Dictionary Edit Procedures

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Dictionary Procedures

BACKGROUND

For many years a paper version of the Dictionary was maintained by editors such as Peter Kent. The original 1970-89 IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary Edition, was digitised through a semi-automated OCR process in February 2009. New terms were added or revised in 2009 – 2011 in March 2009 and further terms or revisions were added in October 2012 .

It was noted at that time that there was a need to check the quality of the digitising process. Therefore there was a plan for Dictionary Editors to work their way through the digitised part of the Dictionary, marking each term appropriately and terms which need further editing to be added to Category 'Needs Editing'. Little progress was made with this. NoNumber of cells updating of the terms in the Dictionary occurred between 2012 and 2016. There was very limited awareness or use of the Dictionary in the Committees and therefore there was a risk of terms being redefined in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents without reference to the Dictionary and of new terms not being added.

The ENGAids to Navigation Engineering and Sustainability Committee (IALA) Committee Task 5.3.3 (work period 2014-2018) requested the ENGAids to Navigation Engineering and Sustainability Committee (IALA) Committee to develop the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary to keep the Dictionary maintained and updated. At a meeting during ENG3 it was proposed that a Dictionary Working Group (DWGDictionary Working Group (IALA)) be set up as a working group of the PAP for this purpose. The DWGDictionary Working Group (IALA) was formed in December 2015 with the inaugural meeting on 15 December 2015.

DICTIONARY REQUIREMENTS

Purpose

The International Dictionary of Marine Aids to Navigation (Dictionary) provides a definitive definition of terms used in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents and a list of acronyms commonly used in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM.

The Dictionary will include a list of abbreviations that are used in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents.

Usage

The Dictionary is a valuable resource available to all. It is available without restriction on the internet.

Scope

The Dictionary will include definitions of terms and acronyms as deemed appropriate by the DWGDictionary Working Group (IALA).

Shared terms

There are many terms used commonly in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents that originate from other organisations. Ifnertia of the water plane these are replicated in the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary, there is a risk that updates by the “parent” organisation will not be updated in the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary. Such definitions should be provided as links via the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary rather than replicating the definition.

Languages of the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary

IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM policy is that IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documentation should be provided in the three major languages English, French and Spanish. This will be applied to the Dictionary also.

DICTIONARY WORKING GROUP (DWGDictionary Working Group (IALA)) TERMS OF REFERENCE

Purpose

The Dictionary Working Group (DWGDictionary Working Group (IALA)) has the responsibility to:

  • Maintain the Dictionary of Marine Aids to Navigation (Dictionary) in good order to ensure that the terms are up to date and accurate;
  • Approve the addition, amendment or removal of Dictionary terms and acronyms following scrutiny for accuracy;
  • Promote the use of the Dictionary in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Committees and IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Membership and in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documentation;
  • Delete obsolete or non-relevant entries;
  • Review the entries over time to provide an on-going update.

Authority

The Dictionary Working Group reports to the Policy Advisory Panel (PAP) and takes its authority from the PAP. While striving for consensus, decisions will be by majority of the DWGDictionary Working Group (IALA) members.

At its 62nd session, the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Council delegated approval authority of new terms and definition and revised definitions to the PAP Dictionary Working Group, with the exception of terms and definitions already approved by the Council as part of existing official IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents.

In the event of it being necessary to amend a definition in an existing approved IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM document, approval for the amended definition will be referred to the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Council.

Membership

The membership of the DWGDictionary Working Group (IALA) is the Chairs and Vice Chairs of the VTSVessel Traffic Services, ARMAids to Navigation Requirements and Management Committee (IALA), ENAVe-Navigation Committee (IALA) and ENGAids to Navigation Engineering and Sustainability Committee (IALA) Technical Committees, Committee Secretaries, Technical Operations Manager. The IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Technical Operations Manager will chair the DWGDictionary Working Group (IALA).

Secretarial support

Support with administration will be provided by the Secretariat Technical Operations Manager and the ENGAids to Navigation Engineering and Sustainability Committee (IALA) Committee Secretary. Editing of the Dictionary will be carried out by the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Secretariat.

Meetings

The DWGDictionary Working Group (IALA) is expected to meet twice per year after each round of Committee meetings. Meetings will be convened by the Technical Operations Manager.

The work of the DWGDictionary Working Group (IALA) will be overseen by the PAP. .

DICTIONARY AMENDMENT PROCEDURE

The following procedure for developing, maintaining and promoting the IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary will be used:

  • The Dictionary will be managed by an IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary Working Group (DWGDictionary Working Group (IALA)) of the PAP.
  • Proposals for updating or adding Dictionary term definitions and acronyms will be submitted using a template form which will be an input paper to all Committee meetings;
  • The proposal for addition or amendment will be assessed and approved by the DWGDictionary Working Group (IALA);
  • The Secretariat will maintain a list of proposed and approved changes/ additions;
  • The IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary Working Group (DWGDictionary Working Group (IALA)) will meet at half year intervals by GoToMeeting after each round of Committee meetings to review / approve Dictionary changes;
  • The IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Secretariat Web Master will do actual edits of Dictionary;
  • Removed terms will be relocated into a category “Historical Terms” rather than deleted;
  • The basic structure of the 1970-1989 Dictionary will be retained and adjusted as required.
  • The Dictionary is considered as the definitive source of definitions. As part of the review of IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents, definitions should be removed from IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents and replaced by a reference to the Dictionary.

TEMPLATE FOR DICTIONARY AMENDMENT PROPOSAL

The Dictionary Amendment Proposal Form will be used to propose any addition, amendment or removal of a term or acronym in the Dictionary. The Dictionary Amendment Proposal Form will be provided to all Committee meetings as a template.

DICTIONARY AMENDMENT REGISTER

The Dictionary Amendment Register will be used to maintain a record of additions, amendments or removals in the Dictionary.

DICTIONARY TERMS NUMBERING SYSTEM

A numbering system will be retained in the Dictionary to facilitate multiple language versions of definitions. A sequential five digit numbering system will be implemented for all terms in the Dictionary and the old numbers will be retained for reference. Numbering format will be New number, example 10030 Old number, example (previously 2-2-190)

“UNAPPROVED” TERMS

Terms in the original Dictionary 1970-1989 IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary were approved. Terms added between 2009 and 2015 were not approved in any formal process. “Unapproved” Dictionary terms will be reviewed over a period of time using the DWGDictionary Working Group (IALA) procedure for adding/ amending/ removing terms, while DWGDictionary Working Group (IALA) priority will be given to proposals for addition/ amendment/ removal of terms from current Committee work as set out in input paper DWG3-3.1, IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM Dictionary Unapproved Terms Review 20160115

ACRONYMS

(e-mail from Seamus Doyle 28. July 2017): 
PAP32 considered inclusion of the acronyms in the Dictionary and approved it by inference. Council approval of acronyms is not necessary as all acronyms are approved in IALAInternational Association of Marine Aids to Navigation and Lighthouse Authorities - AISM documents. Hence Icharge currentIntensity think we are free to go ahead and add the acronyms.