ISO/IEC JTC 1

Information Technology

ISO/IEC JTC 1 N 4558

DATE: 1997.03.05

REPLACES JTC 1 N 4246

DOC TYPE:

Procedural Documentation

TITLE:
JTC 1 Policy on Electronic Document Distribution Using Diskettes and E-mail

SOURCE:
JTC 1 Ad Hoc on JTC 1 Strategy for Implementing IT

PROJECT:

STATUS:
As per Recommendation 5 of the February 1997 Ad Hoc Group meeting on JTC 1 Strategy for Implementing IT, this document is circulated to JTC 1 National Bodies for a 60-day letter ballot.

ACTION ID: LB

DUE DATE: 1997.05.20

DISTRIBUTION: P and L Members

MEDIUM: D

DISKETTE NO.: 116

NO. OF PAGES: 20

Secretariat, ISO/IEC JTC 1, American National Standards Institute, 11 West 42nd Street, New York, NY 10036; Telephone: 1 212 642 4932; Facsimile: 1 212 398 0023; Email: lrajchel@ansi.org

----------------

JTC 1 N 4558

1997-02-27

(Supersedes JTC 1 N 4246Rev)

JTC 1 Policy on Electronic Document Distribution using diskettes and e-mail

1 Scope

This document is to be read and implemented in association with JTC1 N 4560. Together, these documents define the JTC1 policy for electronic document distribution using diskettes and e-mail.

2 Media

Documents shall be distributed on 90 mm (3 1/2") high density (1,44 MB) flexible disk cartridges (diskettes). Other media may be required on an exceptional basis.

3 Formatting and Filing System

The media formatting and filing system used shall be compatible with the DOS 5.0 and higher operating systems.

It is the responsibility of both the source and the recipient to verify that diskettes are virus-free.

4 Document Preparation and Distribution

4.1 File Formats

The choice of the file format shall be a function of the type of document being distributed (i.e., revisable or non-revisable text) 1, or any special needs (e.g., graphics, test suites, use of tables etc.).

The following file formats are acceptable 2:

Annex E lists recommended formats for many different types of documents. New DIS balloting procedures will determine the document form to be used. It is a matter between the NB and the ITTF and beyond the scope of this policy. However, based upon experience, if the final text is then distributed, PDF is the recommended format.

It is recognized that in certain cases, standards documents may be prepared which utilize other formats to provide machine readable content. Specific JTC1 approval to use such formats, in a normative manner, should be sought by the appropriate SC (e.g. for the use of Machine Processable (Table and Tree Combined Notation (TTCN)) and such approval, if granted, does not remove the need to provide a copy for distribution of the human readable content in one of the formats above.

The policy covers many forms of distribution, some of which, e-mail with attachments is the most appropriate means. When using e-mail with attachments encoding of binary files (e.g. Word and WP documents) is necessary and desirable for RTF (See "Tips and Techniques").

4.2 Graphics

Simple graphics embedded in revisable documents should be editable by the graphics application of the accepted word processing packages. PDF™ should be used for documents with complex embedded graphics. When appropriate, the graphic(s) may be circulated as a separate file in the directory. Documents containing graphics not available in an acceptable electronic format should be distributed in paper format.

If the document contains other than simple graphics as described above (and is being circulated in revisable form for comment), the graphics should be circulated as a separate file(s) in the directory.

4.3 Document Layout

Publishable documents should be in the published format in accordance with the ISO/IEC directives or the JTC1|ITU-T collaborative procedures as appropriate. Others should be in single column format which is more readable via electronic media.

Committees shall make use of the ISO/IEC Forms supplied by the JTC 1 Secretariat. Technical editors will also be encouraged to make use of the standards format templates currently being developed by the ISO Central Secretariat and the IEC Central Office.

