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Documentation Standards

This document provides documentation standards for various types of documents, including standards, guidelines, process documents, templates, forms, and checklists. It specifies formatting guidelines such as font style and size, headings styles, indentation, pagination, headers, and footers. The standards are intended to maintain consistency across documentation at an organization.

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45 views22 pages

Documentation Standards

This document provides documentation standards for various types of documents, including standards, guidelines, process documents, templates, forms, and checklists. It specifies formatting guidelines such as font style and size, headings styles, indentation, pagination, headers, and footers. The standards are intended to maintain consistency across documentation at an organization.

Uploaded by

shravandownload
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
You are on page 1/ 22

DOCUMENTATION STANDARDS

11, Sripuri Colony, Kakaguda


Karkhana
Secunderabad-500 015
Andhra Pradesh
India

Template Version 1.1


DOCUMENTATION STANDARDS

Record of Revisions

Ver.No. Date Prepared / Approved by Description


Changed by
1.0 Feb 23, 09 Veena N JJNV Prasad Baseline

1.1 Mar 25,09 Veena N JJNV Prasad Changed the


Header title from
left to right and
modified the
header positions
in the standard

Ver.No 1.0 CIL/STD 01 Page 2 of 22


Proprietary and Confidential
DOCUMENTATION STANDARDS

TABLE OF CONTENTS

1. DOCUMENTATION STANDARDS FOR STANDARDS...........................................................................................4


2. DOCUMENTATION FOR GUIDELINES..............................................................................................................7
3. DOCUMENTATION STANDARDS FOR PROCESS DOCUMENTS...................................................................10
4. DOCUMENTATION STANDARDS FOR TEMPLATES......................................................................................13
5. DOCUMENTATION STANDARDS FOR FORMS...............................................................................................16
6. DOCUMENTATION STANDARDS for Checklists...............................................................................................17

Ver.No 1.0 CIL/STD 01 Page 3 of 22


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DOCUMENTATION STANDARDS

Ver.No 1.0 CIL/STD 01 Page 4 of 22


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DOCUMENTATION STANDARDS

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DOCUMENTATION STANDARDS

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DOCUMENTATION STANDARDS

Rotation: 0

Scale: Height: 186%


Width: 188%
<<Address of an Organization>>: Cambria 12 pt and Centered
<< Template Version No>>: Cambria 12 pt and Centered

1.2 Record of revisions


<<Record of revisions>> Cambria 12 pt, Bold, Centered and Underlined

This follows the title page,

<<Fields in Table>>: Cambria 10 pt, Bold, Top Center aligned (Using Cell Management)

Table width 6.8”; entire table should be in Center position

<<Body text in the table>>: Cambria 10 pt, Center

1.3 Table of Contents


All the chapter numbers, names and the main headings within each chapter or section must be
included here. Header and footer are defined on this page. It is recommended to have up to 3 levels of
TOC in the Table of Contents.

<<Table of Contents>>: Cambria 12 pt, Bold, Center aligned and All Caps
<<TOC 1>>: Cambria 10 pt, Bold, Left aligned and All caps
<<TOC 2>>: Cambria 10 pt, Left aligned and All caps
<<TOC 3>>: Cambria 10 pt, Left aligned, Inclined and All caps

1.4 Content of the document


<<Heading 1>>: Style should be Heading 1, Cambria 12 pt, Bold, Left aligned,
Spacing: Before - 6pt and After – 6 pt,
Line spacing – Single;
Indentation:
Left: 0”, Hanging 0.25”
Tabs: 0.25”

<<Heading 2>>: Style should be Heading 2, Cambria 11 pt, Bold and Left aligned

Spacing: Before - 6pt and After – 6 pt,


Line spacing – Single;
Indentation: Left: 0.1”, Hanging: None
Tabs: 0”

<<Heading 3>>: Style should be Heading 3, Cambria 11 pt, Bold and Left aligned

Ver.No 1.0 CIL/STD 01 Page 8 of 22


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DOCUMENTATION STANDARDS

Spacing: Before - 6pt and After – 6 pt,


Line spacing – Single;
Indentation: Left: 0.2”, Hanging: 0.3”
Tabs: 0”

