Software User Guide: Using the Policy Coding Matrix

Demonstration writing sample. This guide illustrates end-user software documentation, using my research coding matrix as the example system.

What the coding matrix is

The coding matrix is the spreadsheet where every policy document’s coded values are recorded — one row per document, one column per coding-framework field. It is the single source of truth for the analysis.

Before you start

• You need: access to the matrix, the coding framework document, and the read-only document archive.
• Never code from memory or from a live website. Code only from the archived, dated capture.

Coding a document

1. Open the document’s archive copy and its row in the matrix. If there is no row, stop — the document has not been registered; follow the corpus SOP first.
2. Work through the columns in order. For each field, select a value from that column’s dropdown. Free-text answers are only allowed in notes columns.
3. Cite as you code. Every coded value needs a clause or section reference in the adjacent source column (e.g. s 4.2(b)).
4. Flag uncertainty honestly. If the document does not decide a field, use not-addressed — do not infer what the institution “probably meant”.
5. Save and log. Enter your initials and the date in the coded-by columns.

Common situations

Situation	What to do
Two clauses conflict	Code from the more specific clause; note the conflict.
Document refers to another policy	Code delegated and register the referenced document.
You disagree with an existing coding	Do not overwrite it. Add a note and raise it at the coding meeting.

Getting help

Questions about how to code go to the coding meeting; questions about the matrix itself go to [add maintainer contact]. When in doubt, flag rather than guess — an honest not-addressed is analysable; a guess is contamination.