Annex A of this document defines the common areas for both North American paper (8 1/2" x 11") and A4 paper. While the establishment of a common text area does not fully address difficulties arising from multiple paper sizes, it will fulfill compliance to ISO 216:1975 (Writing paper and certain classes of printed matter -- Trimmed sizes -- A and B series). Use of the common text area in conjunction with the PDF™ file format should ensure the integrity of document layout.

4.4 Directory Structure

4.4.1 Sub-directories

Sub-directories should be created for each document. In order to prevent introduction of errors into technical documents (e.g., through conversion which may lead to font changes, page renumbering, etc.), separate files shall be created for cover sheets, ballot forms and explanatory reports. The Secretariat shall use discretion to determine if the cover sheet is directly attached to administrative documents.

The directory name shall have eight characters mnemonic using the format YYNXXXXX where YY is the originating committee (J1 for JTC 1; 07 for SC 7, etc.) and NXXXXX is the document "N" number, with leading zeroes if required.

4.4.2 File Naming Schema

Each file name shall have no more than eight characters mnemonic. Documents shall be named using the format YYNXXXXa.sss where YY is the originating committee (J1 for JTC 1; 07 for SC 7, etc.); "NXXXX" is the document "N" number; "a" identifies specific files (C for "Cover Sheet"; B for "Ballot Form", T for "Ballot Text" and E for "Explanatory Report) and ".sss" is the software identifier.

If a document replaces an earlier document a new number shall be assigned (i.e., "N 346 Revised" and "YYNXXXXr.sss" are not permitted.)

If a document number is over 9999, "NXXXX" indicates the last four digits of the document number.

In those instances where the document is stored in multiple files (i.e., annexes, graphics, etc.), those file names shall be named using the format "YYNXXXXz.sss" where "YY" is the originating committee ("J1" for JTC 1; "07" for SC 7, etc.); "NXXXX" is the document "N" number; and "z" is serial number of the multiple files (1 for the first file in the series; 2 for the second; etc.); and ".sss" is the software identifier.

The Read-Me files shall contain descriptions for multiple files. Annex B of this document provides examples of valid file names.

4.4.3 Application Software Naming Schema

Each file name shall contain a suffix (.sss) identifying the software type:
Rich Text Format.rtf
Microsoft Word TM .doc
WordPerfect TM .wp
DOS Text File .txt
Portable Document Format TM.pdf
Hypertext Markup Language.htm

4.4.4 "Human Readable" Read-Me File

Each sequential diskette shall include a non-compressed DOS text file (ISO 8859-1 ) which will serve as a directory for the disk. This file shall be named "YYRXXX.txt" were "YY" is the originating committee, "R "is "Read-Me", and "XXX" is the sequential diskette serial number. This Read-Me file, when viewed or printed, shall resemble a document transmittal letter indicating:

  1. committee ("J1" for JTC 1; "07" for SC 7)
  2. document number (except "N")
  3. backward pointer (i.e., "Replaces N 346")
  4. document type
  5. date assigned ("CCYY-MM-DD")
  6. document title
  7. due date (if applicable)
  8. approximate number of pages in document
  9. diskette serial number
  10. source
  11. project number
  12. status (brief description)
  13. action identifier
  14. medium (paper; diskette, email, etc.)

The line length of any field shall not exceed 75 characters.

This file should also be sent as an email message to the direct electronic distribution list described in Section 6.1 of this document.

Circulation of this file does not preclude the need for an entire document register to be issued as per the ISO/IEC JTC 1 Directives.

