Rescue for the Technical Researcher & Writer Part 2: Formatting your Paper

1. Rescue for the Technical Researcher & Writer Part 2: Formatting your Paper

2. Taking Notes • Avoid plagiarism • Read the information, think, then put what you’ve read in your own words • Avoid cutting and pasting • Identify direct quotes • Document your sources as you take notes

3. Preparing to Write • The purpose of this document is _________________. • the problem this document addresses • the technical issues or major points to be made • what the document will do for readers

4. Creating an Outline • Show relationships between ideas • Identify main ideas & supporting ideas (use your concept map as a guide) • Establishes structure you hope to follow through start to finish

5. Sample Outline 1.0 Introduction • purpose: to discuss the best methods and procedures for computer data backup • background: History of backup hardware • scope: Backup procedures, types of backup hardware, data security • methodology: Online database research, internet, library resources 2.0 Body of Topic • Overview of backup procedures • Cloud Storage • Offsite Storage • Backup Servers • Backup hardware • External USB Hard drives • External Solid State Hard Drives • Blu-Ray DVD • Secure Backup • Data Encryption • Password Policies 3.0 Conclusion 4.0 Recommendations

6. The Technical Report • Executive Summary • Acknowledgements (optional) • Table of Contents • List of Illustrations • Introduction • Body of Topic • Conclusions • Recommendations • References • Image References

7. Executive Summary • Very important part of the Technical Report • Condensed overview of the project • Identifies purpose, scope, methodology, recommendations, conclusions • Created after the paper has been completed

8. Acknowledgements • Optional • Like a dedication • Thanks people or groups for support of and assistance with the project

9. Table of Contents LETTER OF TRANSMITTAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ii EXECUTIVE SUMMARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii ACKNOWLEDGEMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv LIST OF ILLUSTRATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .v 1.0 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1 Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.2 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 1.3 Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 1.4 Methodology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 2.0 BODY OF TOPIC 2.1 Backup Procedures ……………… . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 2.2 Types of Backup Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 2.2.1 External Hard Drives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 2.2.2 Blu-Ray DVD.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 2.3 Data Security …….. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 3.0 CONCLUSIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 4.0 RECOMMENDATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 REFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 APPENDIX: Comparison of Various Types of External Hard Drives. . . . . . . . . . . . . . . . . . . . . 12

10. List of Illustrations • Like a table of contents for graphics • Allows readers to access your graphics with ease Figure 1:Timeline: Data Backup Storage . . 5 Figure 2:Solid State Hard Drive . . . . . . . 7 Chart 1:Methods of Data Encryption . . . . 10

11. Documenting Illustrations Figure 1. Timeline: Data backup storage

12. 1.0 Introduction 1.1 Purpose goal, problem 1.2 Background brief history of the purpose 1.3 Scope defines what is (and is not) part of the project 1.4 Methodology research methods used, how information was collected

13. 2.0 Body of Report • The research results and findings • Facts and figures • Divided into second and third level headings

14. 3.0 Conclusion • Solves the problem presented in the introduction by connecting to the data in the body 4.0 Recommendations • Suggested actions drawn from the conclusions

15. References • List of your sources • Printed • Electronic • Audiovisual • APA (American Psychological Association) format • Alphabetical order by author

16. Writing the Rough Draft • Use your outline • Follow the technical report format • Goal is to get ideas down, worry about mechanics later

17. Editing the Rough Draft • If time allows, set it aside for a day or so. • Editing tools • Dictionary / spell check • Thesaurus • Grammar & punctuation handbook / grammar check • Red pen • An editor

18. Writing the Final Draft • Pay attention to appearance • Read the paper out loud • Don’t forget to credit your sources • In text Citations, Reference page • Create a snappy title • Keep a backup copy

19. (Harris, 2001, p.96)

20. What is Plagiarism? Taking credit for work that isn’t your own! Simply stated, “It is cheating and dishonest”

21. Plagiarism is… A breach of the Holland College Code of Conduct for Learners!! Consequences may range from… Formal warning Probation Suspension, or Dismissal

