Technical Documentation

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TECHNICAL DOCUMENTATION

Session No. 2
Name: Introduction. Part II.
Objective: by the end of the session, the student will identify the main types of
technical documents and their main characteristics, to draft the one that is most
fit or align with the situation you face.

Contextualization

What is a taco?

It is a question that seems simple to answer, however, if it were requested

more information about it and explaining it by differentiating it from other dishes
Different questions could include:

Is it the same as a quesadilla?, a gringa?, a pirata?

In essence, they are all the same - a piece of cornmeal or flour dough cooked with
a filling of meat, cheese, or a mixture of both - but at the same time they are
categorically different. The same happens with the types of documents.
technicians; they all have the same content: information; the only thing that changes is the

way to communicate it.

During this session we will talk about the different ways to structure.
information and how in this way the various ones can be categorized
technical documents. We will not be talking about the support - that in our
the analogy to tacos would be the tortilla - if not the filling. Just like a taco can be
from cochinita, stewed or pastor, the technical documents differ from one another
from others depending on whether they are documents with a long-term function
deadline, if they seek to disclose certain information, make some recommendations and
others.
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Introduction to the topic

In the last session, we talked about the importance of archiving information.

for the advancement of humanity, we will now learn about some of the
technical documents and their characteristics. Initially, it will describe what a
document in general, to later delve into each of them.

The types of documents proposed here are not the only ones that exist.
but yes of the most common; it involves projects, resumes, manuals,
reports, reports, logs, and minutes.

Before proceeding, it is important that you do not view the documents as

exclusive of one another. Often they will overlap each other.

Now then, let's start to get to know the types of technical documents!

Source:The provided text is a URL and does not require translation.

 Technical Documentation 3

Explanation

1.3. Types of technical documents (text, report, manual, instruction)

notes, guides, etc.

Starting with the basics, it is necessary to define what a document is. For
For the purposes of this class, we will consider the document as a material support that

contains information and aims to transmit knowledge or ideas,

it allows human communication and is an important means of education and
teaching.

Turning the conversation towards something more concrete, we can divide the
documents in different ways: according to the medium in which they are presented,
the use to which they are put, the purpose for which they are written, the way they are
redacted or the validity they have. We will leave these classifications for the
session three and we will focus on the different types of technical documents
that exist.

Among the technical documents we will discuss are the projects,

curriculums, manuals, reports, summaries, logs, and minutes. Although also
There are manuals, notes, texts, and guides.

A text is a set of statements that transmit a

a coherent and orderly message. It is a composite structure
by signs and whose writing is determined, giving space to a
unity with meaning.

Project: It is a planning of a set of activities.

interrelated and coordinated. It takes place over a period of time.
limited and seeks to achieve a unique result. Its preparation is gradual;
at the beginning, it is determined at the start of the project and becomes more
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detailed as the team better understands the situation in which

the project is getting involved.

The fundamental components of the project are the activities, the

resources and their management. The latter component is of
vital importance since the projects have limitations of
time and budgets.

Some examples of projects can be the documents in the

what work plans are presented seeking to generate profitability
economic, others are those who seek to achieve an impact on the
quality of life of a certain group of the population.

As we have mentioned before, the time factor is

extremely important within this type of technical document. The
the ideal logical sequence for carrying out a project starts with an idea,
which is followed by the design, then it is executed to conclude
with its evaluation. Although within the category of document
The "Project" technician only counts the written information,
images and/or photographs, it is important to consider that without this

Skeleton, the concrete actions taken would be impossible.

Source:[Link]
 Technical Documentation 5

Curriculum: It is a document where the

set of data that identifies a person within the scope
employment. Here information is collected that describes your history
academic and professional life. It is generally presented with the
name and the profession of the person presenting it, as well as a photograph
recent, includes personal data, education, experience
professional and additional skills and knowledge that would position the
applicant as suitable for the position in question.

Creating a good resume is a useful tool in the

job search. Helps to clarify the skills with
the ones that a person tells and thus have a clearer idea about
what to talk about, and about oneself in a later job interview. It is the
a way to leave a reminder of what you are and what you offer to the company.

Manual: A manual is a document in which in an easy way

it is understood and systematically concentrated a series of
administrative elements to guide and standardize behavior of
each human group in the company.

The manuals allow for certain possibilities although they also

they present some limitations. The manuals help to
to institutionalize and make effective the objectives of a company, they avoid
discussions, misunderstandings and ensure continuity and coherence in
the procedures. The problem is that if they are prepared in a way
deficient, they cause problems in the development of the
operations. In addition, its production and update cost can
be high, since without a periodic update they lose effectiveness.

For the preparation of a manual, the following must be followed

six steps: Information gathering, processing it,
writing, preparation of graphics or visual aids, format and
composition and finally the review and approval.
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Report: A report is the type of document that is used when

wants to inform or give news about a specific issue.
They are usually used internally, to inform the management.
the activities that are being carried out are superior. Although
basically its objective is to inform, the reports may contain
persuasive elements: recommendations, suggestions, or conclusions
that indicate to the reader some behavior to adopt in the future.

Instruction manual: The purpose of instructional texts is to guide the

user in the procedures to follow. They must be written in a
in a clear, detailed, and precise way; this is so that the activity to be carried out

successful results. It is recommended that the instructions include

images that help with their understanding. On the other hand, it
it is not advisable to create very long instructions. The longer, the more
probability of becoming confusing and therefore, not fulfilling their
initial objective to guide.