4.4.5 Downloadable Read-Me File

Each sequential diskette shall also include a non-compressed DOS text file (ISO 8859-1) suitable for downloading into National Body document tracking databases. This file shall be named "YYDXXX.txt" were "YY" is the originating committee, "D" is "Downloadable", and "XXX" is the diskette serial number (see Clause 4.5). This shall be a tab-delimited file containing the same fields identified in Clause 4.4.4. The presence of absence of fields in both forms of Read-Me files, cover letters, etc. is detailed in Annex F. The file format for this tab-delimited text file is as follows:

field field Name Type Width
1 XSCNUMBER Character 15
2 XDOCNUMBER Character 10
3 XTYPENUM Numeric 2
4 XDESIG Character 5
5 XPROJECTNO Character 17
6 XDATE Character 10
7 XDUEDATE Character 10
8 XSOURCE Character 254
9 XTITLE Character 254
10 XVOTEDUE Character 10
11 XCMTDUE Character 10
12 MEDIUM Character 1
13 DISKNO Numeric 5
14 STATUS Character 254
15 ACTIONID Character 4
16 PAGES Numeric 10
17 REPLACES Character 13

Subcommitte Secretariats are requested to observe these requirements.

4.5 Labeling and Packaging

Each diskette shall be clearly labeled with the following information:

  1. committee
  2. date of the mailing;
  3. sequential diskette serial number (i.e., Disk 001);
  4. document numbers found on the diskette (e.g., "N 17, 19, 21"; "N 25-30"; or "Documents in the range of N 100-150").

All diskettes shall be airmailed in a rigid or suitably padded envelope.

5. Compression Utilities

Compression may be used if so agreed by the recipients of the diskette distribution. When compression is used, it shall be compatible with PKZIP™.

6. Direct Electronic Distribution

Secretariats are requested to note the planned future phases of JTC 1's strategy for implementation of information technology and to investigate options for moving toward direct electronic distribution.

6.1 Email Lists

Each Secretariat shall establish a list of electronic mail (Email) addresses that replicates the committee's formal distribution list as defined in Section 8.3 of the ISO/IEC JTC 1 Directives (i.e. the email list includes Participating (P) and Liaison (L) members, the JTC 1 Secretariat and the ITTF, as well as the appropriate committee officers). Any member that does not have an email address may be listed with a facsimile number.

In some instances, and only upon written confirmation of the P- or L-member, responsibility for receipt and distribution of documents may be delegated to the member's Head of Delegation or other identified expert.

Secretariats may establish a separate distribution list including additional addresses (i.e., individual experts, etc.) for the exchange of less formal documents.

6.2 Encoding Utilities

In some cases, encoding may be required for the transmission of Email messages. When agreed by the recipients of the distribution, UUENCODING shall be used.

It may be necessary in the future to migrate from UUENCODING to MIME encoding.

6.3 Electronic Balloting

Ballot forms should be returned to committee secretariats in electronic format on diskette or via Email. It is not necessary to return the balloting form distributed by the Secretariat as long as all relevant fields are covered in the balloting response.

As a temporary procedure, to ensure fidelity when a ballot is cast via Email, an electronic acknowledgment of the vote shall be sent by the Secretariat.

6.4 Document Classification

Annex D contains classification of various document types used by JTC1 and its subsidiary bodies. The accepted forms of distribution are identified by document type.

---------------------------------------------

1 Identification of "Document Type" is defined in Annex D.

2 As Technology changes, this list shall be reviewed for continued relevancy. This list is not intended to indicate priority.

3 See Annex C


Annex A

Text Area for A4 and North American Paper Sizes

Paper sizes
A4210 mm wide, 297 mm high
North American216 mm wide, 279 mm high
(8 1/2" wide, 11" high)

MAXIMUM common text area for each paper size

183mm wide, 262 mm high

(7.08" wide, 10.24" high)

Minimum Margins for placing a common text area on an A4 page
Top10 mm
Bottom28 mm
Left20 mm
Right10 mm

Minimum Margins for placing a common text area on a North American page
Top10 mm
Bottom10 mm
Left20 mm
Right17 mm


Symmetrical margins which are more generous than the above minimum margins enhance electronic readability.


