (aclausse@cencenelec.eu)

 

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.

 

Post 18: Hanging paragraphs, clause numbering and lists

a)  Hanging paragraphs

When a paragraph is mentioned under a clause or a subclause without having a numbered heading in the line above, while the paragraphs after have a numbered heading, this is what we call a hanging paragraph.

According to the InternalRegulations Part 3, the drafters of European deliverables need to avoid the use of "hanging paragraphs" since reference to them is ambiguous.

EXAMPLE:

In the following example, the hanging paragraphs indicated cannot be uniquely identified as being in "Clause 5" since strictly speaking the paragraphs in 5.1 and 5.2 are also in Clause 5. To avoid this problem it is necessary to identify the hanging paragraphs as subclause "5.1 General" (or other suitable title) and to renumber the existing 5.1 and 5.2 accordingly (as shown), to move the hanging paragraphs elsewhere, or to delete them.

When drafting a standard it is very important that you don't let any hanging paragraphs find their way into the text.  When we correct these during our editing, we also have to update any cross references within the text and these kind of updates are fraught with risks, especially in texts with many cross references.

However, there are instances where a hanging paragraph is allowed!  These are explained below:

1)  "Terms and definitions"

The introductory text under the clause "Terms and definitions" is not considered to be a hanging   paragraph, as described in 5.2.4 of (InternalRegulations Part 3), as the terms and definitions are a definitions list and not a series of subclauses.

EXAMPLE: 3  Terms and definitions For the purposes of this document, the terms and definitions given in IEC 60050-161 and the following apply. 3.1 building penetration loss ability of buildings, in which networks for distribution of television and sound are located, to attenuate the influence of electromagnetic fields from outside the buildings or to suppress the radiation of electromagnetic fields from inside the buildings

2)  "Reagents"

Under the clause "Reagents", the introductory text explaining the general provisions is not a hanging paragraph since the list detailing the reagents and/or materials is not a series of subclauses but a list.

Each reagent and/or material entry shall be numbered for purposes of cross-referencing, even if there is only one.

EXAMPLE: 3 Reagents Use only reagents of recognized analytical grade and only distilled water or water of equivalent purity. 3.1 Cleaning medium, for example methanol or water containing a few drops of liquid detergent.

3)  "Apparatus"

Under the clause "Apparatus", the paragraph introducing the list of the apparatus used in the document is not a hanging paragraph.

The rules for the structure, numbering and presentation of the "Apparatus" clause are identical to those for the "Reagents and/or materials" clause.

b)  Clause numbering

The clauses in a European deliverable need to be numbered with Arabic numerals followed by a title. The numbering begins with 1 for the "Scope" clause and is continuous up to but excluding any annexes. The clause is put on a line separate from the text that follows it.

In case of a need for subdivision, a primary numbered subclause with Arabic numerals is used (e.g. 5.1, 5.2, etc.), which may itself be divided into secondary subclauses (e.g. 5.1.1, 5.1.2, etc.), and this process of subdivision may continue up to the fifth level (e.g. 5.1.1.1.1.1, 5.1.1.1.1.2, etc.). See below:

Subclauses should preferably be given a title, which is placed immediately after its number, on a line separate from the text that follows it. Within a clause or subclause, the use of titles is uniform for subclauses at the same level, e.g.: if 10.1 has a title, 10.2 shall also have a title.

There is no need to create a subclause unless there is at least one further subclause at the same level. For example, text in Clause 10 shall not be designated subclause "10.1" unless there is also a subclause "10.2".

c)   Lists

Lists occurring in the European deliverable need to be introduced by a sentence as shown in Example 1):

EXAMPLE 1: The following basic principles shall apply to the drafting of definitions. a)     The definition shall have the same grammatical form as the term:                    1)  to define a verb, a verbal phrase shall be used;                    2)  to define a singular noun, the singular shall be used. b)     The preferred structure of a definition is a basic part stating the class to which the concept belongs, and      another part enumerating the characteristics that distinguish the concept from other members of the class.

Or by a complete grammatical proposition followed by a colon (see Example 2):

EXAMPLE 2: No switch is required for any of the following categories of apparatus: —     apparatus having a power consumption not exceeding 10 W under normal operating conditions; —     apparatus having a power consumption not exceeding 50 W, measured 2 min after the application of any of the fault conditions; —     apparatus intended for continuous operation.

