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Basically, do what is suitable for your information consumers.
Our glossary needs are simple, for internal use (not client-facing), and not mired in legalities. Support documents are maintained on a server to which support staff have access, so I link to the central glossary from other support documents. Staff can easily click the glossary link to open a read-only PDF.
Several instances of the same initialisms/acronyms have dual meanings depending on our software context. It's important that our staff are aware of the differences in definition when clients have support needs, so I include each meaning as a separate record. For example:
Term Software Meaning
LOA Human Resources Contextual: Leave of Absence
LOA Financial Systems Contextual: Level of Approval
Keep in mind the users' needs, and whenever possible, get their reviews/input.
Rochelle McAndrews
-----Original Message-----
From: wondersofone [mailto:wondersofone -at- gmail -dot- com]
Sent: Thursday, August 13, 2015 3:57 PM
To: TECHWR-L Writing
Subject: Business Glossary
Hi All. We currently have terms and definitions scattered within individual policy & procedure docs. The company is looking to create a central glossary to eliminate contradicting definitions.
What is best practice in terms of using and maintaining a glossary like this? May end up as an Excel file.
Should all terms within a P&P doc simply reference the glossary going forward?
And what if there are differences in the definition of a term due to context? We do have different lines of businesses within the company. Just define only using the most common "denominator" in the glossary?
Appreciate any insight.
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