Annex B

Examples of Valid File Names

06N08888Directory
06N8888.rtfSC 6 N 8888 (in Rich Text Format (RTF))
06N8888C.rtfCover sheet for SC 6 N 8888 (in RTF)
06N8888E.rtfExplanatory report for SC 6 N 8888 (in RTF)
06N88881.docAnnex A to SC 6 N 8888 (in Microsoft Word™)
06N88882.docAnnex B to SC 6 N 8888 (in Microsoft Word™)
06N88883.docAnnex C to SC 6 N 8888 (in Microsoft Word™)
06N88884.docAnnex D to SC 6 N 8888 (in Microsoft Word™)

18N09999Directory
18N9999.rtfSC 18 N 9999 (in RTF)
18N9999C.rtfCover sheet for SC 18 N 9999 (in RTF)
18N9999E.rtfExplanatory report for SC 18 N 9999 (in RTF)
18N99991.docPages 1-50 of SC 18 N 9999 (in Microsoft Word ™)
18N99992.txtPages 51-75 of SC 18 N 9999 (in text)

21N10000Directory
21N0000.txtSC 21 N 10,000 (in text)
21N0000B.docBallot form for SC 21 N 10,000 (in Microsoft Word™)
21N0000C.docCover sheet for SC 21 N 10,000 (in Microsoft Word™)

27N01111Directory
27N1111C.wpCover sheet for SC 27 N 1111 (in WordPerfect™)
27N11111.wpPages 1-40 for SC 27 N 1111 (in WordPerfect™)
27N11112.wpAnnex A-C for SC 27 N 1111 (in WordPerfect™)
27N11113.pdfAnnex D for SC 27 N 1111 (in PDF)

J1N02222Directory
J1N2222.rtfJTC 1 N 2222, including cover sheet (in RTF)

----------------------

Annex C

8859-1 Character Set
Bit Name Example
Combin  
ation  
4  
02/00 Space  
02/01 Exclamation Mark
!
02/02 Quotation Mark
"
02/03 Number Sign
#
02/04 Dollar Sign
$
02/05 Percent Sign
%
02/06 Ampersand
&
02/07 Apostrophe
'
02/08 Left Parenthesis
(
02/09 Right Parenthesis
)
02/10 Asterisk
*
02/11 Plus Sign
+
02/12 Comma
,
02/13 Hyphen-Minus
-
02/14 Full Stop
.
02/15 Solidus
/
03/00 Digit Zero
0
03/01 Digit One
1
03/02 Digit Two
2
03/03 Digit Three
3
03/03 Digit Four
4
03/05 Digit Five
5
03/06 Digit Six
6
03/07 Digit Seven
7
03/08 Digit Eight
8
03/09 Digit Nine
9
03/10 Colon
:
03/11 Semicolon
;
03/12 Less-Than Sign
<
03/13 Equals Sign
=
03/14 Greater-Than Sign
>
03/15 Question Mark
?
04/00 Commercial At
@
04/01 Latin Capital Letter A
A
04/02 Latin Capital Letter B
B
04/03 Latin Capital Letter C
C
04/04 Latin Capital Letter D
D
04/05 Latin Capital Letter E
E
04/06 Latin Capital Letter F
F
04/07 Latin Capital Letter G
G
04/08 Latin Capital Letter H
H
04/09 Latin Capital Letter I
I
04/10 Latin Capital Letter J
J
04/11 Latin Capital Letter K
K
04/12 Latin Capital Letter L
L
04/13 Latin Capital Letter M
M
04/14 Latin Capital Letter N
N
04/15 Latin Capital Letter 0
O
05/00 Latin Capital Letter P
P
05/01 Latin Capital Letter Q
Q
05/02 Latin Capital Letter R
R
05/03 Latin Capital Letter S
S
05/04 Latin Capital Letter T
T
05/05 Latin Capital Letter U
U
05/06 Latin Capital Letter V
V
05/07 Latin Capital Letter W
W
05/08 Latin Capital Letter X
X
05/09 Latin Capital Letter Y
Y
05/10 Latin Capital Letter Z
Z
05/11 Left Square Bracket
[
05/12 Reverse Solidus
\
05/13 Right Square Bracket
]
05/14 Circumflex Accent
^
05/15 Low Line
_
06/00 Grave Accent
`
06/01 Latin Small Letter A
a
06/02 Latin Small Letter B
b
06/03 Latin Small Letter C
c
06/04 Latin Small Letter D
d
06/05 Latin Small Letter E
e
06/06 Latin Small Letter F
f
06/07 Latin Small Letter G
g
06/08 Latin Small Letter H
h
06/09 Latin Small Letter I
i
06/10 Latin Small Letter J
j
06/11 Latin Small Letter K
k
06/12 Latin Small Letter L
l
06/13 Latin Small Letter M
m
06/14 Latin Small Letter N
n
06/15 Latin Small Letter O
o
07/00 Latin Small Letter P
p
07/01 Latin Small Letter Q
q
07/02 Latin Small Letter R
r
07/03 Latin Small Letter S
s
07/04 Latin Small Letter T
t
07/05 Latin Small Letter U
u
07/06 Latin Small Letter V
v
07/07 Latin Small Letter W
w
07/08 Latin Small Letter X
x
07/09 Latin Small Letter Y
y
07/10 Latin Small Letter Z
z
07/11 Left Curly Bracket
{
07/12 Vertical Line
|
07/13 Right Curly Bracket
}
07/14 Tilde
~
10/00 No-Break Space

