RAD Tech Annual TF Republication Process

SCOPE

This page details the annual process of republishing IHE Radiology Domain Technical Framework documents (Final Text Volumes & TI Supplements) with changes from approved Final Text CPs and any supplement moving from Trial Implementation to Final Text.

These instructions apply to RAD domain TF documents that are edited using MS-Word during profile developments are published by IHE as PDF documents. Some profiles are published in FHIR IG format. This page does not cover the process for updating IGs. IHE RAD may want to adopt/adapt the republication ITI's republication process using Github; see https://wiki.ihe.net/index.php/ITI_CP_Integration_Process.

ROLES/RESPONSIBILITIES SUMMARY

1. Technical Project Manager (TPM):
   1. identify Final Text CPs from the current cycle and determine which document(s) each CP affects
   2. identify TI Supplements moving from Final Text and determine which Final Text volumes will be updated
   3. identify any profiles that will be deprecated
   4. use the above details to create a Republication Plan using the Dashboard
   5. at the spring RAD Tech F2F, complete the plan by identifying editors, reviewers and completion dates
   6. inform the IHE Documentation specialist of the plan
   7. track completion of the plan
   8. be the interface between RAD Tech and the Documentation Specialist for submission of documents to be republished
   9. update the CP tracking sheet and folder location once documents are republished
2. Editor:
   1. retrieve the MS-Word version of the current published TF document to edit
   2. edit the document to incorporate Final Text CPs and TI Supplments moving from Trial Implementation to Final Text (if any)
   3. pass the edited document to the reviewer to check the incorporation work
3. Reviewer:
   1. using the CPs and any TI Suppls to incorporsate, review the edits made by the editor; resolve any missing or incorrect updates
   2. pass the reviewed documents to the Technical Project Manager and the RAD Tech co-chairs.
4. RAD Tech Co-Chairs:
   1. review the updated documents received from the IHE Documentation Specialist
   2. answer any questions
5. IHE Documentation Specialist: (Mary Jungers mjungers@ihe.net)
   1. ensure consistent publication process across IHE domains and manage that process with each domain's co-chairs and TPMs
   2. ensure IHE documents follow a common template
   3. prepare IHE documents for publication

QUICK LINKS

1. IHE RAD CP Tracking sheet
2. https://profiles.ihe.net/RAD/index.html - publication location of all IHE RAD Domain TF documents.
3. IHE Documents>> Documentation Publication >> Current Published >> Radiology folder in Google Drive. Contains the MS-Word and PDF versions of all IHE RAD documents published on profiles.ihe.net.
4. IHE RAD Reublication Planning Dashboard - google sheet used to assign editors and reviewers to documents, identify CPs affecting each documents, and identify and track dates for completion of tasks
5. IHE RAD Assessment of TI Profiles - used annually be RAD Tech to identify candidate profiles for promotion to Final Text, or Retirement, or Deprecation (Note: see [https://wiki.ihe.net/index.php/Radiology_Technical_Committee#Technical_Framework_Editorial_Maintenance here for how RAD Tech distinguishes between Retired and Deprecated status).
6. See also this page published by the IHE Documentation Specialist with general useful resources for profile editors: https://wiki.ihe.net/index.php/Resources_for_Authors/Editors

STEP 1 - CREATE REPUBLICATION PLAN (TPM Instructions)

The following tasks are performed each year near the end of the publication cycle, after the last CP ballot for the year is complete, and prior to the spring RAD Tech face-to-face meeting (to finalize to TIs).

