JTC 1 N 4571


Information Technology

ISO/IEC JTC 1 N 4571

DATE: 1997.03.06


Procedural Documentation

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.


DUE DATE: 1997.05.20





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 Policy on Electronic Document Distribution using the World Wide Web

1 Scope

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.

2 Media

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 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. 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 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. 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 type:
Portable Document Format .pdf
DOS Text File .txt
Microsoft Word .doc
WordPerfect .wp
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")
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.issue serial number
11.project number
12.status (brief description)
13.action identifier
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 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 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 staff.

4.5 Announcement of Document Availability

When new documents are available on the site an email announcement shall be circulated with the following information:

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

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 with PKZIP™.

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 expert.

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

Not appropriate.

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.

Annex A

currently unallocated

Annexes B to E

see JTC 1 N4558 Annexes B to E

  1. Identification of "Document Type" is defined in Annex D.
  2. As Technology changes, this list shall be reviewed for continued relevancy.
  3. See Annex C