10/01 Inverted Exclamation Mark
10/02 Cent Sign
10/03 Pound Sign
10/04 Currency Sign
10/05 Yen Sign
10/06 Broken Bar
10/07 Section Sign
10/08 Diaeresis
10/09 Copyright Sign
10/10 Feminine Ordinal Indicator
ª
10/11 Left-Pointing Double Angle Quotation Mark
10/12 Not Sign
10/13 Soft Hyphen
10/14 Registered Sign
10/15 Macron
11/00 Degree Sign
11/01 Plus-Minus Sign
11/02 Superscript Two
11/03 Superscript Three
11/04 Acute Accent
11/05 Micro Sign
11/06 Pilcrow Sign
11/07 Middle Dot
11/08 Cedilla
11/09 Superscript One
11/10 Masculine Ordinal Indicator
º
11/11 Right-Pointing Double Angle Quotation Mark
11/12 Vulgar Fraction One Quarter
11/13 Vulgar Fraction One Half
11/14 Vulgar Fraction Three Quarters
11/15 Inverted Question Mark
12/00 Latin Capital Letter A With Grave
12/01 Latin Capital Letter A With Acute
12/02 Latin Capital Letter A With Circumflex
12/03 Latin Capital Letter A With Tilde
12/04 Latin Capital Letter A With Diaeresis
12/05 Latin Capital Letter A With Ring Above
12/06 Latin Capital Letter Ae
12/07 Latin Capital Letter C With Cedilla
12/08 Latin Capital Letter E With Grave
12/09 Latin Capital Letter E With Acute
12/10 Latin Capital Letter E With Circumflex
12/11 Latin Capital Letter E With Diaeresis
12/12 Latin Capital Letter I With Grave
12/13 Latin Capital Letter I With Acute
12/14 Latin Capital Letter I With Circumflex
12/15 Latin Capital Letter I With Diaeresis
13/00 Latin Capital Letter Eth (Icelandic)
13/01 Latin Capital Letter N With Tilde
13/02 Latin Capital Letter O With Grave
13/03 Latin Capital Letter O With Acute
13/04 Latin Capital Letter O With Circumflex
13/05 Latin Capital Letter O With Tilde
13/06 Latin Capital Letter O With Diaeresis
13/07 Multiplication Sign
13/08 Latin Capital Letter O With Stroke
13/09 Latin Capital Letter U With Grave
13/10 Latin Capital Letter U With Acute
13/11 Latin Capital Letter U With Circumflex
13/12 Latin Capital Letter U With Diaeresis
13/13 Latin Capital Letter Y With Acute
13/14 Latin Capital Letter Thorn (Icelandic)
13/15 Latin Small Letter Sharp S (German)
14/00 Latin Small Letter A With Grave
14/01 Latin Small Letter A With Acute
14/02 Latin Small Letter A With Circumflex
14/03 Latin Small Letter A With Tilde
14/04 Latin Small Letter A With Diaeresis
14/05 Latin Small Letter A With Ring Above
14/06 Latin Small Letter Ae
14/07 Latin Small Letter C With Cedilla
14/08 Latin Small Letter E With Grave
14/09 Latin Small Letter E With Acute
14/10 Latin Small Letter E With Circumflex
14/11 Latin Small Letter E With Diaeresis
14/12 Latin Small Letter I With Grave
14/13 Latin Small Letter I With Acute
14/14 Latin Small Letter I With Circumflex
14/15 Latin Small Letter I With Diaeresis
15/00 Latin Small Letter Eth (Icelandic)
15/01 Latin Small Letter N With Tilde
15/02 Latin Small Letter O With Grave
15/03 Latin Small Letter O With Acute
15/04 Latin Small Letter O With Circumflex
15/05 Latin Small Letter O With Tilde
15/06 Latin Small Letter O With Diaeresis
15/07 Division Sign
15/08 Latin Small Letter O With Stroke
15/09 Latin Small Letter U With Grave
15/10 Latin Small Letter U With Acute
15/11 Latin Small Letter U With Circumflex
15/12 Latin Small Letter U With Diaeresis
15/13 Latin Small Letter Y With Acute
15/14 Latin Small Letter Thorn (Icelandic)
15/15 Latin Small Letter Y With Diaeresis
4 This represents the decimal equivalent of 2 hexadecimal digits.
** To be supplied


