ISO/IEC JTC 1 Information Technology
ISO/IEC JTC 1 N 5348
DATE: 1998-05-14
REPLACES JTC 1 N 5180
DOC TYPE: Other document (Defined)
TITLE: Revised Version of JTC 1 N 5180, JTC 1 Policy on Electronic Document Distribution Using the World Wide Web
SOURCE: Clyde Camp, Document Editor
PROJECT:
STATUS: This document is circulated to JTC 1 National Bodies for review and consideration at the June 1998 JTC 1 Plenary meeting in Sendai.
ACTION ID: ACT
DUE DATE:
DISTRIBUTION: P and L Members
MEDIUM:
DISKETTE NO.:
NO. OF PAGES: 10
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
ISO/IEC JTC 1 N 5348 |
Development Notes This table is not part of this document. |
|
1 Scope
Users and implementers of this policy
should be aware of the philosophy change between diskette-based distribution and
web-based distribution. Previously (with diskette distribution) users received
documents with no action on their part. With web-based distribution, users are
notified that new documents are available and they must then actively access or
download them on their own initiative.
This document shall be used in conjunction with the ISO/IEC JTC 1 Directives (current edition) and in a manner that is 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.
This document should be used in conjunction with Tips and Techniques Guide for JTC 1 Web-based Distribution which provides important implementation guidelines for web authors and administrators.
Users of diskette and e-mail distribution mechanisms should refer to JTC 1 Policy on Electronic Document Distribution using diskettes and e-mail.
Related Documentation for Electronic Document Distribution:
2 Medium
JTC 1 and SC documents
shall be made available using the facilities of the World Wide Web (Web). The
preferred distribution mechanism is via http protocol software (commonly
referred to as web browsers). For the purposes of efficiency, ftp capability may
be provided as an additional distribution mechanism at the discretion of the
individual Secretariats.
3 Virus Checking
It is the
responsibility of the webmaster and the Secretariat to use well maintained
anti-virus software to verify that files are virus-free. End users also share
the responsibility for an overall virus-free environment and are strongly
encouraged to utilize up-to-date anti-virus software capable of scanning and
verifying documents accessed via the Web.
It is the responsibility of any party, including the end user, to alert the Secretariat if it detects a virus in a distributed document. This will at least assist in minimizing the spread of the infestation.
4 Document Preparation and
Distribution
An Executive Summary or abstract shall accompany all
standards as early as possible during development. Such a summary will
especially be of value for the machine readable standards.
4.1 Document Formats
The choice of the document
format shall be a function of the type of document being distributed (i.e.,
revisable or non-revisable text). The following document formats are acceptable:
Notes:
Note: PDF is recommended only where there is a
requirement for a non-revisable form of the document, e.g. circulation of FDIS
text, or when PDF is the only choice as a result of the document development
tool being used.
Note: RTF is to be used only as a last resort, acceptable
if none of the other formats can be produced. It is NOT a preferred
file format.
Annex E lists recommended formats for many different types of documents. For all documents intended to be viewed on the web (including administrative documents such as agendas, SoVs, DoCs, meeting notices, etc), HTML is the preferred format.
It is recognized that in certain cases, standards documents may be prepared which utilize other formats to provide both human and machine readable content in the same document or standard. Specific JTC 1 approval to use such formats, in a normative manner, should be sought by the appropriate SC and such approval, if granted, does not remove the need to provide a copy of the human readable content for distribution in one of the formats above.
By itself, the use of one of the above file formats will not necessarily enable electronic documents to be successfully processed by a recipient. Guidance on avoiding problems and maximising the possibility of successful processing by the recipient of a document is contained in the Tips and Techniques Guide for JTC 1 Web-based Distribution. This guide should also be consulted for information on minimizing problems associated with the selection of fonts and the use of international versions of software and languages.
For those documents whose final intended use is to be printed, Annex A defines the common areas for both North American paper (8 1/2" x 11") and A4 paper.
4.1.1 Considerations for Upgrading Document Formats
Considerable problems can occur when changing application software versions. Secretariats should take the following into account when considering upgrading their applications:
4.2 Graphics and other Non-Textual
Data
Graphics embedded in web-based revisable
documents should be either GIF or JPEG formats. If a more robust graphics
package is required the final graphic must be editable by the graphics
application of the accepted word processing packages. In any case, the use of
the PDF document format will allow for readibility of the integrated document
regardless of complexity.