<<Body text>>: Cambria 10pt, Justified

<<Bulleted points - First level>>: Cambria 10 pt, Bulleted,


Spacing: Before - 6pt and After – 6 pt,
Line spacing – Single;
Indentation: Left: 0.5”, Hanging: 0.25”
Tabs: 0.75”

<<Bulleted points - Second level>>: Cambria 10 pt, Bulleted,

Spacing: Before - 0pt and After – 0 pt,


Line spacing – Single;
Indentation: Left: 0.8”, Hanging: 0.25”
Tabs: 1.05”

First level: 1, 2, 3,… (can be a chapter number or a section number)


Second level: 1.1, 1.2, 1.3, ... (sub-sections of the chapter number or main heading)
Third level: 1.1.1, 1.1.2, 1.1.3, ..

A maximum of 3 levels in the legal numbering format is recommended.

Fourth level:  bullets with proper indentation


Fifth level: o bullets with proper indentation

1.5 Headers

Set the Header and Footer size in the Page Setup to 0.5”

<<Logo>>: Left top most side with height 0.46” & Width 0.84”

<<Name of the standard>> Cambria 10 pt , Right aligned top most side and All Caps, Bold

And Header should be Bottom Bordered

<<NAME OF THE STANDARD>>

Ver.No 1.0 CIL/STD 01 Page 9 of 22


Proprietary and Confidential
DOCUMENTATION STANDARDS

1.6 Footers

The footer should provide the following information:

Ver.No 1.0 CIL/STD 01 Page X of Y

Proprietary and Confidential

<<Ver.No 1.0>>: Version number for the content of the template;

<<CIL/STD 01>>:

<<CIL>>: CIL is identified from first letters of Cybermate Infotek Limited;

<<STD>>: Stands for Standard;

<<01>>: 01 is the serial no in the Standards listing (Alphabetic order)

<<V1.0>>: Version number;

<<Footer>>: Cambria 10 pt, Bold, And Footer should be Top Bordered

Continuous page numbering should be followed throughout the document, starting with page number 1 at
section 1. Header and Footer will starts from second page of the document

2. DOCUMENTATION FOR GUIDELINES

2.1 Title Page


The title page shall be included at the beginning of each document/set. Headers and footers are
suppressed on this page.

The Title Page should provide the following details:

Title page should contain Border with the following properties; (Insert  PictureAuto shapesBasic
charts)
Colors and Lines:
Color: Black
Weight: 3 pt
Size:

Size and Rotate: Height: 8.5”


Width: 6.5”
Rotation: 0
Scale: Height: 100%
Width: 100%
<<Name of the Guideline>>: Cambria 16 pt, Bold, Centered and All capitals
<<Organization logo>>: Cambria 14 pt, Centered

Ver.No 1.0 CIL/STD 01 Page 10 of 22


Proprietary and Confidential
DOCUMENTATION STANDARDS

Size and Rotate: Height: 0.85”


Width: 1.58”
Rotation: 0

Scale: Height: 186%


Width: 188%
<<Address of an Organization>>: Cambria 12 pt and Centered
<< Template Version No>>: Cambria 12 pt and Centered

2.2 Record of revisions


<<Record of revisions>> Cambria 12 pt, Bold, Centered and Underlined

This follows the title page,

<<Fields in Table>>: Cambria 10 pt, Bold, Top Center aligned (Using Cell Management)

Table width 6.8”; entire table should be in Center position

<<Body text in the table>>: Cambria 10 pt, Center

2.3 Table of Contents


All the chapter numbers, names and the main headings within each chapter or section must be
included here. Header and footer are defined on this page. It is recommended to have up to 3 levels of
TOC in the Table of Contents.