Annex D

Document Classification List

Document Classification/Type
Action Identifier
Acceptable Forms

of Distribution



Official Publications




Procedural Documentation FYI P, D, E, Open
ISO TC Communique FYI P, D, E, Open
Published International 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 NP

(proposal under review by WG or SC)

COM or LB P, D, E, Open*
Text for NP ballot

(text submitted to JTC 1 for ballot)

LB P, D, E, Open*



Working Draft Text (for information or comment) FYI or COM P, D, E, Open*
Working Draft Amendment Text (for information or comment) FYI or COM P, D, E, Open*
Working Draft Technical Report Text (for information or comment) FYI or COM P, D, E, Open*



Text for CD ballot or comment LB or COM P, D, E, Open*
Text for PDAM ballot or comment LB or COM P, D, E, Open*
Text for PDTR ballot or comment LB or COM P, D, E, Open*
Text for PDISP ballot or comment LB or COM P, D, E, Open*
Defect Report COM P, D, E, Open*



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 DISP ballot ITTF P, D, E, Def
Text for DCOR ballot LB P, D, E, Def



Revised DIS text for NB review or ITU-T action FYI P, D, E, Def
Revised DAM text for NB review or ITU-T action FYI P, D, E, Def
Revised DTR text for NB review or ITU-T action FYI P, D, E, Def
Revised DCOR text for NB review or ITU-T action FYI 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 ISP Publication ITTF P, D, E, Def
Final Text Submitted for COR 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
Instructions to editor ACT P, D, E, Def
Notice of Publication FYI P, D, E, Open



National Body Contribution FYI, COM, or ACT P, D, E, Def
OfficerÕs Contribution

(Contribution from Chair, Convener, Rapporteur, etc.)