For continuity and readability, graphics should be located at the appropriate location in the document, however they may be appended to the back of the document as alternative.
It is acknowledged that some documents, such as those prepared in Table and Tree Combined Notation (TTCN) are of value only when they are in machine readable format. As the document formats listed in Section 4.1 will provide no useable version of the standard, those formats can be considered inappropriate in such situations.
4.3 Document Structure
Non-standards documents
should be in single column format which is more readable via electronic media.
Standards documents should conform to either of the following (as appropriate) concerning the rules for the presentation of ISs:
Committees shall make use of the ISO/IEC forms supplied by the JTC 1 Secretariat and which are obtainable from JTC 1 Web and ftp sites.
Project editors are encouraged to make use of the templates provided by the ISO Central Secretariat, the IEC Central Office or the ITU-T Technical Standards Bureau as appropriate.
Annex G is the overall Web Server Policy covering web page structure, web server content and web server maintenance.
4.4 Document Server Navigation Structure / Document
Distribution
Each SC should define their navigational structure for
document distribution. Only SC documents should be posted to the SC level web
pages. All parent JTC 1 documents should be located on the JTC 1 web pages but
can be referenced (e.g. linked to) by the SCs as needed. The home page URL
(Universal Resource Locator) is http://www.jtc1.org/. Links to all SC home
pages should be via the JTC 1 home page and vice versa.
Documents that are specified as "defined access" (Def
in Annex
D) on the JTC 1 web site may be copied to between JTC 1 and SC web sites in order
to simplify distribution without the need for multiple passwords.
4.4.1 Directory Naming Schema
Knowledge of
directory structure is not needed for navigation of the Web and its
implementation is left to the discretion of the individual secretariats. The Tips and
Techniques Guide for JTC 1 Web-based Distribution document contains
additional information which may aid the secretariat.
4.4.2 File Naming Schema
Files should be named according to the following
criteria:
(i.e., "n 346 Revised" is not permitted.)
File Extension |
Originating Application Program or File Type |
.htm |
ASCII text file containing valid HTML tags suitable for direct viewing by a web browser such as Netscape Navigator or Internet Explorer |
.txt |
Plain DOS Text file, encoded in ISO/IEC 8859-1 |
.doc |
Microsoft WordTM format |
.wp |
WordPerfectTM format |
|
Portable Document FormatTM Note: PDF is recommended only where there is a requirement for a non-revisable form of the document, e.g. circulation of FDIS text, or when PDF is the only choice as a result of the document development tool being used. |
.rtf |
Rich Text Format
Note: RTF is NOT a preferred file format. It is to be used only as a last resort, acceptable if none of the other formats can be produced. |
.zip |
Compressed archive file created by
PKZIPTM
Note: The ZIP file type is intended for block distribution, as a single file, of multiple files of the other types. |
c | Cover Sheet | Where possible all document categories should be combined into a single document (or zipped file) with no category letter. The use of categories should be used only for complex documents where no other option exists |
b | Ballot form | |
t | Ballot Text | |
e | Explanatory Text | |
m | multiple file designator | If documents are prepared in multiple files (e.g. cross references, an index, or a table of contents created by combinations of master documents and sub documents), master documents should be named using the format YYnXXXXm.sss where YYnXXXX and .SSS are as defined above and m is the letter m. The author should name subdocuments as meaningfully as possible. |
* | document element | For those instances where the elements of a document are stored in multiple files (e.g. annexes, graphics, etc), the files corresponding to these elements shall be named using the format YYnXXXX*.SSS where YYnXXXX and .SSS are as defined above and where * is the numerical serial number (1-9) of the multiple files of the same format. |
Annex B of this document provides examples of valid file names.
4.4.3 Document Register Log
On the web site, a master document register log will be
maintained in descending order (most recent document first), allowing for
character string search of the register. This file will satisfy the requirement
of a document register to be issued as per the ISO/IEC JTC 1
Directives.
To enable easier downloading of the register for local use, the register will also be organized in 50 document increments. The document register will contain those elements of the cover sheet deemed to be useful for document identification as defined below. The hyperlinked register will, when selected, provide a copy of the document to those with authorized access.