<<Table of Contents>>: Cambria 12 pt, Bold, Center aligned and All Caps
<<TOC 1>>: Cambria 10 pt, Bold, Left aligned and All caps
<<TOC 2>>: Cambria 10 pt, Left aligned and All caps
<<TOC 3>>: Cambria 10 pt, Left aligned, Inclined and All caps

2.4 Content of the document


<<Heading 1>>: Style should be Heading 1, Cambria 12 pt, Bold, Left aligned,
Spacing: Before - 6pt and After – 6 pt,
Line spacing – Single;
Indentation:
Left: 0”, Hanging 0.25”
Tabs: 0.25”

<<Heading 2>>: Style should be Heading 2, Cambria 11 pt, Bold and Left aligned

Spacing: Before - 6pt and After – 6 pt,


Line spacing – Single;
Indentation: Left: 0.1”, Hanging: None
Tabs: 0”
Ver.No 1.0 CIL/STD 01 Page 11 of 22
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DOCUMENTATION STANDARDS

<<Heading 3>>: Style should be Heading 3, Cambria 11 pt, Bold and Left aligned

Spacing: Before - 6pt and After – 6 pt,


Line spacing – Single;
Indentation: Left: 0.2”, Hanging: 0.3”
Tabs: 0”

<<Body text>>: Cambria 10pt, Justified

<<Bulleted points - First level>>: Cambria 10 pt, Bulleted,


Spacing: Before - 6pt and After – 6 pt,
Line spacing – Single;
Indentation: Left: 0.5”, Hanging: 0.25”
Tabs: 0.75”

<<Bulleted points - Second level>>: Cambria 10 pt, Bulleted,

Spacing: Before - 0pt and After – 0 pt,


Line spacing – Single;
Indentation: Left: 0.8”, Hanging: 0.25”
Tabs: 1.05”

First level: 1, 2, 3,… (can be a chapter number or a section number)


Second level: 1.1, 1.2, 1.3, ... (sub-sections of the chapter number or main heading)
Third level: 1.1.1, 1.1.2, 1.1.3, ..

A maximum of 3 levels in the legal numbering format is recommended.

Fourth level:  bullets with proper indentation


Fifth level: o bullets with proper indentation

2.5 Headers

Set the Header and Footer size in the Page Setup to 0.5”

<<Logo>>: Left top most side with height 0.46” & Width 0.84”

<<Name of the standard>> Cambria 10 pt , Right aligned top most side and All Caps, Bold

And Header should be Bottom Bordered

<<NAME OF THE GUIDLINE>>

Ver.No 1.0 CIL/STD 01 Page 12 of 22


Proprietary and Confidential
DOCUMENTATION STANDARDS

2.6 Footers

The footer should provide the following information:

Ver.No 1.0 CIL/GDL 01 Page X of Y

Proprietary and Confidential

<<Ver.No 1.0>>: Version number for the content of the template;

<<CIL/GDL 01>>:

<<CIL>>: CIL is identified from first letters of Cybermate Infotek Limited;

<<GDL>>: Stands for Standard;

<<01>>: 01 is the serial no in the Guidelines listing (Alphabetic order)

<<V1.0>>: Version number;

<<Footer>>: Cambria 10 pt, Bold, And Footer should be Top Bordered

Continuous page numbering should be followed throughout the document, starting with page number 1 at
section 1. Header and Footer will starts from second page of the document

3. DOCUMENTATION STANDARDS FOR PROCESS DOCUMENTS

3.1 Title Page


The title page shall be included at the beginning of each document/set. Headers and footers are
suppressed on this page.

The Title Page should provide the following details:

Title page should contain Border with the following properties; (Insert  PictureAuto shapesBasic
charts)
Colors and Lines:
Color: Black
Weight: 3 pt
Size:

Size and Rotate: Height: 8.5”


Width: 6.5”
Rotation: 0
Scale: Height: 100%
Width: 100%
<<Name of the Process>>: Cambria 16 pt, Bold, Centered and All capitals
Ver.No 1.0 CIL/STD 01 Page 13 of 22
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DOCUMENTATION STANDARDS

<<Organization logo>>: Cambria 14 pt, Centered


Size and Rotate: Height: 0.85”
Width: 1.58”
Rotation: 0

Scale: Height: 186%


Width: 188%
<<Address of an Organization>>: Cambria 12 pt and Centered
<< Template Version No>>: Cambria 12 pt and Centered

3.2 Record of revisions


<<Record of revisions>> Cambria 12 pt, Bold, Centered and Underlined

This follows the title page,

<<Fields in Table>>: Cambria 10 pt, Bold, Top Center aligned (Using Cell Management)

Table width 6.8”; entire table should be in Center position

<<Body text in the table>>: Cambria 10 pt, Center

3.3 Title block

3.3.1 A single lined border shall be provided with the following information

3.4 Content of the document


Process Tasks
<<Heading 1>>: Style should be Heading 1, Cambria 10 pt, Bold, Left aligned and Bold.

