Documentation Standards

01 Purpose

The purpose of this standard is to establish the governance, structure, and quality expectations for all official documentation published by Big Bull Technologies, LLC (“BBT”) for the Before the Call (“B4C”) platform.

Documentation is considered a core component of the B4C platform. It exists to help customers understand how the platform operates, define responsibilities between BBT and its customers, support informed decision-making, and promote transparency.

This standard ensures that all documentation remains consistent, accurate, understandable, and maintainable throughout the lifecycle of the product.

02 Scope

This standard applies to all official documentation created, maintained, or published by Big Bull Technologies for Before the Call, including but not limited to:

• Governance documents
• Company information
• Legal policies
• Trust Center documentation
• Security documentation
• Privacy documentation
• Artificial intelligence documentation
• Department administration guides
• Enterprise documentation
• Product documentation
• Knowledge Base articles
• Release notes
• Customer-facing operational guidance

Marketing materials, advertisements, social media content, and promotional copy are governed separately and are not subject to this standard.

03 Documentation Philosophy

While many documents contain legal or operational requirements, their primary purpose is to clearly explain how Before the Call operates and what customers can reasonably expect from the platform.

Whenever practical, documentation should answer the following questions:

• What does this document cover?
• Why does this matter?
• How does it affect me?
• What responsibilities belong to Big Bull Technologies?
• What responsibilities belong to the customer?

Readers should not need specialized legal or technical knowledge to understand official documentation.

04 Guiding Principles

All official documentation shall be written according to the following principles.

Accuracy

Documentation must accurately describe the current operation of the platform at the time of publication. Documentation must never intentionally describe features, functionality, or services that do not exist or are not currently supported.

Clarity

Documentation should prioritize plain language over unnecessary legal or technical terminology. Complex concepts should be explained in a manner that is understandable to department administrators, board members, municipal leaders, and other non-technical audiences.

Transparency

Big Bull Technologies is committed to openly explaining how the platform operates, how customer data is managed, how artificial intelligence is used, and what responsibilities belong to each party. Where limitations exist, they should be clearly disclosed rather than implied or omitted.

Consistency

Terminology, formatting, structure, and definitions shall remain consistent across all official documentation. The same concept should not be described differently in multiple documents unless a distinction is intentional and documented.

Accountability

Every published document must identify:

• Document owner
• Version number
• Effective date
• Review schedule
• Revision history

Continuous Improvement

Documentation is a living resource. As Before the Call evolves, documentation will be reviewed and updated to reflect meaningful operational, legal, or product changes.

05 Product Boundaries

Documentation shall accurately reflect the intended purpose of Before the Call.

Before the Call is an administrative operations platform designed to support first responder organizations with organizational management, planning, training administration, meeting administration, recruitment, fundraising, document management, communications, and related administrative functions.

Before the Call is not designed or intended to provide:

• Computer-Aided Dispatch (CAD)
• Emergency dispatch services
• Incident management
• Emergency response coordination
• Patient care documentation
• Electronic Patient Care Reporting (ePCR)
• Incident Command System (ICS) functionality
• Emergency communications
• Real-time operational decision-making

Documentation must consistently reinforce these product boundaries.

06 Writing Standards

Authors should adhere to the following writing standards.

Use plain language

Whenever practical, documentation should use common business language instead of legal or technical jargon.

Write in active voice

Documentation should clearly identify the responsible party whenever possible.

Be specific

Avoid vague language such as:

• may sometimes
• generally
• typically
• as appropriate

— unless those terms accurately describe operational behavior.

Define specialized terms

Industry-specific terminology should either be defined within the document or referenced from the official Glossary.

Organize information logically

Use descriptive headings and maintain a logical progression from general concepts to detailed information.

07 Terminology Standards

Official terminology shall remain consistent throughout all documentation.

Additional terminology is maintained within the official Definitions & Glossary.

08 Standard Document Structure

Unless a document requires a different structure, official documentation should generally include the following sections:

1. Purpose
2. Scope
3. Definitions (if applicable)
4. Policy or guidance
5. Responsibilities
6. Related documents
7. Revision history
8. Document information

Not every document requires every section. Authors should use professional judgment while maintaining consistency.

09 Metadata Requirements

Every published document shall include the following metadata:

• Document ID
• Document title
• Version
• Status
• Classification
• Owner
• Effective date
• Next review date

This information should be presented in a consistent format across the Trust Center.

10 Versioning

Documentation follows Semantic Versioning principles.

Every published revision should include an updated revision history.

11 Review Process

Prior to publication, documentation should be reviewed for:

• Product accuracy
• Legal consistency
• Readability
• Formatting consistency
• Terminology consistency
• Cross-reference accuracy

Significant legal documents should undergo legal review prior to final publication whenever practical.

12 Accessibility

Documentation should be accessible to the widest practical audience.

Electronic documentation should:

• Use semantic HTML
• Include logical heading structures
• Support keyboard navigation
• Use sufficient visual contrast
• Avoid conveying meaning through color alone
• Support responsive viewing across common devices

Big Bull Technologies strives to improve documentation accessibility as the platform evolves.

13 Artificial Intelligence

Big Bull Technologies may use artificial intelligence to assist with drafting, organizing, or improving documentation.

14 Relationship to Legal Agreements

Educational documentation is intended to improve understanding of the platform. Where a conflict exists between educational documentation and an applicable legal agreement, the governing legal agreement shall control.

Nothing in this standard modifies contractual obligations between Big Bull Technologies and its customers.

15 Responsibilities

Big Bull Technologies

Big Bull Technologies is responsible for:

• Maintaining official documentation.
• Reviewing documentation periodically.
• Publishing updated versions when necessary.
• Correcting known inaccuracies within a reasonable timeframe.

Customers

Customers are responsible for reviewing applicable documentation and ensuring their use of Before the Call complies with published policies and any executed agreements.

16 Related Documents

• CMP-001 — Welcome to the Trust Center
• CMP-002 — About Big Bull Technologies
• CMP-003 — About Before the Call
• CMP-004 — B4C Principles
• CMP-005 — Platform Definitions
• LEG-001 — Terms of Service
• LEG-002 — Privacy Policy
• TRU-001 — Security Overview
• TRU-002 — Administrative Intelligence & AI Policy

17 Revision History