The secretariat shall ensure that the document register contains the following information. Cover sheets to documents shall contain a formatted version of this information per the JTC 1 Revised Electronic Document Templates Guide.
4.4.4 Announcement of Document
Availability
Notice of newly posted documents
to the web shall be announced via an e-mail message to the designated electronic
distribution list as described in Section
6.1 of this document. The e-mail message shall contain the following:
(e.g., "N 17, 19, 21"; "N 25-30"; or "Documents in
the range of N 100-150")
The Secretariat should work toward posting all new documents together in a "batched mailer" such that a group of documents can be downloaded together. Secretariats are strongly encouraged to provide meeting agendas that are hyperlinked with all posted documents placed in a single folder for download prior to the meeting.
4.4.5 Use of Log File Data
The applicable segment of the Document Register Log
included in the announcement shall be provided to the National Bodies for their
use. Secretariats shall use this information, formatted according to JTC 1
Revised Electronic Document Templates Guide, to create applicable
coversheets.
4.5 Web Site Document Retention and
Archiving
Documents shall be retained on the
Web Site for two years or two Plenary cycles, whichever is greater. After this,
documents may be removed from the Web but shall be available from the
secretariat in a format of its choice. Alternatively the out of date documents
may be retained in a compressed form. The use of CD ROMs to provide collections
of documents on an annual or other basis is encouraged as another mechanism for
archival of out of date documents.
5. Compression
Utilities
Compression may be used if
so agreed by the recipients of the file distribution. Compression should be
considered if a file or block of files is more than 500K bytes. When compression
is used, it shall be compatible with PKZIPTM.
Refer to Tips and
Techniques Guide for JTC 1 Web-based Distribution for
how to address directory structures if applicable.
6. Direct Electronic Distribution
6.1 E-mail Lists
Each Secretariat shall establish a list of electronic mail
(e-mail) addresses that replicates the committee's formal distribution list as
defined in ISO/IEC JTC 1
Directive Section 8.3, together with appropriate committee officers. Any
member that does not have an e-mail address may be listed with a facsimile
number.
In some instances, and only upon written confirmation of the 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 exchange of less formal documents. Registered experts on such mailing lists still require their national body agreement to gain regular access to formal documents.
6.2 Encoding Utilities
At this time, there is no expectation that encoding
utilities will be needed for this medium.
6.3 Electronic Balloting
The JTC 1 Secretariat will investigate procedures for
electronic responses to letter ballots. The process should take advantage of
hyperlinking the letter ballot log to the letter ballots themselves. National
bodies should be able to respond directly via the web to submit their letter
ballot response. The Secretariat is empowered to make use of IT technology for
automatic letter ballot tabulation.
7 Access Control to JTC 1 documents
7.1 Open and restricted documents
ISO, IEC and JTC 1 policies
require that while some information be publicly available, other information
must be kept private to defined recipients. Document availability is defined in
Annex
D
7.2 Access control
Privacy arrangements (using password and/or ID protection) shall
be incorporated into Web sites where appropriate to meet these policies. When
ftp capabilities are provided as an additional distribution mechanism, the same
password/ID combinations should work no matter which method is used.
7.3 Password control
Document protection must include regular password changes,
notified to designated recipients in a secure manner. Changes should be made
once or twice per plenary cycle and at other times if a security breach
occurs.
When passwords are about to be changed, an e-mail message containing the new password shall be sent to the distribution list as defined in 6.1. The e-mail notification should be sent sufficiently far in advance of the change so that authorized participants at the national body level will have received notice of the change by the time it is effective. Alternatively, if the responsible secretariat has the capability, an overlap of passwords during the change may be implemented.
Embedded passwords at the document level (e.g. use of passwords within documents) shall not be used. The document shall be freely readable without a password once it has been downloaded. This does not preclude the use of a password in order to be able to download or access the document in the first place.
Paper | A4 | North American |
---|---|---|
Size | 210 mm wide 297 mm high |
216 mm wide, (8 1/2" wide) 279 mm high , (11" high) |
MAXIMUM common text area for each paper size | 177 mm wide 256 mm high |
179 mm (7.05") wide 253 mm (9.96") high |
Minimum Margins for placing a common text area | Top 13 mm Bottom 28 mm Left 20 mm Right 13 mm |
Top 13 mm Bottom 13 mm Left 20 mm Right 17 mm |
Symmetrical margins which are more generous than the above minimum margins enhance electronic readability.