1. Edit the RAD Republication Planning Dashboard google sheet. Copy the most recent tab (from the previous publication cycle) and use it to create a blank plan for the new year.
2. Filter the RAD CP Tracking Sheet to get the list of Final Text CPs (i.e., those that were balloted and approved in the current publication cycle). Verify that the list of Final Text CPs in the google sheet matches the CPs that are stored in the Final Text folder. (For example, a CP might be missing if it was approved with changes in the last ballot, and the CP editor did not yet complete the work, or forgot to upload the final version to google drive.) If there is a mis-match, work with the RAD Tech co-chairs to resolve the actual list of Final Text CPs.
3. Consult the Assessment of RAD TI Supplements sheet to identify which profiles, if any, will be moved from TI to Final Text, or Deprecated or Retired in this cycle.
4. Update Column A, B, and C in the Republication Planning Dashboard to identify (Col A) which documents will be republished, promoted or retired, (Col B) which TI Supps affect each TF Volume, and (Col C) which CPs affect each document.
   1. Sometimes, this process identifies a CP that makes a tiny editorial fix to one TI Supplement, and that tiny fix is the only change to make. In that case, we often choose to defer that update to a future year, rather that perform the process overhead (below) of updating a document for a non-normative fix. You can see an example of that at the bottom of the 2025 tab in the Dashboard sheet.
5. Create a Working Folder in google drive. In google drive, go to IHE Documents >> Radiology >> TF Maintenance >> TF Publication Management >> TF republication working folders. Create a new empty folder for the current year. This temporary folder is used to exchange documents between the editors and reviewers during the process below.
6. Send a note to the RAD Tech co-chairs asking them for a 30 minute agenda slot at the Spring face-to-face to complete the plan.
7. Then, during the Spring face-to-face meeting, the TPM takes the lead in presenting the plan in the dashboard and identifying editors, reviewers, and dates for completion.

STEP 2 - INTEGRATE CPs into FINAL TEXT VOLUMES or TI SUPPLEMENTS (Editor Instructions)

1. Refer to the IHE RAD republication Dashboard showing docs being republished this year. It identifies editors and reviewers for each document. See the "2026" tab.
   1. In some cases, there is a sequence of editors (noted on the Dashboard), so one editor completes an integration first, and then passes it on to the next editor, e.g., this could happen when a supplement moves from TI to FT. First, one editor integrates CPs into the TI Supplement. Then that documents is passed to the Vol 1 and 2 editors so the supplement can be integrated into the TF.
2. To start, the most important task is to start editing the right document:
   1. Download the Word document for the for the currently published version. You will find it in Google Drive: IHE Documents >> Document Publication >> Current Published >> Radiology
3. Important: Turn on track changes in the Word document.
4. Next, access the CPs that will be integrated into your document:
   1. Refer to the Dashboard . Column C shows CPs that apply to your Volume or TI Supp.
      1. Note that some CPs modify multiple documents
   2. Download the relevant CPs from the Final Text folder so you have a local copy.
5. Start with oldest (Lowest number) CPs first
6. Open it
7. Scroll down in the CP to the first set of editor instructions. Note that editor instructions are contained in a box prior to the edited text. The edited text will contain some markup:
   1. If the instructions are just flat text, that means it is copied from the TI or TF in order to help you find the position in the document to insert the change. “Normal” text in the CP is NOT a change to the Volume or TI.
   2. If it is bold and underlined, that indicates text that should be inserted
      1. To insert use “paste special” and insert “only unformatted text”. DO NOT INSERT FORMATTING FROM OTHER DOCUMENTS or it will add to the template list of styles and this is a major problem for publication.
      2. If you need to re-apply bullets, use the format-painter to re-apply the bullets OR use the style-pulldown menu to find the pre-set style from the template.
   3. If it is bold and strike-out, it means delete
   4. If it is in a “box” it is instructions for you as the editor, don’t copy the “box” in!!!
8. Make the first change. Make sure to check if the change needs to be made elsewhere in the Volume or TI! (e.g. Change all instances of XY to YZ)
   1. You are tracking changes as you make edits. After you make an edit, a best-practice is to view your changes with 'No markup' so you can see what your change will look like. Sometimes you find you made a small error, like not removing underline markup.
9. After you make an edit due to the CP, add a Word comment that includes the CP number that the change came from. This helps the Reviewer who will later confirm your changes.
10. Repeat steps 7-9… for each change within the CP until the CP is completely integrated into the Volume or TI
11. If you have additional CPs to integrate, repeat from step 5.
12. Next, you will integrate TI Supplement(s) approved to move to Final Text (if any).
    1. Refer to the 'Dashboard . Column B shows TIs that apply to your Volume.
    2. If the Supplement you are integrating is not affected by CPs in this cycle, then you will again find the MS-Word version in Google Drive: 'IHE Documents >> Document Publication >> Current Published >> Radiology
13. If the Supplement you are integrating is affected by CPs in this cycle, then you will coordinate with that Editor to get the updated/change-tracked Word document after CP integration. Find the Editor on the Dashboard.
14. Finally, when all edits are complete for your Volume or TI, upload the updated volume/TI to into google drive under IHE Documents >> Radiology >> TF_Maintentance >> TF republication working folder in the "2026" folder.
15. Notify folks that you've completed your task: send an email to the RAD Tech co-chairs, TPM, and the Reviewer assigned to your document.

