Instant Text — Glossary Includes

Glossary Management

Glossary Includes are a major tool for managing glossaries and for helping groups in their use of common glossaries.

An agency — small or large —, or any multi-user environment, may face apparently conflicting requirements. On one hand, it makes sense to have standard glossaries because it would be wasteful to have everyone spend time creating the same entries again and again. Also standard glossaries are a good way to ensure that spelling and capitalization conventions are the same in all reports produced by the organization.

On the other hand, different people work differently and you need ways to accommodate the fact that allowing different styles of abbreviation may bring more efficiency.

With Includes, both requirements can be addressed. A given glossary — say for Toni — Toni.glo, may appear as follows:

[Glossary Toni]
[include \\Common\Glossary\Standard.glo]

The first part of the glossary contains what is specific to Toni: what Toni can modify with the glossary editor. The Include line makes standard definitions available. Here we assume that Standard is on some network drive and the policy may be such that Standard is read by everyone but only one person is responsible for updating it.

A useful abbreviation definition within Standard will be for a date stamp:

ds          July 27, 2003

This allows the person in charge to change the date every day and all glossaries that include Standard automatically inherit the current date.

If transcriptionists work on different machines at different times, other variations of this scenario are possible. For example, the specific glossaries such as Toni.glo may be kept on a network drive to allow access from different machines:

[include \\Common\Glossary\Toni.glo]
[include \\Common\Glossary\Standard.glo]

And many other variations are possible...

Acknowledgements: Some of the examples given in this section on Includes have been suggested by Jon Knowles, ToniAnn Ranieri, and Mike DeTuri.