Files associated with Document n8888 originating in SC6 |
|
Files associated with Document n9999 originating in SC7 |
|
Files associated with Document n0000 originating in SC |
|
Files associated with Document n1111 originating in SC27 |
|
Files associated with n2222 originating in JTC 1 |
|
Document Classification/Type |
|
|
Official Publications | ||
Procedural Documentation | FYI | P, Open |
ISO TC Communique | FYI | P, 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, Open* |
Text for NP ballot
(text submitted to JTC 1 for ballot) |
LB | P, Open* |
Working Draft Text (for information or comment) | FYI or COM | P, Open* |
Working Draft Amendment Text (for information or comment) | FYI or COM | P, Open* |
Working Draft Technical Report Text (for information or comment) | FYI or COM | P, Open* |
Text for CD ballot or comment | LB or COM | P, Open* |
Text for PDAM ballot or comment | LB or COM | P,Open* |
Text for PDTR ballot or comment | LB or COM | P, Open* |
Text for PDISP ballot or comment | LB or COM | P, Open* |
Defect Report | COM | P, Open* |
Text for DIS ballot (Fast Track document) | ITTF | Def |
Text for DAM ballot (Fast Track document) | ITTF | Def |
Text for DTR ballot | LB | P, Def |
Text for DISP ballot | ITTF | P, Def |
Text for DCOR ballot | LB | P, Def |
Text for FCD ballot | LB | open* |
Text for FPDAM ballot | LB | open* |
Text for FDIS ballot | ITTF | Def |
Text for FDAM ballot | ITTF | Def |
Revised DIS text for review (Fast Track/PAS document) | ACT | Def |
Revised DAM text for review (Fast Track/PAS document) | ACT | Def |
Revised DTR text for NB review or ITU-T action | FYI | P, Def |
Revised DCOR text for NB review or ITU-T action | FYI | P, Def |
Final Text Submitted for IS Publication | ITTF | P, Def |
Final Text Submitted for AMD Publication | ITTF | P, Def |
Final Text Submitted for TR Publication | ITTF | P, Def |
Final Text Submitted for ISP Publication | ITTF | P, Def |
Final Text Submitted for COR Publication | ITTF | P, Def |
Summary of Voting/Table of Replies | FYI or ACT | P, Def |
Disposition of Comments | FYI or COM | P, Def |
Instructions to editor | ACT | P, Def |
Notice of Publication | FYI | P, Open |
National Body Contribution | FYI, COM, or ACT | P, Def |
OfficerÕs Contribution
(Contribution from Chair, Convener, Rapporteur, etc.) |
FYI or COM | P, Def |
Liaison Organization Contribution | FYI, COM, or ACT | P, Def |
Outgoing Liaison Statement | FYI or ACT | P, Def |
Request for Periodic Review | ACT | P, Def |
Administrative Documents | ||
Document Register | FYI | P, Open |
Management Report | FYI | P, Open |
Secretariat Report | FYI or ACT | P, Open |
Programme of Work | FYI or ACT | P, Open |
Program Extension Document | ACT | P, Open |
Standing Document | FYI | P, Open |
Meeting Announcement | FYI or ACT | P, Open |
Meeting Agenda | FYI | P, Open |
Call for delegates | ACT | P, Open |
Logistical information for meeting | FYI | P, Open |
Meeting Report | FYI | P, Open |
Resolutions | FYI | P, Open |
Call for officer | ACT | P, Def |
Vote on officer nomination | LB | P, Def |
Notification of appointment of officer | FYI | P, Open |
Information from SC Secretariat | FYI, COM, or ACT | P, Def |
Information from JTC 1 Secretariat | FYI or COM | P, 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, Open |
National Body Activity Report | FYI | P, Def |
Request for comments | COM | P, Def |
Other document | varies | varies |
Identifier | Action | Examples |
---|---|---|
LB | TC or SC letter ballot |
|
COM | For comment |
|
ACT | Action required by identified group |
|
ITTF | ITTF action expected |
|
FYI | For information |
|
Abbreviation | Definition |
---|---|
P | Paper (only for those without Web access) |
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) |
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.
As there are different acceptable document formats, the following table of
recommended document formats is based on the intended use of the final document.