Or by the first part of a proposition without a colon (see Example 3), completed by the items in the list:

EXAMPLE 3: Vibrations in the apparatus may be caused by —     unbalance in the rotating elements, —     slight deformations in the frame, and —     aerodynamic loads.

To ease identification, each item in a list needs to be preceded by a dash, a bullet or a lower case letter followed by a parenthesis. If it is necessary to further subdivide an item in the latter type of list, the Arabic numerals followed by a parenthesis need to be used, as mentioned in Example 1.

It may be preferable not to continue a sentence after the end of the type of list given in Example 3. Key terms or phrases may be composed in distinctive type to call attention to the subject matter dealt with in the various list items (see Example 1). Such terms or phrases shall not be listed in the table of contents; if it is necessary that they be included in the table of contents, they shall not be presented as list items but as subclause titles.

Any questions? Any related difficulty? Please drop us a comment by clicking on the button below!

Next week we're covering CEN-CENELEC Guide 17.

Hayat Amrani Jai (hamrani@cencenelec.eu)

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.

Post 17: Introducing Cynthia Palagi

Introducing…

Cynthia Palagi – Administrator – Publications Standards – CCMC

 

Tell us a bit about yourself.

My name is Cynthia Palagi and I am from Belgium. I spend most of my free time reading, baking and taking Zumba classes, but I also love travelling and meeting friends whenever possible. I have been working at CCMC as an editor for almost 8 years.

What are you working on right now?

I am finalizing the publication of a European Standard (EN).

What does that involve?

Well, once a vote on an EN is closed, all the comments received are compiled in a voting report. The editor responsible for the finalization of the text will go through all of the comments and make the necessary changes whenever needed. At this stage of the process, only editorial changes will be taken into account as no technical changes are allowed on ENs approved by the Members after the closure of the vote.

Once the document has been finalized, I will send it to the responsible TC Secretary for a 3-week proofing period during which the Secretary has to approve  the document and/or make any comments for improvement. At the moment, I am working with a colleague to assess how we can improve this part of the process in order to avoid too much delay in the publication process.

Once I've received the final approval from the TC Secretary, the finalized text is sent to DIN/DKE and AFNOR translators for a 4-week translation period, after which the standard will be published.

Cynthia Palagi (cpalagi@cencenelec.eu)

 

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.

 

Post 16: Symbols, quantities, units and abbreviated terms

Quantities, units and their symbols, graphical symbols and abbreviated terms are widely used in European Standards with technical content, and they are very helpful to ease the reading of the standard. However, there are many different ways to write the same thing! This is why the rules for drafting European Standards (Internal Regulations Part 3) require symbols and abbreviated terms to be consistent in all standards. Using relevant excerpts from the Internal Regulations Part 3, this post will give an overview of the provisions available to reach that target:

      ·         How and where do I give the explanation of symbols and abbreviated terms?
      ·         How do I write quantities, units, symbols and abbreviated terms?
      ·         Which symbols and units can be used (and which ones should be avoided)?
      ·         What about graphical symbols?
      ·         Where can I find more documentation ?

How and where do I give the explanation of symbols and abbreviated terms?

The explanation of symbols and abbreviated terms necessary for the understanding of the document may be centralized in a separate clause, but it is also possible to combine it with the terms and definitions (e.g. "Terms, definitions, symbols, units and abbreviated terms").

EXAMPLE 1

3              Terms, definitions, symbols, units and abbreviated terms
3.1          Terms and definitions
………
3.2          Symbols, units and abbreviated terms
………

When a separate clause is necessary, it is preferable to place it just after the terms and definitions clause. It is recommended to list the symbols and abbreviated terms in alphabetical order, with upper case letters before lower case letters, and Latin letters before Greek letters.

The explanations can also be scattered throughout the text, in defined terms, after formulae (see our blog 14 about formulae) or in a figure key.

If a list of abbreviated terms is not given in the document, then the first time that an abbreviated term is used, the full term shall be given with the abbreviated term following in parentheses.

When the symbol or abbreviated term is included in a definition, it shall be placed on a new line after the preferred term. Information regarding the units applicable to a quantity shall be given in a note to entry.

EXAMPLE 2

3.2.6
measuring distance
r₁
shortest distance from the surface of the appliance to the closest point of the sensor surface

Note 1 to entry:            The measuring distance is expressed in metres.