22. Plagiarism includes… • Copying an entire paper and claiming it as your own • Copying part of a paper and claiming it as your own • Copying information from a source and passing it off as your own • Cutting and pasting from the web or any other electronic resource and passing it off as your own

23. Accident or NotIt’s Still Plagiarism When… • Copying text word for word and failing to put quotation marks around it even if you cite it • Inaccurately quoting a source • Omitting in-text citations even though the source is cited on the works cited page • Failing to include the citation on the works cited page

24. Tools to Avoid Plagiarism Public domain image used with permission from karenswhimsy.com.

25. How do I Avoid It? • Use your own words and ideas • Give credit for direct quotes using quotation marks and citing the source • Give credit for websites, photos, diagrams, graphics, multimedia • Paraphrases, restating the author’s words or ideas in your own words, must be cited

26. To Cite or Not to Cite? (Harris, 2001, p. 155)

27. Cite unless it’s…. • Proverbs or sayings e.g., Beggars can’t be choosers • Common knowledge (can find a fact in several sources) e.g., Sir John A. Macdonald was the first prime minister of Canada. When in Doubt ….. CITE IT!!

28. Sources to cite • Books • Journal Articles • Web Sites • Government Documents • Statistics • Images/Charts/Tables • Video recordings • Interviews • Email

29. Question 1 It’s the night before your paper is due, and you haven’t done any work. You buy a paper from an online paper mill and hand it in as your own. Is this plagiarism? • Yes, it’s plagiarism • No, it isn’t • Don’t know

30. Question 2 You use the saying What happens in Vegas stays in Vegas in an essay you’ve written about gambling. You do not put quotes around it, nor do you cite it. Is this plagiarism? • Yes, it’s plagiarism • No, it isn’t • Don’t know

31. Question 3 You find a great idea in an article, so you use it in your paper. You don’t bother to cite the source of the idea because you’ve expressed it in your own words. Is this plagiarism? • Yes, it’s plagiarism • No, it isn’t • Don’t know

32. Quotations • Double quotation marks around short quotations (<40 words). • Longer quotations (>40 words) block indent and omit quotation marks.

33. Short Quotation (<40 words) “An honor code usually consists of a signed statement in which students promise not to cheat and not to tolerate those who do” (Harris, 2001, p. 117).

34. Long Quotation (>40 words) Athletes are searching for anything that will make them more competitive including nutritional supplements, such as vitamins, energy bars and drinks that may compensate for dietary deficiencies, and over-the-counter products like shark cartilage and amino acids, which purport to increase muscle mass, boost energy and endurance, prompt weight gain (or loss), or reduce recovery time between workouts. (Jollimore, 2004, p. 54)

35. In-Text Citation (APA Style) It has been suggested that “For all the progress athletes are making in eating well, many continue to rely on risky dietary supplements, which are often tainted by banned substances such as nandrolone” (Jollimore, 2004, p. 54). OR

36. In-Text Citation (APA Style) Jollimore (2004) states that “For all the progress athletes are making in eating well, many continue to rely on risky dietary supplements, which are often tainted by banned substances such as nandrolone” (p. 54).

37. Paraphrasing • Restating the author’s ideas into your own words • Need to do more than just change a word or two

38. Paraphrasing Original text: “Admissions officers agree that whatever the topic, everything rests in the execution. They look for a thoughtful, revelatory essay that enhances the rest of a student’s application” (Flora, 2004, p.24). Sample Paraphrase: A students’ application for admission is based on many things, one being a creative and unique essay (Flora, 2004).

