Tobacco Documents Online

s ~z/P~/zmN/73. REPORTS AND MEMORANDA 61Lh August, 1979. The following gives details of the changes that will be implemented concerning Reports and Memoranda. The main chan~es are :- All Reports (I) Classification. Introduction of a "C" to control circulation. Clarification of the security clasm- ification. (2) The Project Leader's name will be included, in addition to those of the Author and Issuer, on the Title Page. (3) Key Words to be added to all Reports. (4) Report Numbers will be pEcvided to Authors by the Gupervisor, Typing Sex, ices (Mrs. J. Whltlock), except in the case of Secret Reports when the Number will be obtained via the Manager's Secretary. For Secret Reports a record of Report Numbers and Titles will only be kept by the Manager's Secretary. The Supervisor, Typing Services, who will keep a zecord of all Reports, will enter "Issued to the Managez's Office" against the appropriate Report Number: R~D Reports (i) SummJmy limited to on..._ee page and style changed. (2) Issued only by Function Managers. (3) To include Product Development. co ~D Co ~ [ Co LTD - MINNESOTA TOBACCO LITIGAT~C,N '"'

-2- Te~iat~ Re~rts {i) To roplac~ Laboratory and Engineering Reports. (2) No change in =ontent but to include Product Deve lopmon t. (3) Issued by Function Managers. Technical Memoranda (I) To replace Product Development Memoranda and now available to all GR&DC Functions. (2) To be numbered sequentially. Numbers to be obtained from the Library. (3) Copy of title page and key words to be sent to Library for reference. File Notes Name changed to Indexed File Notes. B ~, I Co LTD - MINNESOTA TOBACCO LITIGATION Oo ",O q~o

-3- CLASSIFICATION OF I~PORTS While all P~ports are confidential to BAT it is considered that the majority will not =equlre a ee=urlty =lasslflcation. Some Reports may, however, require a controlled circulation. In such oases the Report Number wall carry the suffix "C'. Where Reports are judged to require a SECURITY classlf- I catlon this should be in llne with Company Policy, lee. (a) Secret (b) Puestrictod : rarely used but appropriate in some .circumstances. to be used as appropriate for 6ecurlty reasons but NOT to control circulation. }'ootnote There ore two additional indicators used for particular ,:ir~umstances. (i) "M" nepoz'ts C2) UA~ Raports " whore Raportn are written specifically for external manufacturers or suppliers. versions of existing Reports amended for outside bodies. ~ f Co LTD - MINNESOTA TOBACCO LITIGATION cr~ ',,O C~ ",U 0%

-4- .RESEARCH& DEVELOPMENT R~PORTS The main instrument for c~mmuni=ating the work of GR&DC is the R&D REPORT. This should be authoritative, i.e. it should constltut@ the best statement of the subject matter available. Note that :- (i) Precise recoa~endatlons should be included in an R&D Report. (2) Matters of fact should be scrupulously slparated from matters of opinion. REPORTS should have permanent value and master copies will therefore be held on a permanent basis. The present- ation should be maintained at a high standard consistent with reasonabZe economy and speed of production. REPORTS should "be written in a standard form so that the essential conclusions can be read and understood rapidly without the necessity of reading the whole report. The form should follow the following general pattern: (i) T,itl.e, Paqe ' This should show the title, the Authors, the Project Leader, the Xssuer, Report Number, Programme Reference, File Number, date issued and distribution. (IS) Summar~ and Conclusions This must be of no more than one page directed to give clear recommLndatlons to Management on which action may be taken. It should not be a summary of the technlcal matter reported. {lie) Introdu~ion This should Indlca~ how the work originated, glve necessary referenoes to previous work, and define the object of the work reported. (iv) Body of the Report This should contain only the minlmum of material necessary to present the rational development of the subject. ~ ! Cc, LTD - MINNESOTA TOBACCO LITIGATION

-5- (v) Reporting of Data Essential supporting data and inforlnation, additional to that presented in the body of the Report, should be included in Appendices. (vi) Ke~ Words These should be presented on a single page at the end of the Report (i.e. the last bound page) to allow for ready reference. 4 C~ c~ C~ B ~ I Co LTD - MINN~TA TOBACCO LITIGATION

-6- TECHNICAL REPORTS These should be used for reporting the r•sults of special invostlg•tlonm, e.g. ~n•tion of ccapetltlve materS•is, • minor engineering assessment, or • piece of G~quipment, docwaentatlon of • computer program, etc. They should be mainly confined to reporting and :;~terpretlng experimental data. A muLnimum of speculative ~teri•l may be Included if the objectives of the study warrant this (e.g. if • oompetltor'e flavou~ materl•l was being studied 8n~ was only partially IdRntified, 8pec~latlon ~3r; the other materials present, or their origins, would be 4c~:eptable ) • TECHNICAL REPORTS are seen as • rapid ~thod of ;:eportlng experiments or recording d•t• and oan be used when cesearch has been sponsored by an external organ•sat•on, ~Ithin or without the BAT Group, or as an internally : £ re, tiered report. TECHNICAL REPORTS should be numbered consecutively. The form should follow the following pattern=- (1) Title Paqe Thli should show the title, the Authors, the Project Leader, the Issuer, Report Number, Progr~e Reference, File Number, date issued and ~Istributlon. (el) Style The emphasis should be on brevity. (ill} liL~'--Um~--~'Y, C on¢l~io~ or Re=ommendstion8 This should present the boll on whlah sa acr~.~on may be taken. (iv) Reportln~ of Data A TECHNICAL REPORT should contaln the aslant•el supporting data on which the Interpre~tion8 or ~eco~endations are based. (v) Key Words As for R&D REPORTS. C~ C~ ~D ~ { Co LTD - MINNESOTA TOBACCO LITIGATION

-7- TECHNICAL MEMORANDA TECHNICAL MEMORANDA will be used for reporting the r~sulT~ of Imall, special investigations which are of a b clef, routine or straightforward nature." They should be associated with the mlnlm~n of formality, and should have a Title and File Nwnber and be ei~ned by the Author ()n whom no formal restriction is placed}. They should ~=.3ntaln no speculative material at all, but may contain a brief conclusion or ~ecommendatlon. TEC..,m4XCAL MEMORANDA will be numbered se~nenti~lly and numbers will be provided by the" Library to Authors. Key words should ~ entered on the Title Page, a copy of which will be sent to the Library for recording ana fil.ing. Co ~O C~ CO I~ ~q ~o LTD - MINNESOTA TOBACCO LITIGATION

-8- 1.DExzD ILE NO ,,S Any member of GR&DC has the right to report on any aspect of hi8 work without reference to any other person. Them should be done in an INDEXED FILE NOTE. Generally t~le should follow the form of a report for easy reaalng t,u~t:~ the main featLIEe of an INDEXED FILE NOTE ks T/~at it ~.s not intended to be an authoritative statement of permanent ,.,a]ue, or to be sent outsi~ ~he Establlshlent. No muter ,~|;:~ims will be ~de. INDEXED FILE NOTES may generally, therefore, be a qood means for ¢omBunicatlng speculative ideas and :.r, tarpretatlon of results, for quickly reporting partly ~J~ished work, or for drawing attention to possibilities .trtslng out of work but not in llne with the main project. A reco=d of INDEXED FILE NOTES issued wall be kept in - :.he Library whare the appropriate number for new INDEXED ?ILE NOTES can be obtalned. %o co c~ B ~ I Co LTD - MINNEC~DTA TOBACCO LITIC;AT1ON