Configuration Management for topic-based, single-source documents

[tom -dot- kohn -at- kodak -dot- com]

>From those visiting this list who use a topic-based, single-source 
technique to make documents, I would like some experiences on maintaining 
full version control (AKA configuration management) on the topics or 
documents.

We are at the beginning stages of trials of this approach. It seems to 
work well for a team of writers who contribute to the project. Our planned 
outputs include:
·  A large system-wide Operator's Guide (PDF, 350-450 pp., depending on 
the system configuration)
·  A small Safety Labels document (hardcopy, 8 pp., using information that 
also appears in the O.G.)
·  A small printer fault correction document (hardcopy, 12 pp., using 
information that's also in the O.G.)
·  A printer replacement document (hardcopy, 20 pp., using information 
that's also in the O.G.)
·  An online help for each of the 3 controller softwares, which have many 
similarities (a small amount of o.h. overlap with the O.G.)
·  A User's Guide and online help for 3 support software pieces (overlaps 
between the U.G. and o.h., and a small amount with the O.G.).

My concern for version control comes with the future. The future of this 
product includes at least two major improvements through 2010. Some 
components will change during this period also. Other products will 
include some components of this product also, primarily the 3 controller 
software subsystems.

We do not have a content management system (CMS) at this point.
·  All topic/content management comes through a database that each writer 
keeps updated while working on a topic.
·  We place topics on a network drive, and use the directory structure to 
guide where a topic should be located. (For example, we have three general 
areas: full-system, controller, printer. Each of these general areas has a 
"library" directory for general topics, and specific product directories 
for more specific topics.)
·  We haven't refined a plan to work on files while an output is being 
generated. This is becoming an issue as we get ready to make our first 
output.

We also use FrameMaker books-within-books to help in regulating access to 
(to help in finding) the correct topics. We don't use structured Frame, 
but we plan to move to structured Frame later this year, when we get a 
couple months' breathing space.

I look forward to your comments on 
·  Version control
·  Need for a content management system
·  Refinements of our process
·  What to watch out for.

Thomas G (Tom) Kohn | Technical Editor | GCG WW Versamark Engineering 
Services | 
Eastman Kodak Company | 3000 Research Blvd | Dayton, OH 45420-4003 | 
tom -dot- kohn -at- kodak -dot- com | +01 937-259-3210 Office | +01 937-271-1484 Mobile | 
+01 937-259-3784 Fax | 
www.graphics.kodak.com 
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