39. Reference List • Acknowledges all the sources you have cited in your project • Organized in alphabetical order • Strictly follows citation style format (APA, MLA . . . )

40. References Anderson, D. (2001, August 3). Statement by Environment Minister David Anderson on Arctic National Wildlife Refuge. Retrieved July 24, 2004, from http://www.ec.gc.ca/Press/2001/010803_s_e.htm Blicq, R. (2001). Guidelines for report writing. Toronto: Pearson Education Canada. Booth, W. C., Colomb, G. G., & Williams, J. M. (1995). The craft of research. Chicago: University of Chicago Press. Harris, R. (2001). The plagiarism handbook. Los Angeles: Pyrczak. Health Canada. (2004). West Nile virus. Retrieved July 19, 2004, from http://www.hc-sc.gc.ca/english/westnile/index.html Jollimore, M. (2004, June 21). Fuel’s gold: Why Canada’s athletes pay so much attention to what they eat. Time, 163(25), 52-61. Reitman, J. (2004). The Baghdad follies. Rolling Stone, 952/953, 110-117.

41. Capitalization Rules • Title of a journal article, books, videos and web documents – capitalize the first letter only of the title. Example: The dangers of the work place. Remember to capitalize proper nouns: example: The education system in Canada. • Titles of newspapers, journals and magazines – Capitalize all major words in the title. Example: The Globe and Mail • Always capitalize the word following a colon [ : ]. Example from a book title: The sweat off our brows: Working the field • Don’t capitalize minor words like: and, or, the, is except when?

42. Rules of Italics • Italicize the titles of journals, magazines, newspapers, books, videos and web documents: Some examples: • Book: The sound and the fury • Video: Saving Private Ryan • Magazine: Time • Italicize the volume number of a journal but not the issue number: Example: Canadian Art, 24(3) • Do not italicize article titles from journals and magazines: • Example from an article from Time: The wayward winds of change [Not italicized]

43. References (APA Style)Website Lastname, A. A. (Year, Month DD if applicable). Title of page. Retrieved date, from URL Health Canada. (2004, May 25). West Nile virus. Retrieved July 19, 2004, from http://www.hc- sc.gc.ca/english/westnile/index.html ** The retrieval date is not required unless the web page is likely to change (such as wikis)

44. Web Resource Example RMIT (2001) views “information literacy as a basis for lifelong learning” [in-textquoting] Information literacy is relevant for lifelong learning (RMIT, 2001). [paraphrasing] RMIT University Library. (2001). Information literacy @ RMIT. Retrieved from http://www.lib.rmit.edu.au/infolit/index.html [reference list] Date Created use (n.d.) if no date Author(s) Website Title Website address

45. Article from Online Journal Database “Responsible for one out of four help desk calls and half of the PC crashes reported to Microsoft, spyware is draining IT resources and business productivity” (Phifer, 2006, p.46). [in textquoting] Malicious spyware is documented as a common problem behind many help desk calls and other computer problems (Phifer, 2006). [paraphrasing] Phifer, L. (2006, August). Dealing with adware and spyware. Business Communications Review,36(8), 44-48,51. Retrieved from Ebscohost. [reference list] ArticleTitle Date Created Author(s) Journal Title Publication details and pages Database

46. Figure Example Figure 1: Certificate installation (Curran & Canning, 2007, p. 141)

47. Chart Example Chart 1: Logic and arithmetic microprocessor operations (Rodríguez, Zúñiga, Calvo, & Tepichín, 2008, p. 1101)

48. List of Illustrations Figure 1: Certificate installation ………………………………………2 Chart 1: Logic and arithmetic microprocessor operations …………7

49. Image References Curran, K., & Canning, P. (2007). Certificate installation [Diagram]. Information Systems Security, 16(3), 141. doi:10.1080/10658980701401686. Rodríguez, E., Zúñiga, H., Calvo, M., & Tepichín, E. (2008). Logic and arithmetic microprocessor operations [Chart]. AIP Conference Proceedings, 992(1), 1101. doi:10.1063/1.2926799.

50. Image References Curran, K., & Canning, P. (2007). Certificate installation [Diagram]. Information Systems Security, 16(3), 141. doi:10.1080/10658980701401686. Rodríguez, E., Zúñiga, H., Calvo, M., & Tepichín, E. (2008). Logic and arithmetic microprocessor operations [Chart]. AIP Conference Proceedings, 992(1), 1101. doi:10.1063/1.2926799.