WEBSITE HELP AND TIPS
Document Version Control
(for active MMC members only) |
HOW TO POST EVENT FLYERS AND
OTHER DOCUMENTS ON THIS WEBSITE:
(Version 02.09.18)
1) Email your
document to the webmaster. The document can be in
almost any form: PDF, Word, Excel, PowerPoint, etc.
The webmaster will rename
the document and create a PDF (Portable
Document Format) suitable for posting on the website.
He'll upload the PDF to the website and establish all
appropriate links to it throughout the website.
Note:
Apple users must save their document in an equivalent
Microsoft version, or provide a PDF.
2)
All posted documents MUST have
some form of issue control in the body of the
document. (Just like this document has -scroll up to
the title!).
You can use a date, issue number, revision
number or whatever works for you,
but it must be in the
body of the document, preferably at the top of the page
with the title, or as a footnote at the bottom. Please
do not make this hard to find by burying it in the text.
The
Best Practice
for event FLYERS is to always start with 'VERSION 1' in the
bottom right hand corner of the flyer. Any change
then becomes 'VERSION 2'
Relying on the name of your file
or the properties of that file is inadequate, since neither
of those will be available to the final viewer of the PDF on
the website.
Why issue control, you might ask?
Well, once a document is posted on the website you no longer
have any control over what people will do with it. For
example, they may:
-view it on a computer, laptop or
mobile device.
-print it and perhaps stick it to the
refrigerator with a magnet.
-file a printed copy.
-post it on a public bulletin board somewhere.
-save it
to a computer or mobile device.
-attach it to an email
and send it to countless other people.
-create a link to
it in another website.
-and other, more creative things!
It is imperative that people be able to distinguish one
version from another! Never assume that your original
version will never be updated!
So, when you
eventually find an error in your document, edit your
original, change it's issue date, and email the revised
version to the webmaster. Politely request that he
update the copy of your document on the website as soon as
he can. The webmaster will let you know when that has
been done.
3) Lastly, this is not an unusual request.
Think of all the documents you interact with on a regular
basis. Nearly all of them have some form of issue
control that establishes the version that you are looking
at:
-newspapers and magazines
-all receipts
-bank
and credit card statements
-many webpages, especially if
they contain time sensitive info.
-checks
-order
confirmations from websites (think Amazon.com)
-and
almost everything else
Disclaimer: Documents must be
approved by the current Board of Directors and the Webmaster
prior to posting.
The Webmaster will not edit your
document in any way. You
are the keeper of the original and must make all changes.
Documents without proper issue
control will not be posted.
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