<<Heading 2>>: Style should be Heading 2, Cambria 10 pt, Left aligned and not Bold and not italic

<<Body text>>: Cambria 10pt, Justified

<<Bulleted points - First level>>: Cambria 10 pt, Bulleted as , Indent to be increased for one time and
Justified

<<Bulleted points - Second level>>: Cambria 10 pt, Bulleted as o, Indent to be increased for two times
and Justified

3.4.1 A document may have only sections which are further divided into sub-sections. In this case, each
section (main headings - first level) need not start on a new page.
Any document can have the following levels of information:
Ver.No 1.0 CIL/STD 01 Page 14 of 22
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DOCUMENTATION STANDARDS

First level: 1, 2, 3,… (can be a chapter number or a section number)


Second level: 1.1, 1.2, 1.3, ... (sub-sections of the chapter number or main heading)
Third level: 1.1.1, 1.1.2, 1.1.3, ..

A maximum of Three levels in the legal numbering format is recommended.

Note: The fourth and fifth levels should be used with discretion as and when necessary within
the first three levels.

3.5 Headers

Set the Header as follows with the size 0.5” in the Page Setup

Header Table width should be 6.8”

The content in the table should be Cambria 10 pt and Right aligned

<<NAME OF THE PROCESS>>

3.6 Footers

Set the Footer as follows with the size 0.5” in the Page Setup

Header Table width should be 6.8”

The content in the table should be Cambria 10 pt and Left aligned

Ver.No 1.0 CIL/PRC 01 Page X of Y

Proprietary and Confidential

Continuous page numbering should be followed throughout the document, starting with page number 1 at
section 1. Header and Footer will starts from second page of the document

4. DOCUMENTATION STANDARDS FOR TEMPLATES

4.1 Title Page


The title page shall be included at the beginning of each document/set. Headers and footers are
suppressed on this page.

The Title Page should provide the following details:


Title page should contain Border with the following properties;
Colors and Lines:

Ver.No 1.0 CIL/STD 01 Page 15 of 22


Proprietary and Confidential
DOCUMENTATION STANDARDS

Color: Black
Weight: 3 pt
Size:

Size and Rotate: Height: 9”


Width: 6.65”
Rotation: 0
Scale: Height: 100%
Width: 100%

The <<Doc No: XX/<<Prj Code>>: Cambria 14 pt, bold, Right aligned

<<Project Name>>: Cambria 14 pt, Bold, Centered and Title case capitals

<<Name Of The Template>>: Cambria 14 pt, Bold, Centered and Title case capitals

<<Version No>>: Cambria 12 pt, Centered

<<Instruction to come here>>: Cambria 12 pt, Centered and Inclined

<<Organization logo>>: Cambria 14 pt, Centered


Size and Rotate: Height: 0.85”
Width: 1.58”
Rotation: 0

Scale: Height: 186%


Width: 188%
<<Address of an Organization>>: Cambria 12 pt and Centered

4.2 Record of revisions


<<Record of revisions>> Cambria 12 pt, Bold, Centered and Underlined

This follows the title page,

<<Fields in Table>>: Cambria 10 pt, Bold, Top Center aligned (Using Cell Management)

Table width 6.8”; entire table should be in Center position

<<Body text in the table>>: Cambria 10 pt, Center

4.3 Table of Contents


All the chapter numbers, names and the main headings within each chapter or section must be
included here. Header and footer are defined on this page. It is recommended to have up to 3 levels of
TOC in the Table of Contents.
Ver.No 1.0 CIL/STD 01 Page 16 of 22
Proprietary and Confidential
DOCUMENTATION STANDARDS

<<Table of Contents>>: Cambria 12 pt, Bold, Center aligned, Upper case

<<TOC 1>>: Font Style is TOC1; Cambria 10 pt, Bold, Left aligned, All Caps, Numbering is as 1.0; 2.0; 3.0
etc.,

<<TOC 2>>: Font Style is TOC2; Cambria 10 pt, Left aligned, All Caps, Numbering is as 1.1; 2.1; 3.1 etc.,

