JTC 1 N 4571
ISO/IEC JTC 1
ISO/IEC JTC 1 N 4571
JTC 1 Policy on Electronic Document Distribution using the World Wide Web
JTC 1 Ad Hoc on JTC 1 Strategy for Implementing IT
As per Recommendation 6 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 comments, due May 20, 1997.
ACTION ID: COM
DUE DATE: 1997.05.20
DISTRIBUTION: P and L Members
DISKETTE NO.: 116
NO. OF PAGES: 7
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: email@example.com
JTC 1 Policy on Electronic Document Distribution using the
World Wide Web
This document is to be read and implemented in association with
JTC 1 N 4560. Together, these documents define the JTC1 policy
for electronic document distribution using the World Wide Web.
Documents shall be circulated using the World Wide Web.
ISO, IEC and JTC1 policies require that some information may be
made publicly available while other information must be kept private
to defined recipients. Privacy arrangements (using password and/or
ID protection) must be incorporated into Web sites. This protection
must include regular changes, notified to designated recipients
in a secure manner.
3 Formatting and Filing System
The formatting used shall be compatible with HTML v2.0 or higher.
It is the responsibility of both the source and the recipient
to verify that files 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:
New DIS balloting procedures will determine the document form
to be used 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.
4.2 Graphics and other Non-Textual Data
Simple graphics embedded in revisable documents should be editable
by the graphics application of the accepted word processing packages.
PDFª should be used for documents with complex embedded
graphics. When appropriate, the graphic(s) may be circulated
as a separate file in the directory.
If the document contains other than simple graphics as described
above (and is being uploaded in revisable form for comment),
the graphics should be uploaded 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.
JTC 1 N 4572 defines the required layout and content of Web pages
and gives additional layout advice.
4.4 URL Navigation Structure
4.4.1 Directory Naming Schema
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
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. All directory and file names shall be in lower case.
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
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.
All directory and file names shall be in lower case.
4.4.3 Application Software Naming Schema
Each file name shall contain a suffix (.sss) identifying the software
|Portable Document Format|
|DOS Text File||.txt|
|Rich Text Format||.rtf|
4.4.4 "Human Readable" Read-Me File
Each sequential document or batch of documents shall include a
non-compressed DOS text file (ISO 8859-1) which will serve as
a directory for the document(s). This file shall be named "YYRXXX.txt"
were "YY" is the originating committee, "R "is
"Read-Me", and "XXX" is the sequential issue
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")|
|5.||date assigned ("CCYY-MM-DD")|
|7.||due date (if applicable)|
|8.||approximate number of pages in document|
|9.||issue serial number|
|12.||status (brief description)|
|14.||medium (paper, diskette, email, server)|
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
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 issue 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 file serial
number (see Clause 4.5). This shall be a tab-delimited file
containing the same fields identified in Clause 4.4.4.
NOTE: Further information regarding file format (including field
size and record separators) will be provided by the JTC 1 Secretariat
4.5 Announcement of Document Availability
When new documents are available on the site an email announcement
shall be circulated with the following information:
4.6 On-Line Retention and Archiving
Documents shall be retained on-line for at least two years or
two Plenary cycles, whichever is greater. After this, documents
may be removed from on-line availability and shall be available
from the secretariat in a format at the discretion of the secretariat.
5. Compression Utilities
Compression may be used if so agreed by the recipients of the
file distribution. When compression is used, it shall be compatible
6. 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
Secretariats may establish a separate distribution list including
additional addresses (i.e., individual experts, etc.) for the
exchange of less formal documents.
Secretariats will notify their SC addressees by Email of the uploading
of new documents as soon as they are uploaded, preferably by issue/batch.
Each Email will be numbered sequentially and the secretariats
will maintain lists of these Emails.
6.2 Encoding Utilities
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.
Annexes B to E
see JTC 1 N4558 Annexes B to E