ISO/IEC JTC 1 N 4054

JTC 1 Policy on Electronic Document Distribution

1 Scope

The purpose of this document is to define the electronic formatting practices that shall be used for communications between the ISO/IEC JTC 1 Secretariat and the JTC 1 National Bodies, between the JTC 1 Secretariat and its directly reporting subsidiary bodies (e.g., JTC 1 Subcommittees (SCs) and Special Working Groups), and between the JTC 1/SC Secretariats and the JTC 1/SC National Bodies.

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.

Additional document references for Electronic Document Distribution within JTC 1 are listed in Annex C.

Excluded from the scope of this document are any procedures or practices for communications and document distribution policies below the SC level1.

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)2, or any special needs (e.g., graphics, test suites, use of tables etc.).

Rich Text Format (RTF) should be used as the format of choice unless there are special needs for distribution and archiving purposes.

The following file formats are also acceptable3:

· Microsoft Wordª Version 2.0 or higher;

· WordPerfectª Version 5.1 or higher.

· Plain DOS Text file, in code table 850 (Latin-1), with character set limited to the characters of ISO/IEC 8859-14


· Portable Document Format (PDF)ª;

· Machine Processable (Table and Tree Combined Notation (TTCN));

4.2 Graphics

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. Documents containing graphics not available in an acceptable electronic format should be distributed in paper format.

4.3 Document Layout

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 PDFª file format should ensure the integrity of document layout.

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.

4.4 Directory Structure

4.4.1 Sub-directories

Sub-directories should be created for each document comprising more than one file. 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 no more than eight characters mnemonic using the format YYNXXXX where YY is the originating committee (J1 for JTC 1; 07 for SC 7, etc.) and NXXXX is the document "N" number.

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™ .doc

· WordPerfect™ .wp

· DOS Text File .txt

· Portable Document Format™ .pdf

· TTCN .mp

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 type5*

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 document6.

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.

NOTE: Further information regarding file format (including field size and record separators) will be provided by the JTC 1 Secretariat staff.

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 mailed 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.7

It may be necessary in the future to transition 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.

Annex A

Text Area for

A4 and North American Paper Sizes

Paper sizes

A4 210 mm wide, 297 mm high

North American 216 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)

Margins for placing a common text area on an A4 page

Top 10 mm

Bottom 28 mm

Left 20 mm

Right 10 mm

Margins for placing a common text area on a North American page

Top 10 mm

Bottom 10 mm

Left 20 mm

Right 17 mm

Annex BExamples of Valid File Names

06N8888 Directory

06N8888.rtf SC 6 N 8888 (in Rich Text Format (RTF))

06N8888C.rtf Cover sheet for SC 6 N 8888 (in RTF)

06N8888E.rtf Explanatory report for SC 6 N 8888 (in RTF)

06N88881.doc Annex A to SC 6 N 8888 (in Microsoft Word™)

06N88882.doc Annex B to SC 6 N 8888 (in Microsoft Word™)

06N88883.doc Annex C to SC 6 N 8888 (in Microsoft Word™)

06N88884.doc Annex D to SC 6 N 8888 (in Microsoft Word™)

18N9999 Directory

18N9999.rtf SC 18 N 9999 (in RTF)

18N9999C.rtf Cover sheet for SC 18 N 9999 (in RTF)

18N9999E.rtf Explanatory report for SC 18 N 9999 (in RTF)

18N99991.doc Pages 1-50 of SC 18 N 9999 (in Microsoft Word™)

18N99992.txt Pages 51-75 of SC 18 N 9999 (in text)

21N0000 Directory

21N0000.txt SC 21 N 10,000 (in text)

21N0000B.doc Ballot form for SC 21 N 10,000 (in Microsoft Word™)

21N0000C.doc Cover sheet for SC 21 N 10,000 (in Microsoft Word™)

27N1111 Directory

27N1111C.wp Cover sheet for SC 27 N 1111 (in WordPerfect™)

27N11111.wp Pages 1-40 for SC 27 N 1111 (in WordPerfect™)

27N11112.wp Annex A-C for SC 27 N 1111 (in WordPerfect™)

J1N2222.rtf JTC 1 N 2222, including cover sheet (in RTF)

Annex C

Related Documentation for Electronic Document Distribution

JTC 1 N 3721 Revised - Strategy Recommendations from ISO/IEC JTC 1 ad hoc on IT Implementation Strategy

JTC 1 N 3778 - Identification and Distribution of JTC 1 Related Documentation

JTC 1 N 4028 - Document Classification/Type Sample Templates

JTC1 N 3819 Revised - Electronic Document Tips and Techniques Guide

Annex D

8859-1 Character Set


This page is maintained by Keld Simonsen ( using HTML Author. Last modified on 96-03-26.

1 Working Groups (WGs) and other groups below the Subcommittee level may implement alternative means of communication and document distribution within their own group, but are reminded that the practices outlined in this document shall be used when providing documents for distribution to JTC 1 or to any of its Subcommittees or Special Working Groups. 2 Identification of "Document Type" is defined in JTC 1 N 4028. 3 As Technology changes, this list shall be reviewed for continued relevancy. 4 See Annex D