PowerPoint Presentation:

Prepared by: Guided by: Dharmishtha N. Bhakhar Miss. Dolita K. Shah M.Pharm (Q.A., Sem-II) M.Pharm (Q.A.) Roll No.: 01 Assistant Professor A
Seminar on Department of Quality Assurance Smt. R. B. Patel Mahila Pharmacy College, Atkot DOCUMENTATION

Content:
Content Introduction How of Document Techniques of Documentation References GTU questions

PowerPoint Presentation:
1. Introduction

Introduction[1], [7],[9]:
Introduction [1], [7],[9] Documentation is a term used in several different ways. Generally, documentation (to document) refers to the process of
providing evidence. Documentation is a key requirement in the regulated industry to ensure that activities undertaken and conclusions drawn are
available for review during audits and regulatory inspections. If it is not in writing, it did not happen.

Cont:
Cont Documentation may include [2] written information for any read, projection or technical performing, data media of any format and for any
reproduction, other content.

What is Documentation?[2],[4]:
What is Documentation? [2],[4] The experimental data when converted to text, forms, document. The process is called as Documentation. Document: It
is a piece of written, typed, printed or electronic matter that provides information or evidence.

Types of Documentation[3], [6], [8]:

Types of Documentation [3], [6], [8] Documentation Technical User Conceptual Process Task

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2. How of Document

Hows of Document[5]:
Hows of Document [5] Text(written) documentation, include following: A science journal to record ideas, hypotheses, observations, materials, etc. A
personal journal to record information about your feelings, about the process, relationship between partners, etc. A formal reports that states your
research process, from hypothesis to literature review, analysis and conclusion, in a standard format for pressing scientific investigation.

Science journal:
Science journal What should you record in a science journal? Your research idea(s), question(s) and hypotheses Feedback from teachers Notes on
information related to research The steps you took in your research process Materials and equipment used Data that you collect through observation
and experimentation

Cont:
Cont Charts, graphs etc. of data you have collected Reflections on the research process (e.g. what worked, what did not work etc.) Daily description
of events if the project extends over time Research findings How you will analyze your research findings Directions for future research

Personal journal:
Personal journal What should you record in a personal journal? Your thoughts and feelings about your project Triumphs and frustrations with what is
happening If you are working in a group, you can record your thoughts and feelings about group work, and how you might be able to help the group
function better

Formal report:
Formal report What should you record in a formal report? A statement of your research problem and hypotheses Materials and equipment used The
steps in your research process A summary of your research findings An analysis of research findings A conclusion and discussion of directions for
further research

Cont:
Cont Visual Documentation, includes following: Images Photographs, diagrams, and drawings of: Organisms being researched (such as a sample of
fur or feathers) Equipment used for research Steps in the research process Other researchers like classmates or teachers (with permission of
individual, school and/or guardian) Photographs can also be taken of posters for presenting your work Tables or Graphs showing the results of your
data analysis

Cont:
Cont Movie Movies can capture: Organisms being researched Equipment used for research Steps in the research process Other presentations of
research (such as a poster presentation, or demonstration) Researchers in action or engaged in discussion (with permission of individual, school
and/or guardian)

Cont:
Cont Audio Documentation, includes following: Sound Recording Sound recordings can be made using a digital camera or video camera. They can
also be made with digital audio recorders (many MP3 players can also record digital audio) or by using a microphone plugged into a computer. One
minute or less is a good limit Discussion of researchers, interviews, instructions, narration
Parts of Documentation :
Parts of Documentation Types of paragraph Writing Heading Tables and visuals Principle of table construction Principle of figure construction
Manuscript of Documentation

a. Types of Paragraph :
a. Types of Paragraph

b. Writing Headings:
b. Writing Headings Headings are important. Heading serve to attract readers attention and impel them to read an article, abstract, poster or other
publication.

c. Tables and Visuals:

c. Tables and Visuals A picture is worth a thousand words. Tables are particularly useful to condense or summarize large bodies of data. When data
are complex or detailed, tables are almost always the best vehicle for presentation. Tables allow readers to compare individual values and groups of
data.

d. Principle of Table Construction:

d. Principle of Table Construction Tables should have a purpose; they should contribute to and be integrated with the rest of the text. The purpose of
the table should determine its form. Tables should be organized and formatted to assist readers in finding, seeing, understanding, and remembering
the information. Values to be compared should be placed side-by-side. Organize the table visually as well as functionally. Data presented in tables
should not be duplicated in the text.