How do I write quantities, units, symbols and abbreviated terms?

When a sentence begins with an abbreviated term, which, within the sentence, would consist of several lower case letters, all the letters of the abbreviated term shall be capital letters, for example 'A.C.'.

Unit symbols shall always be in regular type and quantity symbols shall always be in italic type.

Symbols representing numerical values shall be different from symbols representing the corresponding quantities.

Space or no space ? The rule is simple: Almost all unit symbols shall be preceded by a space, with one exception: the unit symbols for degree, minute and second for plane angle shall immediately follow the numerical value.

EXAMPLE             37,5 °C for temperature but 37°5' for an angle.

In a table, the units used in a given column shall generally be indicated under the column heading. As an exception to this rule, when all units are the same, a suitable statement (for example, 'Dimensions in millimetres') shall instead be placed above the right-hand corner of the table.

In the same way, when all units for a quantity are the same in a figure, a suitable statement shall be placed above the right-hand corner of the figure.

See examples in our blogs 10 and 12 about tables and figures.

 

Which symbols and units can be used (and which ones should be avoided)?

Provisions regarding the use of symbols, abbreviated terms and units are too detailed to be fully reported here. Extensive information is available in the Internal Regulations Part 3, and in particular in its Annex I.

Amongst others provisions, let us highlight the need to use the International System of Units (SI) (ISO 80000 and IEC 80000) and a few additional units, namely minute (min), hour (h), day (d), degree (°), minute ('), second (''), litre (l), tonne (t).

Also, did you know that 'hrs', 'sec', 'rpm', 'ppm' and 'ppb' are not allowed in European Standards?

What about graphical symbols ?

Graphical symbols shall be in accordance with relevant standards, e.g. IEC 60417, IEC 60617, ISO 14617 and ISO 7000.  They need to be language neutral.

The use of graphical symbols in standards is coordinated by:

       ·         ISO/TC 145 "Graphical symbols",

       ·         ISO/TC 10 "Technical product documentation",

in collaboration with

       ·         IEC/TC 3 "Information structures, documentation and graphical symbols" and

       ·         IEC/TC 3/SC 3C "Graphical symbols for use on equipment".

The aim is to ensure that one symbol does not have more than one meaning and that the same meaning is not covered by more than one symbol.

Therefore, it is very important that a Technical Body contact the above TCs when preparing ENs that include graphical symbols.

Symbols already standardized are registered in the basic ISO catalogue standards and in the relevant database (available on the ISO Online Browsing Platform (OBP)).

It is an absolute requirement to use at least the registration number in every publication as a means of identification (e.g. ISO 7000-1135 or ISO 7010-W001).

EXAMPLE

 

 
 

Where can I find documentation?

Not enough with the above?

The Internal Regulations Part 3 provides a lot of information, in particular in the following clauses and annexes. Let's follow the guide:

·	6.3.2	Symbols and abbreviated terms with provisions about the sorting
·	6.6.2	Spelling and abbreviation of names of organizations, style, reference works and abbreviated terms
·	6.6.6.4	Units in tables
·	6.6.5.5	Choice of letter symbols, style of lettering, and labelling
·	6.6.5.6 & 6.6.5.7	Graphical symbols in mechanical engineering drawings and in diagrams
·	6.6.9	Quantities, units, symbols and signs
·	6.6.11	Values, dimensions and tolerances
·	B.5	List of International Standards on Quantities, units and their symbols
·	B.6	List of International Standards on Abbreviated terms
·	B.10 & B.22	List of International Standards on Graphical symbols, public information symbols and safety signs
·	D.4.2 & D.4.8	Symbols and abbreviated terms in definitions, Symbols for quantities and units in definitions
·	Annex I	Detailed but useful information on quantities and units

Regarding graphical symbols, a guidance document is available on the CEN website (Home page > Quick links > Business Operations Support System (BOSS) > Reference material > Guidance documents > Drafting Guidance > Graphical symbols).

Any questions? Any related difficulty? Please drop us a comment by clicking on the button below!

Next week: A little bit more about hanging paragraphs, clause numbering and lists …

 

Anne Clausse (aclausse@cencenelec.eu)

 

 

© All CCMC posted information is copyrighted by CEN and/or CENELEC.  Extracts may be used providing that the source is mentioned.

Please note that the CCMC posted information is drawn from a variety of sources already publicly available on the CEN and CENELEC websites.