Source:[Link]

Notes: Notes are the personal records we take during

some work meeting. They help you retain information that you don't
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you would achieve with pure memory. There are several techniques for taking

good notes, however many coincide on two points:

Highlight the main data. Those data that will be useful to you.
Give importance to leaving the work meeting, write it down. Now
see who is responsible for what, the delivery dates or the
procedures to be performed. Having notes on this allows you to
to be able to verify information in the future that, if you leave it to your
memory, it is possible that it does not retain.

Don't be afraid to ask. If something isn't clear to you,

ask it. It's more painful and tiring than time later after.
a meeting you have to do an activity again because the
you did it wrong by not understanding the process well. Worse still is that
they call your attention. If at the moment you see that it doesn't suit you

of course, ask to be explained again and note it down in your

notes.

Guide: A guide is a text that supervises, governs, or directs. It is about a

reference book where information about a country can be found
geographical area, advice on a trade or an activity,
instructions for using a device or machine. It is similar to a
instruction manual, with the difference that it can end up being more extensive.

Report: It is the text through which progress is reported.

carried out in a particular project. Generally, it is aimed at
those who are responsible for financing the project or directing it, in this way,

it is possible that corrections and modifications are made before

that this reaches its final stage (Hernández, 2014). It is about management
of information, analysis or presentation of facts, summary of
activities, forecasting situations and problem solving.

According to its format and structure, it can be divided as:

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1. Technical report: A document where the researcher provides

to know the results of your research.

2. Demonstrative report: Document that stems from a thesis and

seek the verification of this through sound arguments
defined.

3. Simple report: Document that responds to a request, to

to inform someone about the results of certain research.

Log: It is a written record of the actions that were carried out.

in a certain job or task. It helps since including all the events that
took place during the performance of that task, one can have
access to the failures and/or to the justification of changes and the costs that

these carry.

Although there is no specific format, the data that a log

I should document at least the name of the
institution, institutional data, the name of the activity, the
responsible individual, the date, time and place where it was held
action, etc.

Minutes: The minutes provide a description of a meeting.

prepared at the time of it. Depending on the entities
where they take place, they must be kept since they count as
important legal documents. It is very common to include aspects that
could be classified as irrelevant: if someone arrived late or
it was early or questions that remained unanswered.
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Conclusion

As we saw in the first session, technical documentation is important because

what is the record of human activity. However, it would be of little use to have
this compendium of knowledge would not be presented properly.

There are different ways to categorize technical documentation and in this session ...
we did according to the type of document it is: projects,
curriculums, manuals, reports, records, logs, and minutes. Each one of
they have a particular function and a methodology for being written.

It is important to keep in mind that technical documents are not exclusive.

among themselves, they are often included and overlap in the work activities of
human being. For example, within a project, there can be periodic activities.
preparing reports that are presented in meetings where someone will be taking
a minute. Subsequently, this information will be included in the folder odossieren
where the project will be archived.
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To learn more

Below I present to you some examples where the documents are used.
technicians in everyday life:

What is the technical document they use in the following Toy clip?
Story?

Cinemark Peru (2010). Toy Story 3: They restart Buzz in 'Spanish' mode.
Video available at:

Invalid input. Please provide text for translation.

7XORx4

Although the musical quality is debatable, Arjona used the diary format to
your song:

MyAnapaula13 (2011). Ricardo Arjona - The girl (log of a

kidnapping). Video available at:

Unable to access or translate content from links.

As you know, the President of the Republic presents a Government Report

every year. Did you read last year's? Here’s your chance:

Second Government Report 2013-2014. Available at:

[Link]
 Technical Documentation 11

Learning activity

Instructions:

In order to deepen the knowledge acquired throughout this

session, now you will have to carry out the following activities:

Choose from the exemplified technical documents to make a

replica. These replicas must be related to the actions that
you will carry out once you graduate from your career. Each replica must be
accompanied by a justification where you explain where they are located
the characteristics of the chosen technical document.

You can do it in any program, in the end you will have to save it in
PDF format, and submit it according to your teacher's instructions.

Remember that this activity will help you understand and take ownership of the concept of

the types of technical documents and identify them according to their

characteristics.

This activity represents 5% of your grade and will be taken into account.
next:
Cover.
Three replicas of technical documents on the suggested topic that comply
with the essential characteristics of each of the documents
chosen.
Creativity.
Spelling and writing.
Justification.
Relevance of the justification.
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Cybergraphy

Cinemark Peru (2010). Toy Story 3: They restart Buzz in 'Spanish' mode. Video
available in:

Invalid input. Please provide text for translation.

4

Definición (s/f).Definición de texto- Qué es, significado y concepto. Recuperado

on August 26, 2015 in:Invalid input. Please provide text for translation.

Definición (s/f).Definición de guía- Qué es, significado y [Link]

August 26, 2015 at: [Link]

Definition ABC (n/d). Definition of instruction. Retrieved on August 26.

2015[Link]

Hernández, A. (2014). Writing of executive and technical documents. Date

review: July 06, 2015, from Wordpress. Website:

Unable to access external links.

[Link]

Kidshealth (s/f). Tips for taking notes. Retrieved on August 26.

2015

[Link]

MyAnapaula13 (2011). Ricardo Arjona - The Girl (Logbook of a Kidnapping).

Video available at: [Link]

Second Government Report 2013-2014. Available at:

The provided text is a URL and does not contain translatable text.

The Free Dictionary (s/f). Guide. Retrieved on August 26, 2015 at:

[Link]