Technical Writing in the Digital Age: Difference between revisions

A report is a concise, easily understandable document that presents technical information in a clear, organized format, allowing readers to access varying levels of information. Reports are categorized as informal, such as briefs, and formal, such as research, scientific, and completion reports.{{sfn|Johnson-Sheehan|2018|loc=chpt 10 & 11}}

Informal or brief reports provide an objective overview of an organization's current state, past events, and future plans, ensuring that readers are well-informed about the organization's operations. Some examples include{{sfn|Johnson-Sheehan|2018|pp=285-288}}:

* Laboratory Reports describe experiments, tests, or inspections.

A formal report is a factual and data-driven response to a research question.

* Research reports present the findings of a study.  

==='''Characteristics of Digital Documents'''===

Digital documents exist in electronic formats, which means they are stored and transmitted as binary data. This format allows for efficient storage, retrieval, and transmission of information via electronic devices.{{sfn|Lucas|2023c}} Digital documentation is the only method to meet a critical challenge of the relatively new concept of "knowledge management" that applies to all organizations. A digital knowledge management system is crucial to an organization so everyone can access information created by employees who are no longer with the organization or to allow cross-referencing with other seemingly unrelated departments.{{sfn|IBM}}

Unlike paper documents, digital documents lack physical presence. They are intangible and exist as electronic files, residing on devices or in the cloud.{{sfn|Lucas|2023c}}

Website content should be designed in accordance with Web Content Accessibility Guidelines (WCAG) to ensure that individuals with disabilities are able to access the same information as those without disabilities.{{sfn|WAI|2022}} It is a legal requirement to include accessibility features in website design.{{sfn|WCAG|2023}} It is also ethically imperative to make sure there is accessibility in digital writing. There are four different types of impairment that can affect how a user interacts and perceives digital documents: vision, mobility, auditory, and cognitive.{{sfn|Robbins|2018|p=42}} Digital documents will need to be optimized so that information can be accessed by hardware and software tools used by people with disabilities.{{sfn|Barr|2010|pp=103-104}} Accessibility broadens the reach of digital content and reaches a wider audience. This is important for technical writers, as their documentation and instructions are critical resources for users of varied abilities.{{Citation needed}}  

Digital documents rely on the "Seven Cs" of precise writing to be effective and increase readability. Forms of technical writing must have readability. Readability is a term used to determine whether the content has clarity, conciseness and courtesy.{{sfn|Zeleznik|Burnett|Benson|1999|p=207}} The other four Cs are coherent, concrete, correct and complete.{{sfn|Last|2019}}

A document's scannability is determined by the ease in which it can be scanned to determine meaning. Readers often scan pages for words and phrases that align with their task or interests, as well as for trigger words that are deeply ingrained.{{sfn|Krug|2014|p=23}} The most effective web content is concise and simple to scan, making it easy for users to find the important information. Breaking up text into interesting, easy-to-read sections helps users quickly find information.{{sfn|Barr|2010|p=103}} Ways to improve a document's scannability include implementing visual elements, white space, concise language, highlighting, and emphasis.{{Citation needed}}

Digital documents are easily copied and distributed. They can be duplicated without any loss of quality, making it simple to share information widely and at minimal cost.{{sfn|Lucas|2023c}}

Hyperlinking is a quick and efficient method for directing readers to relevant information in digital documents, facilitating seamless navigation between sections, references, and external resources.{{sfn|Carroll|2010|p=79}}

Digital documents can incorporate multimedia elements like images, audio, video, and interactive content, enhancing engagement through visual and auditory elements. Multiple media formats work best when sharing new, complicated ideas.{{sfn|Carroll|2010|p=36}} Increasing multimodality on a website improves engagement, usability, and accessibility. This can improve the impact of the website's standings in SERPs.{{sfn|Carroll|2010|p=280}}

Version control is a characteristic of digital documents that allows for the tracking of edits and revisions to digital documents. In collaborative writing, version control helps maintain the document with accountability and transparency.{{sfn|Lucas|2023d}}

One form of collaborative technical writing is a wiki, which is a "website developed collaboratively by a community of users, allowing any user to add and edit content."{{sfn|Lucas|2021}} One of the predominant elements of a wiki is that it is defined as being open source. As a result, anyone can modify it regardless of their geographic locations.

Digital documents can be protected with encryption, passwords, and access controls to safeguard sensitive information. These security measures enhance data protection and privacy.{{sfn|Lucas|2023c}}

Digital documents have a smaller environmental footprint compared to paper documents, as they reduce the need for paper production, printing, and transportation.{{sfn|Lucas|2023c}}

Online digital documents can be updated dynamically, ensuring that users always have access to the most current information. This is particularly valuable in fast-changing fields.{{sfn|Lucas|2023c}}

Digital documents can be shared globally, transcending geographical boundaries and time zones. They support international collaboration and the dissemination of knowledge on a global scale.{{sfn|Lucas|2023c}}

In business and research settings, digital documents can integrate with databases and data analysis tools. This integration streamlines data collection, analysis, and reporting processes.{{sfn|Lucas|2023c}}

Digital documents can be subjected to data analytics techniques, allowing organizations to extract valuable insights from large volumes of textual data, which can inform decision-making and strategy.{{sfn|Lucas|2023c}}