Intended Use of Final Document | Document Format | |||||
---|---|---|---|---|---|---|
HTML | TXT | DOC | WP | RTF | ||
Simple Administrative Document |
HR |
HR |
P |
P |
- |
NR |
Simple Technical |
P |
HR |
P |
P |
P |
NR |
ISO/IEC Standard in preparation |
P |
NR |
HR |
HR |
P |
NR |
Joint ISO/IEC and ITU-T Standard/Recommendation in Preparation |
NR |
NR |
HR |
P |
NR |
NR |
Document intended for Web page browsing |
HR |
P |
P |
NR |
NR |
NR |
Complex * document in revisable form |
P |
NR |
HR |
HR |
NR |
NR |
Complex document in non-revisable form |
NR |
NR |
NR |
NR |
HR |
NR |
Document needing template as defined in this document |
IA |
IA |
IA |
IA |
NR |
IA |
KEY |
* Complex: Denotes the use of other than simple tables or graphics. Possibly also a function of volume/structure.
This is not a formal list of terms and definitions as found in most
standards, but where appropriate, suitable definitions from existing
vocabularies are cited.
ASCII | coding for a small subset of characters consisting of the numbers 0-9, upper and lower case letters a-z without diacritical marks, and simple punctuation normally used for creating simple text files equivalent to IEC 606 |
browser | computer program used to locate and display documents on the World Wide Web |
diskette or floppy disk | small magnetic disk used for storage of data |
ftp | abbreviation for File Transfer Protocol, the protocol used on the Internet for exchanging files |
FAQs | abbreviation for Frequently Asked Questions, a document, often designed as a hypertext document, that answers questions on a technical topic |
home page | main page of a web site, typically serving as an index or table of contents to other documents or services provided at the site |
hypertext | database system in which various types of object (such as text, pictures, sound, video, programs) can be creatively linked to each other |
HTML | abbreviation for Hypertext Markup Language, the authoring language used to create documents on the World Wide Web and is similar to SGML, although not strictly a subset |
Internet | global, decentralized communications network connecting millions of computers, providing exchange of data, news and opinions |
link | reference to another document permitting, in the case of the World Wide Web, direct access to the document referenced |
media |
|
abbreviation for Portable Document Format, a file format developed by Adobe which captures formatting information from a variety of applications and makes it possible to transmit and display documents in an identical way, independent of the platform |
Note: This Annex was previously issued and balloted on as JTC 1 N 4572, but as a result of comment resolution has been combined with N 4571. Because of time constraints, it has been inserted en toto into this document. In the event of conflicting requirements between this annex and the main document, the main document shall be considered the primary document. This note is not part of this document.
It is expected that National Bodies and Committees will utilize this document
as they begin their web-server implementation. Additional information is
available in Tips and Techniques for JTC 1 Web Pages.
Every JTC 1/SC web page shall contain the following structural elements:
(These elements may appear in any order, however it is highly
recommended that the committee retain the same style for all pages within the
committee's purview.)
Each web server (JTC 1 and SC) shall provide the following, manditory information in the form of web pages which conform to the common look and feel of the Web Page Structure appropriate to the committee.
Although optional, each secretariat is strongly encouraged to add the following information as appropriate.
The committee shall distinguish between open access vs defined access
documents per Annex
D
The server administrator shall provide appropriate limited access to
non-members by use of group level passwords with appropriate notification to
users. Non-members attempting to access protected pages shall be automatically
replied to with a message stating the criteria for access.
The original document shall be considered the
"source" document. NBs or committees may utilize the source document in a
variety of ways:
In the event of a difference in content between the original and the copy, the content of the original shall take preference. It is therefore up to the administrator of the mirror site or new document to ensure its integrity.
Structured with a register list every 50th document
- Each register shall show all Document numbers, title, date, due
date
- Register entries shall be hot-linked to the actual documents
- Provisions shall be provided to download documents as a package (e.g
for documents with enclosures, annexes, drawings, embedded data, etc.)
-
Provision shall be made for providing paper printouts of documents to those
with no web access.
Documents shall be retained for a minimum of two years or two
complete plenary cycles, whichever is greater.
After the retention period, documents may be removed from on-line
availability and shall be available from the secretariat in a format at the
discretion of the secretariat.