dbis_docs/DOCUMENTATION_STANDARDS.md

# DBIS DOCUMENTATION STANDARDS
## Standards and Guidelines for All DBIS Documentation

---

## DOCUMENT METADATA

**Version:** 1.0  
**Last Updated:** 2024-01-15  
**Effective Date:** 2024-01-15  
**Status:** Active  
**Authority:** DBIS Executive Directorate

---

## DATE FORMAT STANDARDS

### Standard Date Format
All dates in DBIS documentation shall use the **ISO 8601 format: YYYY-MM-DD**

**Examples:**
- Correct: `2024-01-15`
- Incorrect: `January 15, 2024`, `01/15/2024`, `15-01-2024`

### Date Usage Guidelines
- **Document Creation Dates:** Use actual date of document creation
- **Effective Dates:** Use date when document becomes effective
- **Last Updated Dates:** Use date of most recent revision
- **Signature Dates:** Use date of execution/signature

### Placeholder Dates
When actual dates are not yet determined:
- Use format: `[YYYY-MM-DD - To be determined]`
- Or: `[Date to be specified]`
- Update with actual dates before final publication

---

## VERSION CONTROL STANDARDS

### Version Numbering
Use **Semantic Versioning (SemVer)** format: `MAJOR.MINOR.PATCH`

- **MAJOR:** Breaking changes or major revisions
- **MINOR:** New features, additions, non-breaking changes
- **PATCH:** Bug fixes, corrections, minor updates

**Examples:**
- `1.0.0` - Initial version
- `1.1.0` - Added new section
- `1.1.1` - Fixed typo, corrected reference
- `2.0.0` - Major restructuring

### Document Status
- **Draft:** Work in progress, not yet approved
- **Active:** Approved and in effect
- **Superseded:** Replaced by newer version
- **Archived:** No longer in use, retained for historical reference

---

## FORMATTING GUIDELINES

### Document Structure
1. **Title:** Level 1 heading (`#`)
2. **Subtitle/Description:** Level 2 heading (`##`)
3. **Major Sections:** Level 2 or 3 headings (`##` or `###`)
4. **Subsections:** Level 3 or 4 headings (`###` or `####`)

### Headers and Sections
- Use consistent heading hierarchy
- Include horizontal rules (`---`) between major sections
- Number sections where appropriate (e.g., Section 1.1, Section 1.2)

### Lists
- Use bullet points (`-`) for unordered lists
- Use numbered lists (`1.`) for sequential procedures
- Use nested lists for sub-items

### Emphasis
- **Bold** for key terms, document names, important concepts
- *Italic* for emphasis, foreign terms, or citations
- `Code` for technical terms, code snippets, file paths

---

## NAMING CONVENTIONS

### File Naming
- Use descriptive names with underscores: `Document_Name.md`
- Use title case for document names
- Include version numbers in filename only for archived versions: `Document_v1.0.md`

### Directory Structure
- Use numbered prefixes for ordered categories: `01_category/`
- Use lowercase with underscores for directory names
- Maintain consistent structure across all categories

---

## CROSS-REFERENCE STANDARDS

### Internal Document References
Format: `[Document Title](relative/path/to/document.md)`

**Examples (Note: These are example formats, not actual links):**
- `[Title VI: Cyber-Sovereignty](02_statutory_code/Title_VI_Cyber_Sovereignty.md)` - ✅ Valid example
- `[CSP-1113 Technical Specification](csp_1113/CSP-1113_Technical_Specification.md)` - ✅ Valid example
- `[Document Title](relative/path/to/document.md)` - ⚠️ Example format only

### Section References
Format: `[Section Name](document.md#section-name)`

**Examples (Note: These are example formats, not actual links):**
- `[Section 1.1: Server Standards](11_technical_specs/Technical_Standards.md#section-11-server-standards)` - ⚠️ Example format only
- `[Section Name](document.md#section-name)` - ⚠️ Example format only

### Related Documents Section
All major documents shall include a "Related Documents" section at the end listing:
- Related statutory code titles
- Referenced technical specifications
- Supporting operational documents

---

## CONTENT STANDARDS

### Language and Tone
- Use formal, professional language
- Write in third person for official documents
- Use active voice where possible
- Avoid ambiguous terms; be specific

### Terminology
- Use consistent terminology throughout all documents
- Define acronyms on first use: `Digital Banking and Institutional System (DBIS)`
- Refer to Glossary for standard definitions

### Placeholder Content
- Avoid generic placeholders like "As established" or "As specified"
- Provide specific values or references to where values are established
- Use `[To be determined]` only when absolutely necessary

---

## REVIEW AND APPROVAL PROCESS

### Document Review
1. **Technical Review:** By relevant technical department
2. **Legal Review:** By legal department for legal documents
3. **Compliance Review:** By compliance department
4. **Executive Review:** By Executive Directorate for major documents

### Approval Authority
- **Constitutional Documents:** Sovereign Control Council (SCC)
- **Statutory Code:** SCC approval required
- **Technical Specifications:** Technical Department with Executive Directorate approval
- **Operational Procedures:** Executive Directorate approval

### Change Management
- All changes tracked in revision history
- Major changes require re-approval
- Version number updated with each change
- Change log maintained in document

---

## DOCUMENT METADATA TEMPLATE

All documents shall include a metadata section at the beginning:

```markdown
## DOCUMENT METADATA
**Version:** 1.0
**Last Updated:** YYYY-MM-DD
**Effective Date:** YYYY-MM-DD
**Status:** Active
**Authority:** [Relevant Department or Council]
```

---

## REVISION HISTORY TEMPLATE

Major documents shall include a revision history section:

```markdown
## REVISION HISTORY
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | YYYY-MM-DD | [Author] | Initial version |
```

---

## END OF DOCUMENT MARKER

All documents shall end with:

```markdown
**END OF [DOCUMENT NAME]**
```

---

**END OF DOCUMENTATION STANDARDS**