Documentation Standard
Section 3.1 - Model Text

3.1.25 Notes.

Section 6 of the documentation shall normally be identified as NOTES and shall contain information of a general or explanatory nature, and no requirements shall appear therein. It shall contain information, not contractually binding, designed to assist in determining the applicability of the documentation. Detailed application guidance should be provided in the "NOTES" section of each document.

The purpose of this guidance is to provide non-contractual information on when and how to use the document. Information such as the following is recommended: (1) how to apply the document to different contract types and different program phases, (2) the source of and flexibility inherent with specific document requirements, (3) guidance on what is required to satisfy document requirements, (4) the extent of Government review and approval, and (5) the relationship between the particular document and other related documents in the acquisition process.

This section should include when applicable the following, as applicable, in the order listed:

• Intended use;
• Acquisition and data requirements;
• Definitions;
• Qualification provisions;
• Changes from previous issue;
• Miscellaneous notes, i.e., abbreviations, acronyms, etc.

• 3.1.25.1 Intended use.
• Information relative to the use of the item covered by a specification shall be included under this heading. If there are any particular applications for which the item or material is not well adapted, this information shall also be included.
  
• 3.1.25.1 Definitions, abbreviations and acronyms used.
• Any definition of a term that is different to the definition in the 'Concise Oxford Dictionary' that will aid in the clarity of the document should be defined in a paragraph in this section. All abbreviations including acronyms used in the document that are not defined in the 'Concise Oxford Dictionary' shall be listed along with their definition.
  
• 3.1.25.1 Changes from previous issue.
• Revisions of documents shall include vertical line symbols in both margins of the page to indicate where changes have been made with respect to the previous issue and changes. The following note shall be included in section 6 of the document:
  
  • "6._._ Changes from previous issue. The margins of this specification are marked with asterisks (or vertical lines) to indicate where changes (additions, modifications, corrections, deletions) from the previous issue were made. This was done as a convenience only and the purchaser assumes no liability whatsoever for any inaccuracies in these notations."
    
• If the changes are extensive and too numerous to annotate, the following note shall be included in section 6 of the document.
  

• "6._._ Changes from previous issue. Marginal notations are not used in this revision to identify changes with respect to the previous issue due to the extensiveness of the changes."
  
  

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