Guidelines for documents to be added to the D9930 Document Library
 
FORMATPDF is the preferred file format for all documents.  PDF files can be read on all computers and devices regardless of what operating system is in use (PC, Mac, Android, Tablet, Smartphone, etc).   Most word processing programmes include a feature for saving a document as a PDF file. 
  • MS Word documents are not recommended because they require the viewer to either have MS Word software on their computer or have a programme that is able to read MS Word files.  Even in cases when a Word file can be viewed the fonts, layout, and other formatting features may often appear distorted from the original version. 
  • If you are unable to provide a document in PDF format the district "Content Editor" may convert the file before including it in the document library.
QUANTITY:  At present there is no limit to the number of documents in the District Document Library.  However, please keep in mind that visitors to the website will not have a positive response if confronted with a long list of documents.  Limiting the number of documents will improve the chance of them being used and read.  Final decisions as to which documents are added is at the discretion of the "Content Editor"
 
TIMEFRAME: If a document does not need to specifiy a timeframe please do not assign one.  For example, if the guidelines for a student exchange program are the same from year to year, don't title the document "Student Guidelines 2015-16".   At the same time some documents will relate to a specific timeframe (such as an annual report or a specific event).  These documents must be removed when they are no longer applicable.  Please advise the "Content Editor" as to how long the document should appear on the website, and also when an existing document should be removed. 
 
FORMS:  As with other documents, the preferred file format for forms is PDF.   PDF is preferred because once the user begins entering information into a MS Word form, the design and layout of the form will almost certainly become distorted.  However, if requested, an MS Word document can be  included in the Document Library.
  • Timeframes and Forms:  Forms should follow the same guidelines and other documents.  If the form is used from year to year, don't assign a timeline.  One of the easiest ways to avoid repetitive creation of a form year after year is to remove the date from the form title and make the first question of the form ask for time related information ( ie. Rotary Year, Training date, Exchange period, etc.)
  •  Other Options: The are other options to paper forms that may be more effective than documents which have to be downloaded, manually completed, and then submitted by post or email.  On-line forms provide an easy and instantaneous way to collect information in a format which can be manipulated in a variety of ways.  Two of the most popular FREE on-line form options are
Submitting documents to be added to the D9930 Document Library:   
Documents for inclusion in the District 9930 Document Library should be sent to the website "Content Editor". 
 
Max Patmoy
(Ahuriri Rotary)