e. Principles of Figure Construction :

e. Principles of Figure Construction Figures should have a purpose; they should contribute to and be integrated with the rest of the text. The figure
should be designed to assist readers in finding, seeing, understanding, and remembering the information. Figures should contain only those elements
that are necessary to fulfill their purpose. The data should be emphasized over other elements in the figure.

f. Manuscript of documentation:
f. Manuscript of documentation Cover Page Table of Contents List(s) of Figures, Illustrations, Tables Summary-this component briefly sums up the
report Introduction Background Properties Analytical Procedures Discussion and Methods Validation Conclusion Appendix

Example:
Example Title Name of author E-mail address Abstract Key-word Introduction Materials and methods Instruments used Reagents and solution

Cont:
Cont Experimental work Determination of max Standard stock solution Working standard solution Linearity and Calibration Assay Recovery studies
Robustness

Cont:
Cont Results Discussion Conclusions Acknowledgements References

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3. Techniques of Documentation

Techniques of documentation[5], [6] :

Techniques of documentation [5], [6] Tips for documentation Determine the purpose and objective of document. If it covers any process then write it in
sequential steps. Try to avoid long sentences, write in clear language. Dont do spelling mistake. Check the grammar. Document should be
understandable.

Connecting Writer and Reader :

Connecting Writer and Reader People who assess the document to one problem, it should be clear to audience about the goal of the document. This
kind of writing informs people of past activities, findings, and decisions. It presents data and makes recommendations. It provides records of ongoing
projects; it tells people how and why to take certain actions; it tells what kind of outcome is likely from intended actions

Language :
Language Developing a clear style Tighten up, lighten up. The product is a device that delivers antibiotic transdermally. The device delivers antibiotic
transdermally.

Free Writing of Unnecessary Words :

Free Writing of Unnecessary Words When writers are not sure what they have to say is impressive enough, they look for another way to say it. OR
Possibly they dont think their words have enough power, so they say the same thing twice, and what they wind up writing is nonsense.

Eliminate Extraneous Expletives :

Eliminate Extraneous Expletives Sometimes writers just cant get started, so they write There is or It is and so doing start weakly. There doesnt
mean place, nor does it designate any particular thing. These words are expletives.

Purge Weak Verbs :

Purge Weak Verbs When you write and revise, make sure each sentence is strong in its own right. Most writing benefits from a purging of being. To
be, the most irregular and widely used of all our verbs. EX. We are in receipt of your request, and we will be in touch as to your report findings. This
sentence has two clauses, we are in receipt of your request and we will be in touch. Each clause has a to be verb (are and will be) as a main
verb. Look how much stronger the sentence becomes when both are eliminated and main verbs denote action: We will contact you when we evaluate
your report.

Assess Double Negatives :

Assess Double Negatives You have probably heard that using a double negative makes a positive. When you say We dont have nothing, you are
actually saying that nothing is not what you have, so in fact, you have something. EX. It is not uncommon for two generic pharmaceutical firms to be
developing the same product. If you remove the double negative, this is the result: It is common for two generic pharmaceutical firms to be developing
the same product.

Pare the Passive Where You Can :

Pare the Passive Where You Can Please write in a clear, direct, and active style. Write in the active and use the first person where necessary. Try to
avoid long sentences

Consistency in Presentation :
Consistency in Presentation People who analyze writing say that words convey 90 percent of a message; other components such as punctuation and
white space deliver the remaining 10 percent.

Bullets, Letters, and Numbers :

Bullets, Letters, and Numbers Bullets, letters, and numbers set off information clearly. They signal a series of ideas; and they clarify and encapsulate
key points. If you begin itemizing with bullets, dont switch to numbers for corresponding data.

References :
References Subsections could include referencing within document, such as citing other authors and their work, patents, unpublished work, journals,
articles, presentations and other company documents.

Formatting :
Formatting Formatting may include such general conventions as type face, font size, justification, and margins and how to format and position tables
and how to number and title them and include legends. Other components include such elements as hyperlinking, styles, and keyboard shortcuts.

White Space :
White Space White space created by margins, spacing, and indentation eases the reading task. White space signals an end to one component of
a document.