10   Maintaining Manuals

Written Revision Procedures

As you finish up the project, it’s a good idea to document the procedures required to maintain and revise the manual, particularly if someone else will be taking over.

While you can’t cover everything, consider writing step-by-step procedures for:

• modifying an existing section (for minor changes)
• replacing an existing section (for major changes)
• creating a new section
• reviewing and approving changes and additions
• revising the table of contents and index
• merging the mailing list to labels and cover letters

If you’ve developed an online manual, documenting the procedures is a must. Make sure you have clear written procedures for:

• modifying an existing section (for minor changes)
• replacing an existing section (for major changes)
• creating a new section
• reviewing and approving changes and additions
• revising the online table of contents and index
• making minor interface changes, such as adding new buttons
• uploading to the server
• managing the site

Also record the software you used to create the manual, the version numbers, and the directories where related files are kept.

Pass the files for the procedures over to the new person so new information can be added later on.