Technical writers have taken a big leap from mere word processing and desktop publishing tools to structured authoring tools that make use of XML and other latest technologies.
XML
Extensible Markup Language (XML) opens a many exciting new opportunities for technical communication, such as improving consistency, reusing content, moving toward structured writing, and reducing publishing costs.
The advantages of using XML for documentation include:
XML helps in creating custom markup languages. It is extensible in the sense that it allows users to define their own elements and help information systems share structured data. It is vendor-neutral and can be customized for any specific requirements.
Structured FrameMaker
Using the advantageous SGML and XML concepts, Structured FrameMaker helps in achieving consistency in documentation. It uses Element Definition Document (EDD), which is a FrameMaker-specific DTD (Document Type Definition). Its features are similar to XML and DTD and are more tuned toward technical documentation in complex industries where deliverables must be generated in different models for the same product. The intuitive tree-like structure helps the writers view and define the conditions and contexts as derived from the grammar of the EDD. The emergence of Structured FrameMaker signifies the shift from style-based, paragraph-oriented word processing and publishing to structured authoring. Structured documents have hierarchical relationships among the various document components.
DITA
With an aim to exploit XML as its encoding format, a workgroup was formed in late 1999 to develop the architecture of an alternative XML-based documentation system. The workgroup placed this architecture on IBM's developerWorks web site. Thus began a revolution in technical communication called DITA (Darwin Information Typing Architecture).
According to IBM's developerWorks
"The Darwin Information Typing Architecture (DITA) is an XML-based, end-to-end architecture for authoring, producing, and delivering technical information. This architecture consists of a set of design principles for creating "information-typed" modules at a topic level and for using that content in delivery modes such as online help and product support portals on the Web."
DITA soon became world-famous with its array of features such as topic orientation, content reuse, specialization, property-based processing, and the advantage of leveraging existing popular language subsets. DITA also brings the benefits of object-oriented model such as encapsulation, polymorphism, and message passing. DITA takes you from the book-oriented documentation methodologies to content development in the form of modular topics. You can reuse these topics in different kinds of deliverables. You also have the advantage of adding new elements through specialization, wherein you can use the base DITA elements and adapt them to your requirements.
Content Management Systems
Content management systems and version management systems have come of age and become a part and parcel of the documentation process. With XML and DITA trends setting in, the content management is an essential part of the entire documentation process and not just an auxiliary support system. The content management is developed exactly to suit the needs of technical documentation teams.
Other Tools
Other tools such as XMetal, EasyDITA, DITAToo, SyncroSoft oXygen, and ArborText Epic Editor are gaining significance owing to the emergence of DITA as the future of technical communication. DITA Content Management Systems such as Astoria On Demand, Author-it, Bluestream XDocs, DITA Exchange, DocZone, SiberLogic SiberSafe are among the significant players. DITA Storm is the online DITA editor that runs entirely on JavaScript and can be used on any internet browser.
An increasing focus on quality and an attempt to arrive at universal standards for quality and processes are some of the significant trends that are worth noticeable in technical writing.
Documentation Development Life Cycle
The traditional documentation development life cycle of pre-writing, research, writing, reviewing, editing, and publishing is going through many significant changes. However, most changes pertain to the industry and the product or service that is covered. Simply put, the most significant transformation is that the documentation development life cycle is now customized to each industry, product or service area, and other factors to aid in an effective productivity cycle.
Information Process Maturity Model
While Capability Maturity Model (CMM) and CMMi (Integration) levels are used to determine the efficiency of software development processes, technical writing also has its own variants of Process Maturity Models that set standards for various technical documentation organizations. JoAnn T.Hackos, in her book "Managing Your Documentation Projects", proposes a process maturity model as applied to documentation process. According to this model, there are six levels of process maturity for any information development organization:
More and more organizations are trying to figure their place in the Information Process Maturity Model and moving towards improving their processes to reach the optimizing level.
Tools
You must have realized that it is time to stop cribbing about the lack of prospects to learn new tools in your current project. If development is your goal, you can achieve it easily by moving in the right direction. Note that these tips are not specific to writers and editors. Anybody who is working in any type of technical communication project can benefit by following the aforesaid ideas.