FYI or COM 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



Request for Periodic Review ACT P, D, E, Def



Administrative Documents




Document Register FYI P, D, E, Open
Management Report FYI P, D, E, Open
Secretariat Report FYI or ACT P, D, E, Open
Programme of Work FYI or ACT P, D, E, Open
Program Extension Document ACT P, D, E, Open
Standing Document FYI P, D, E, Open



Meeting Announcement FYI or ACT P, D, E, Open
Meeting Agenda FYI P, D, E, Open
Call for delegates ACT P, D, E, Open
Logistical information for meeting FYI P, D, E, Open
Meeting Report FYI P, D, E, Open
Resolutions FYI P, D, E, Open



Call for officer ACT P, D, E, Def
Vote on officer nomination LB P, D, E, Def
Notification of appointment of officer FYI P, D, E, Open



Information from SC Secretariat FYI, COM, or ACT P, D, E, Def
Information from JTC1 Secretariat FYI or COM P, D, E, Def
Information from ISO Central Secretariat FYI or COM varies
Information from IEC Central Office FYI or COM varies
Information from ITTF FYI or COM varies
Press Release FYI P, D, E, Open



National Body Activity Report FYI P, D, E, Def



Request for comments COM P, D, E, Def



Other document varies varies



Action Identifiers

IdentifierAction (Examples)
LBTC or SC letter ballot

(NP/CD/PDAM/PDTR for ballot)

COMFor comment

(WD/CD for comment; Strategic Plan; new procedural document)

ACTAction required by identified group

(Summary of Voting for consideration at Editing Meeting; National Body Contribution or Incoming Liaison Statement for consideration at WG meeting )

ITTFITTF action expected

(Revised CD/PDAM to ITTF for DIS/DAM registration; revised DIS/DAM/DTR/DCOR to ITTF for publication)

FYIFor information

(Document Register; Disposition of Comments or Meeting Report)

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.

AbbreviationDefinition
PPaper
DDiskette
EE-mail distribution list
DefDefined-access FTP or WWW site

(access limited to participants in the ISO system*)

OpenOpen-access FTP or WWW site

(no restrictions or passwords required)

Open*Open-access FTP or WWW site during the one year trial approved by ISO Council in January 1997

* 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 organisation 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.


ANNEX E

PROPOSED TABLE OF RECOMMENDED FORMATS

As there are different acceptable file formats, the JTC 1 Ad Hoc on Strategy for Implemeting IT has developed the following table of recommended file formats based on final use of a document.

PROPOSED TABLE OF RECOMMENDED FORMATS

Final Use of Document
Text
Word
WP
RTF
HTM
PDF
Simple Administrative Document
HR
P
P
P
HR
-
Simple Technical
HR
P
P
P
P
P
ISO/IEC Standard in preparation
NR
HR
HR
P
P
P
Joint ISO/IEC and ITU-T Standard/Recommendation in Preparation
NR
HR
P
NR
NR
NR
Document intended for Web page browsing
P
P
NR
NR
HR
P
Complex * document in revisable form
NR
HR
HR
P
P
NR
Complex document in non-revisable form
NR
NR
NR
NR
NR
HR
Document needing template as defined in this document
IA
IA
IA
IA
IA
NR

* Complex: Denotes the use of other than simple tables or graphics. Possibly also a function of volume/structure.

KEY
HRHighly recommended
-No guidance
IAIf template available
NRNot recommended
PPossible/Plausible


ANNEX F

Field Name Table
Field
Field Format
Cover Page
Cover Letter,

Human-readable README, Machine-readable README*
Document Register
Technical Committee/Subcommittee/WGYY
X
X
X
Document N #XXXX
X
X
X
Date assigned/circulatedCCYY-MM-DD
X
X
X
Backward pointer (Replaces/Supersedes Doc N #) XXXX
X
X

Document typesee Annex A
X
X

Document title

(w/ ISO/IEC and ITU-T designation, if appropriate)

text
X
X
X
Sourcetext
X
X
X
Project #1.xx.xx.xx
X
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Status

(including info. on where/when document or responses will be considered, if appropriate)

text
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Action identifiersee Annex A
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Due dateCCYY-MM-DD
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Distributiontext
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Mediumsee Annex A
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Diskette serial #XXX
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Approximate # of pagesXX
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* Format and delimiters of human-readable and machine-readable README files to be provided.