Identification and Distribution of JTC 1-Related Documentation NOTE: Reedited for .txt format by Keld Simonsen 1995-11-23. SOURCE: ISO/IEC JTC 1 Secretariat Staff BACKGROUND: As a result of discussions at the JTC 1 Ad Hoc Group on Strategy for the Implementation of IT, 4-6 October 1995, the JTC 1 Secretariat staff agreed to prepare a report recommending: - the identification of document types - the classification of documents as revisable or non-revisable texts; and - acceptable forms of distribution for each document type Attached hereto please find the promised recommendations. Upon approval, portions of this document will be incorporated into the JTC 1 Policy on Electronic Document Distribution. RATIONALE: At any given stage in the ISO/IEC JTC 1 standards process there must be a single identifiable master copy of a document. Administrative documents shall be maintained by the committee secretariat. Technical documents should, preferably, be maintained by the project editor. Document distribution (whether on paper or diskette, via e-mail or FTP or WWW sites) shall be in accordance with the ISO/IEC JTC 1 Directives (current edition) and in a manner consistent with the policies and procedures of the ISO Central Secretariat and the IEC Central Office. National laws and current ISO/IEC policies regarding copyright and intellectual property rights shall be respected. While identified media are acceptable forms for distribution in each document classification, it must be noted that paper and diskette are not preferred in the future. The other formats (E-mail and FTP/WWW) are now being investigated for future implementation. Usage of electronic media shall not be used to preclude a member from participation in the technical work of JTC 1 or its subsidiary bodies. Technical documents circulated for final approval (i.e., DIS, DAM or DTR ballot) or submitted for publication should be disseminated in non-revisable form to limit the possibilities of corruption and amendment which would lead to confusion concerning the official text. Documents circulated during the working draft and consensus building stages may be circulated in revisable form to allow for annotation in support of the development of the standard. The status of modified versions of technical documents created as National Body or designated expert contributions shall be properly identified, with all revisions clearly marked. The chart shown as Attachment 1 of this document provides recommendations regarding a document classification system, action identifiers and acceptable forms of distribution. Attachment 1 NOTE: Abbreviations used in this document are defined in Attachment 2. Document Classification Action Identifier Acceptable Forms of Distribution Official Publications Procedural Documentation FYI P, D, E, Open Published Standard FYI Defined by ISO/IEC Published Amendment FYI Defined by ISO/IEC Published Technical Report FYI Defined by ISO/IEC Published Technical Corrigendum FYI Defined by ISO/IEC Project-related Documents Proposed New Work Item (proposal under review by WG or SC) COM or LB P, D, E, Def Text for NWI ballot (text submitted to JTC 1 for ballot) LB P, D, E, Def Working Draft Text (for information or comment) COM or FYI P, D, E, Def Working Draft Amendment Text (for information or comment) COM or FYI P, D, E, Def Working Draft Technical Report Text (for information or comment) COM or FYI P, D, E, Def Text for CD ballot LB P, D, E, Def Text for PDAM ballot LB P, D, E, Def Text for PDTR ballot LB P, D, E, Def Defect Report COM P, D, E, Def Text for DIS ballot ITTF P, D, E, Def Text for DAM ballot ITTF P, D, E, Def Text for DTR ballot LB P, D, E, Def Text for DTC ballot LB P, D, E, Def Final Text Submitted for IS Publication ITTF P, D, E, Def Final Text Submitted for AMD Publication ITTF P, D, E, Def Final Text Submitted for TR Publication ITTF P, D, E, Def Final Text Submitted for TC Publication ITTF P, D, E, Def Summary of Voting (Table of Replies) FYI or ACT P, D, E, Def Disposition of Comments FYI or COM P, D, E, Def Notice of Publication FYI P, D, E, Open National Body Contribution FYI, COM or ACT P, D, E, Def Officer's Contribution (Contribution from Chair, Convener, Rapporteur, etc.) COM or FYI P, D, E, Def Liaison Organization Contribution FYI, COM or ACT P, D, E, Def Outgoing Liaison Statement FYI or ACT P, D, E, Def Program Extension Document ACT P, D, E, Def Request for Periodic Review ACT P, D, E, Def pDISP Documents for SC Review ACT P, D, E, Def Administrative Documents Document Register FYI P, D, E, Open Secretariat Report FYI P, D, E, Open Programme of Work FYI P, D, E, Open Meeting Announcement (may include Call for Delegates) FYI or ACT P, D, E, Open Meeting Agenda FYI P, D, E, Open Meeting Report FYI P, D, E, Open Resolutions FYI P, D, E, Open Information from SC Secretariat FYI, COM or ACT P, D, E, Def Information from JTC1 Secretariat COM or FYI P, D, E, Def Information from ISO Central Secretariat COM or FYI varies National Body Activity Report FYI P, D, E, Def Other document varies varies Attachment 2 Action Identifiers Identifier Action (Example) ACT Action (Action required by identified group) COM For Comment (Strategic Plan, new procedural document) FYI For Information (Secretariat Report, Document Register) ITTF ITTF action expected (Text submitted for DIS ballot or publication) LB TC or SC letter ballot (NP, CD, etc.) Acceptable Forms of Distribution Each Secretariat shall maintain a formal distribution list as defined in Section 8.3 of the ISO/IEC JTC 1 Directives (i.e. the list includes Participating (P) and Liaison (L) members, the JTC 1 Secretariat and the ITTF, as well as the appropriate committee officers). Secretariats may establish separate distribution lists including additional addresses (i.e., individual experts, etc.) for the exchange of informal communications. Abbreviation Definition P Paper D Diskette E E-mail distribution list Def Defined-access FTP or WWW site (access limited to participants in the ISO system) Open Open-access FTP or WWW site (no restrictions or passwords required) NOTE: The ISO standardisation process encourages the widest possible dissemination of the working documents needed for preparing standards free of charge within the ISO system to ensure that all interested parties have the opportunity to contribute to the development of a standard. In this context, the ISO system should be understood to mean the member bodies of ISO, specifically those who have elected to be P-members of a particular ISO committee, (although O-members and non-members are entitled to receive documentation on request), liaison organisations, the delegates accredited by ISO members and liaison organisations to participate in committee meetings, experts appointed to ISO working groups, members of national committees corresponding to an ISO committee and their sponsoring organisations (e.g. trade associations, government departments, etc.). ISO/TC/SC working documents are not intended for free distribution outside the ISO system as defined above. It may be noted that the POCOSA agreement allows the member bodies to sell TC/SC working documents to those outside the system.