Naming, Numbering and Metadata Standard

6. Inside Documents

6.1 Status

Status refers to the state of a document as it moves through its life cycle.

  • Record a document's status in the document list, not inside the document, so that a document version can change status without changing its contents.
  • Derive status from the step in the document life cycle.
  • Use a watermark WIP to signify versions of documents not for review.
  • Use a DRAFT watermark for documents in the review process, not yet final.
  • The approved baseline for a set of items is the set of approved versions.
  • Use these status values:
Table Summary

The table describes the values used to indicate the status of a document: status, uncontrolled, internal and deliverable.

Status Uncontrolled Internal Deliverable
Blank   Not started Not started
DRAFT   Started
"DRAFT" Watermark
"DRAFT" Watermark
WIP N/A Started
"WIP" Watermark
"WIP" Watermark
Review N/A Review Review
Revise N/A Revise Revise
Verify N/A Specified changes were incorporated Specified changes were incorporated
Approved N/A Released Released
Superseded N/A Replaced Replaced
Obsolete N/A No longer used
Not replaced
No longer used
Not replaced

6.2 Figure and Table Numbering

  • Exclude figure captions, table of figures, table captions, and table of tables from procedure documents.
  • Use Word's automatic numbering. The first digit is the Heading Level 1 within which the figure or table was placed. The second digit is the sequential number of the figure within that section.

    Figure 6-1 - Caption
    Figure 6-2 - Caption
    Table 6-1 - Caption
    Table 6-2 - Caption

  • To use a caption, copy it from the samples above. When creating templates, include a sample of the captions so that authors do not need to create or find them.

6.3 Annexes and Appendices

  • Annexes are separate documents, subordinate to higher-level documents.
  • Appendices are internal subsections, at the end of documents and annexes, to provide supplementary information such as long tables and database reports. Appendices do not use numbered outline headings.
  • The hierarchy is document, annex, appendix.
  • Identify annexes by uppercase letters i.e. A, B, C.
  • Identify appendices by numerals i.e. 1, 2, 3.
  • Identify annexes by document, then by annex:
    • SMP Annex B v1.0.doc
    • SMP Annex B v1.2.doc
  • Restructure to reduce annexes and appendices. Make more documents stand alone (with their own title), but have an order of precedence and parent-child relationships.

6.4 Document Versions

The standard for naming

  • Standard is vR.V.
  • R is a release, one complete cycle through the deliverable review process or internal review process. A release contains one or more versions.
  • V is a version, interim iterations before an approved release. Version is incremented at the discretion of the author or at least once per version issued. Documents with the same version identification must be identical.
  • Refer to "v1.2" as "version one point two."


CMP v1.2
CMP v1.3
CMP v2.0

CVS tracks versions of custom software CIs and documents internally so that we will exclude version identification in software and document file names stored in CVS. We document the version inside software files and in the Revision History section of documents.

6.5 Software Versions

The standard for software version numbering is as follows:

RR.VV.BB [yyyy-mm-dd][hh:mm]

Software versions: Describes the standard for software version numbering.
Element Description
RR Two-digit, sequential, positive integer, excluding leading zeros for the release
. Fixed separator
VV Two-digit, sequential, positive integer, excluding leading zeros for the minor version
BB Two-digit, sequential, positive integer, excluding leading zeros for the patch build
" " (space) Fixed separator
yyyy-mm-dd Date stamp for individual components of software
hh:mm Time stamp for individual components of software

Software version identification typically does not apply to file names. Version identification is recorded inside the source code, in Help About screens (if any), meta tags, etc.

Selecting the correct versions of code for builds is performed by the software source code control system (CVS) with labeled versions of each file.


2.0.1 Build 1 of release 2.0

6.6 Software Baselines

Baselines are named according to the following syntax:

<Product> + "_" + <Release> + "-" + <Type>


<Product> will be AIMS. It can assume other values, as required.
<Release> is a numeric separated with periods.
<Type> will be one of {F, A, D, P} denoting {Functional, Allocated, Development, Product}.

For example, the AIMS R2 Functional Baseline will be named:


6.7 Numbers in Spreadsheets

Microsoft Excel can control how numbers are displayed through custom formatting. Custom formatting is performed in four parts, based on the cell value: positive; negative; zero; text. To access custom formatting, select a range of one or more cells and select Format | Cells | Number | Custom.

Paste the custom format specifications into the field Type.

Dollar signs are used for the first number of several in a column of numbers and for totals:

_($* #,##0.00_);_($* (#,##0.00);_($* "-"??_);_(@_)

Numbers without dollar signs are used for the second and subsequent numbers in a column of numbers:

_(* #,##0.00_);_(* (#,##0.00);_(* "-"??_);_(@_)

These formats are independent of font, border, alignment, pattern and other cell formatting.

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