<<TOC 3>>: Font Style is TOC3; Cambria 10 pt, Left aligned, All Caps, Numbering is follows as 1.1.1;
2.1.1; 3.1.1 etc.,

4.4 Content of the document


<<Heading 1>>: Style should be Heading 1, Cambria 14 pt, Bold, Left aligned and All Caps

<<Heading 2>>: Style should be Heading 2, Cambria 12 pt, Bold and Left aligned and All Caps

<<Heading 3>>: Style should be Heading 3, Cambria 11 pt, Bold and Left aligned and All Caps

<<Heading 4>>: Style should be Heading 4, Cambria 10 pt, Bold and Left aligned and All Caps

<<Body text>>: Cambria 10pt, Justified

Tables in the content of document:

Cambria 10 pt, Bold, Center aligned (Using Cell Management)


Table width 6.8”; entire table should be in Center position

<<Bulleted points - First level>>: Cambria 10 pt, Bulleted, Indent to increased for one time and
Justified

<<Bulleted points - Second level>>: Cambria 10 pt, Bulleted, Indent to increased for two times and
Justified

4.4.1 A document may have only sections which are further divided into sub-sections. In this case, each
section (main headings - first level) need not start on a new page.

Any document can have the following levels of information:

First level: 1, 2, 3,… (can be a chapter number or a section number)


Second level: 1.1, 1.2, 1.3, ... (sub-sections of the chapter number or main heading)
Third level: 1.1.1, 1.1.2, 1.1.3, ..

Fourth level: 1.1.1.1, 1.1.1.2, 1.1.1.4, ..

A maximum of Four levels in the legal numbering format is recommended.

Fourth level:  bullets with proper indentation


Fifth level: o bullets with proper indentation

Note: The fourth and fifth levels should be used with discretion as and when necessary within
the first three levels.
Ver.No 1.0 CIL/STD 01 Page 17 of 22
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DOCUMENTATION STANDARDS

4.5 References
References should have a serial number followed by the document name.

4.6 Appendix
Appendices should use letters, not numbers.

Example: Appendix A, Appendix B, Appendix C. If there are sections within a particular appendix, they
should be numbered with the letter of the appendix and consecutive numbers, e.g., A1, A2 etc.

4.7 Headers

Set the Header and Footer size in the Page Setup to 0.5”

<<Logo>>: Left top most side with height 0.46” & Width 0.84”

<<Name of Template>> Cambria 10 pt , Right aligned top most side and Uppercase, Bold
And Header should be Bottom Bordered

<<NAME OF THE TEMPLATE>>

4.8 Footers

The footer should provide the following information:

Ver.No 1.0 CIL//T01 Page X OF Y


Proprietary and Confidential

<<CIL>>: CIL is identified from first letters of Cybermate Infotek Limited;

<<T01>>: T for Template, 01 is the standard sequence in the list of standards documents;

<<Ver.No1.0>>: Version number;

<<CIL//T01 >> : Cambria 10 pt, Bold, Center, Uppercase


<<Page No>>: Cambria 10 pt, Bold, Right aligned and Format should be as Page X OF Y(X OF Y is in
Numerical format)
And Footer should be Top Bordered

Continuous page numbering should be followed throughout the document, starting with page number 1 at
section 1. Header and Footer will starts from second page of the document with page No 2.

5. DOCUMENTATION STANDARDS FOR FORMS

Set the Header and Footer size in the page setup to 0.5.

Ver.No 1.0 CIL/STD 01 Page 18 of 22


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DOCUMENTATION STANDARDS

<<Organization logo>> It should be Left aligned (in First Row and First Column) with the following
properties;

Size and rotate: Height: 0.46” and Width: 0.84”

Rotation: 0

Scale: Height: 100% and Width: 100%

<<Name of the Form>>: Cambria 10 pt, Bold, Left Align and Title case

<<Instruction to come here>>: Cambria 12 pt, Centered and Inclined

Main body of the form

This will have items for data entry. These will be in Title case; Cambria 10 pt, Bold and Centered

And the work sheet name should be as <<Name of the form>>_V # with Cambria 10 pt, Bold and Centered

5.1 Headers

Set the Header size in the Page Setup to 0.5”