Caveats:

1. If CPs overlap, or conflict with a previous CP, try to solve it or when in doubt, ask for help. (RAD Tech Co-chairs or the TPM should know who to reach out to.)
2. If there is a problem with figures that are impossible to update, or that you are unable to update, reach out to the co-chairs for help as well
3. If the headers or “normal” text used to position the you so you can find where to insert changes within the TF is different than what you find in the TF – check the date when the CP was last updated. If the CP is significantly older (more than 1 year) than the TF, chances are the TF content has since changed and you do not need to change it back to what is in the CP.
4. In the rare case that your CP has a diagram that is saved in a separate file (ie not integrated into the documentation), please put it in google drive once the documentation and diagrams are final. They go here: IHE Documents >> Document Publication >> Non-standard Diagrams >> Radiology.
5. If you run into any other problems… reach out to the co-chairs or TP.

STEP 3 - CHECK INTEGRATED CPs and SUPPLEMENTS (Reviewer Instructions)

Why: Integrating CPs into Final Text volumes and TI supplements is a task requiring attention to detail. It is beneficial for someone to check the integration work prior to delivering updated docs to the Documentation Specialist. This provides a "second set of eyes" on the documentation updates, and may prevent a future CP.

When: After CP integration is complete, before submitting a document for publication.

Who: Ideally, someone other than the editor who did the integration. Domain co-chairs assign this task to members of the Technical Committee.

How:

(1) Find the document you are assigned to verify

• The editor who did the CP integration will send an email to indicate the document is 'ready' for you to verify
• He/she should have put the document here: into google drive under IHE Documents >> Radiology >> TF_Maintentance >> TF republication working folder in the "2026" folder.

(2) Next, access the CPs that will be integrated into your document:

1. 1. Refer to the Dashboard . Column C shows CPs that apply to your Volume or TI Supp.
   2. Download the relevant CPs from the Final Text folder so you have a local copy.

(3) Verify the integration

• Open the document to verify and a CP affecting the document. Ensure that "Tracked changes" is set to "Final showing markup" so you can easily see the editor's updates.
• In the CP, the changes are included beneath the CP's rationale. Interpret the editor's instructions as follows:

a. Editors instructions are included in a 'box'. This guides the editor to find the location in the document to make a change.

b. If the text in the CP just flat text (regular font), that means it has been copied from the TI or TF in order to help you find the position in the document where the change occurs. “Regular font” text in the CP is NOT a change to the Volume or TI.

c. If text is bold and underlined font, that indicates text that should be inserted (Note: a somewhat common integration mistake to watch for is when the editor adds the bold/underline text but forgets to remove the bold/underline font)

d. If text is bold and strike-out font, it means delete the text

(4) Repeat Step (3)

• ...until you have checked all CPs affecting the document you are verifying

(5) Extra credit (nice, but not a required step)

• It is also beneficial to check to ensure there are not changes in the document that were *not* from a CP. If you notice an unexpected update that shows up in Change Tracking, you may inquire with the editor about the source of the change.

(6) If you find no errors in CP integration...

• Send an email to the TPM and the document editor indicating that you are done and that the integration was flawless.

(7) If you find an error in CP integration...