<<Logo>>: Left top most side with height 0.46” & Width 0.84”

<<Name of the form>> Cambria 10 pt , Right aligned top most side and Uppercase, Bold

And Header should be Bottom Bordered

<<NAME OF THE FORM>>

5.2 Footers

The footer should provide the following information:

Ver.No 1.0 CIL//FRM 01 Page X OF Y


Proprietary and Confidential

Left Section: Empty

Center Section:

CIL/FRM 01: Cambria 10pt, Bold Centered and Upper case

Ver.No 1.0 CIL/STD 01 Page 19 of 22


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DOCUMENTATION STANDARDS

Right Section:

Page &[Page]: Cambria 10 pt, Centered and Title case

6. DOCUMENTATION STANDARDS FOR CHECKLISTS

6.1 <<Instruction to come here>>: Cambria 10 pt, Centered and Inclined


All Tables in the Check lists should be aligned to 6.8” width

6.2 First Table in the check list should contain the following details with Cambria 10 pt, Bold and
Left aligned (Using Cell Management)

 Project Code:
 Project Name:
 Components (s) and Version (s) Reviewed:

 Date of Review
 Date of Checklist Completion:
 Customer:

6.3 Second Table in the check list should contain the following details

6.3.1 <<S.No>>; <<Item>>; <<Yes/No/NA>>; <<Comments>> with Cambria 10 pt, Bold and Centered (Using
Cell Management)

<<Heading>>: It contains a set of Questions related to particular section ex: Data Usage is the section and
related question comes under Data Usage section

It should be in Cambria 10 pt, Bold and Left aligned center (Using Cell Management)

<<Body Text>>
 All Serial Numbers should be aligned to Center
 <<Questionnaire>>: Cambria 10 pt and It should be aligned to Left aligned center (Using Cell
Management)
 <<Yes/No/NA>>: The content which is going to be in this section should be in Cambria 10 pt and
Centered (Using Cell Management)

 <<Comments>>: The content which is going to be in this section should be in Cambria 10 pt, Left
aligned center (Using Cell Management)

6.4 Third Table in the check list should contain the following details with Cambria 10 pt; Bold and
Top Left aligned

All fields should be in title case and Date format should be as <<Mmm, dd, yy>>

6.5 Headers

Set the Header size in the Page Setup to 0.5”


Ver.No 1.0 CIL/STD 01 Page 20 of 22
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DOCUMENTATION STANDARDS

<<Logo>>: Left top most side with height 0.46” & Width 0.84”

<<Name of the Checklist>> Cambria 10 pt , Right aligned top most side and Uppercase, Bold

And Header should be Bottom Bordered

<<NAME OF THE CHECKLIST>>

6.6 Footers

Set the Footer size in the Page Setup to 0.5”

Footer Table width should be 6.8” and the contents in the table are Top Center aligned (Using Cell
Management)

The footer should provide the following information:

Ver.No 1.0 CIL//CHK 01 Page X OF Y


Proprietary and Confidential

<<CIL/Process area name to which it belongs to/CHK 01>>:

<<CIL>>: CIL is identified from first letters of Cybermate Infotek Limited;

<<CHK01>>: CHK for Checklist, 01 is the alphabetical sequence of the checklist in the list of Checklists;

<<V1.0>>: Version number;

<<CIL/ CHK01/V1.0>> : Cambria 10 pt, Bold, Center, Uppercase


<<Page X of Y>>: Cambria 10 pt, Bold, Right aligned; X; Current page number; Y Total number of pages in
the checklist; X and Y should be Numerical

Continuous page numbering should be followed throughout the document, starting with page number 1 at
section 1. Header and Footer will starts from second page of the document with page No 2.

Common Properties for all the above:

Page Setup:

 Margins:
o Top – 1”
o Bottom – 1”
o Left – 1”
Ver.No 1.0 CIL/STD 01 Page 21 of 22
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DOCUMENTATION STANDARDS

o Right – 1”
 Paper:
o Letter
o Width - 8.5”
o Height – 11”
 Lay out:
o Header – 0.5”
o Footer - 0.5”

Ver.No 1.0 CIL/STD 01 Page 22 of 22


Proprietary and Confidential

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