• (This can happen because an editor missed something in the CP, or perhaps interpreted the intended change differently than you did.)
• Ensure "Track changes" is set to "On" in the document you are verifying.
• Fix the text to the way you think the CP should be applied.
• Save the updated document with a new name; append your initials to the existing file name, eg RAD_TF_Vol_2_203xmmdd_draft_<yourinitials>.docx
• Upload the updated document in the same folder where you got it from: google drive under IHE Documents >> Radiology >> TF_Maintentance >> TF republication working folder in the "2026" folder.
• Send an email to the TPM and the document Editor indicating that you have made a change

(7a) The Editor will then...

• Check your update and resolve any associated issues.
  • If you make additional edits, upload the new version back to: google drive under IHE Documents >> Radiology >> TF_Maintentance >> TF republication working folder in the "2026"
• Email the RAD Tech Committee co-chairs & CP Manager to indicate that the CP integration is complete and the document is uploaded & ready to be submitted to Mary

STEP 4 - SUBMIT UPDATED DOCUMENTS FOR REPUBLICATION (TPM Instructions)

For each updated document received from the editors/reviewers...

1. Accept all changes in the document
2. Remove comments added by the editor showing CP numbers
3. Do not update the table of contents
4. For RAD TF Volume 1 Section 1.10 and RAD TF Vol 2 Section 1.8, update the table with the annual summary of changes. Use the details on the Dashboard to help with the content. Note 1: The scope of changes in Vol 1 includes Vol 1x (i.e. there is not a summary of changes table in Vol 1x); the same is true for Vol 2/2x. Note 2: We currently do not add tables like this to updated TI Supplements (but we could in the future!).
5. You should now have an updated document with no change tracking or comments
6. Upload the document to Google Drive: IHE Documents >> Document Publication >> Committee Submitted >> Radiology
7. Send an email to the IHE Documentation Specialist (Mary at mjungers@ihe.net) informing her that the document is ready for her publication work. CC the RAD Tech co-chairs on this work.

STEP 5 - PREPARE & REVIEW FINAL EDITS PRIOR TO REPUBLICATION (Doc Specialist, TPM, co-chairs)

1. The Documentation Specialist does the final preparation of the document for publication (those instructions are not included here). She will track her changes which will include version and TOC updates, fixes to the document per the IHE template, grammar fixes and more.
2. When she has finished her edits, she will email the document (with change tracking) to the TPM and the RAD Tech co-chairs, asking for a final review
3. The TPM and co-chairs page through the document looking for any anomalies. Often the document is perfect; if that is the case, then the TPM or co-chair should email the Documentation Specialist acknowledging that the document is ready for publication.
4. If the TPM or co-chair finds something to be fixed, s/he should directly update the document with track changes, then save the document with a new name and email it back to the Documentation Specialist, briefly describing the update.
5. The TPM can now update the Dashboard with the status of the republication.
6. Finally, the Documentation Specialist will prepare the PDF of the updated document and publish it on https://profiles.ihe.net/RAD/.

STEP 6 - END OF CYCLE CP CLEANUP (TPM instructions)

The TPM can perform the following clean-up tasks during or shortly after Step 5)

1. Under IHE Documents >> Radiology >> TF_Maintenance on Google Driave , move the CPs that were incorporated this cycle from the Final Text folder to the Incorporated folder. At the end of the cycle, that folder should be empty **unless** you deferred incorporating a small editorial CP to a future year.)
2. Update the file name for each CP to add the "-IN" suffix, following the pattern of other files in that folder.
3. (Nice to have, but not necessary) Edit each CP to change the header information the CP to show that the status is now Incorporated (no longer Final Text)
4. Update the RAD CP Tracking sheet to reflect the newly-incorporated CPs:
   1. In Status (Col K), change the status to Incorporated
   2. Update the Date of Last Status Change (Col E)
   3. Update the Incorporated Into (Col G) to reflect the document(s) updated (eg Vol 2) and the new Version number (as determined by the Documentation Specialist on the cover page)

Whew. You are now ready for the next cycle!!