Annex E Registration Definitions
and Guidelines for Procedure Standards
E1
Definitions
For the of registration, the following definitions apply:
applicant
An entity (organisation, individual etc.) which requests the assignment
of a name for an object from a
JTC 1 Registration Authority.
JTC 1 Registration Authority
An organisation approved by ISO/IEC for performing international
registration according to the rules for operation in 2.7.2 and the
procedure guidelines in E2.
name
The term "name" is used in its common English usage and refers
generically to the terms "name," "address," "identifier," etc. used in
specific JTC 1 standards.
naming domain
The set of names that are assignable to objects.
[Note: Usually a naming domain is
concerned with objects in a particular class.]
procedure standard
The standard containing the specific procedures for the JTC 1
Registration Authority to follow.
register
A set of files (paper, electronic, or a combination) containing the
assigned names and the associated information.
registration
The assignment of an unambiguous name to an object in a way which makes
the assignment available to interested parties.
technical group
The group in JTC 1 (e.g. an SC) responsible for the relevant technical
standards.
technical role (of a JTC 1
Registration Authority)
Recording definitions of the objects to which names are assigned and
verifying that these definitions are in accordance with the IS defining
the form of the definition.
technical standard
The standard containing the definition of the classes of objects
requiring registration.
E2 Guidelines for
Procedure Standards
E2.1 Purpose
The purpose of this section is to provide guidance to technical groups
concerning the elements which must be included in a JTC 1 Registration
Authority procedure standard.
[Note: Where JTC 1 Registration
Authorities are not involved, portions of this section may also be
useful in the work of the technical groups in assuring the
international integrity of any registration, but are not normative.]
E2.2 Content of Procedure Standards
A procedure standard shall include definitions for:
- criteria for applicants for registration;
- information to be included on application including the technical
definition of the object where applicable;
- steps involved in review and response to application including
specific time frames;
- where not already included in the technical standard, a
description of the naming domain, and the syntax of names used;
- criteria for rejection of applications, including (where
applicable) procedures for the validation of object definitions;
- procedures for maintenance of register;
- if applicable, requirements for confidentiality of portions of
the information;
- if applicable, procedures for publication of register.
E2.3 Criteria for Eligibility of
Applicants for Registration
The procedure standard shall define the criteria for applicants for
registration. Choices may include any of the following:
- NBs or liaison organisations of ISO/IEC;
- a national or international standards committee or subcommittee,
or group appointed by such a subcommittee or committee;
- other organisations meeting specific criteria defined by the
technical standards body in the procedure standard.
E2.4 Applications for Registration
The procedure standard shall define the information to be included with
applications for registration. The minimum set of information is
described in E2.13.2. Additional
information can be
specified. The format of the application shall be determined by
the JTC 1 Registration Authority who may also require additional
information to facilitate processing. The JTC 1 Registration
Authority shall also provide tutorial material to assist applicants in
preparing applications.
E2.5 Fees
The types of fees and amounts shall not be included in the procedure
standard.
E2.6 Review and Response to
Applications
The procedure standard shall define the process for the JTC 1
Registration Authority to review and respond to applications to ensure
fairness and shall define the maximum time intervals between steps of
the process.
Where the JTC 1 Registration Authority is expected to perform a
technical role in determining conformance of the object to be
registered to the technical standard, this role shall be defined in the
procedure standard. The response to the applicant shall include
information pertaining to the results of the technical review.
E2.7 Assignment of Names and
Recording of Object
Definitions
The procedure standard shall describe the assignment process for
names. The process shall be such that the assigned name is unique
within the register. The assignment process also shall be such
that the same name is not assigned to another object.
After the assignment has been made, the name and associated information
shall be included in the register and the JTC 1 Registration Authority
shall inform the applicant of the assignment in a timely manner (within
the maximum response time specified in the procedure standard).
In cases where the JTC 1 Registration Authority performs a technical
role the object definition shall be recorded in the register at the
time when the name is assigned. The procedure standard defines
the process by which the object definition is validated.
E2.8 Naming Domain
E2.8.1 General
When not already defined in the technical standard, the procedure
standard shall define the appropriate naming domain and name syntax
from which the JTC 1 Registration Authority will assign names either
directly or by reference to a separate specification.
Wherever possible, the naming domain should be open-ended to
accommodate future registration requirements.
In addition, in selecting the naming domain, the following should be
considered:
- the reservation of space for special assignments;
- the syntax from which the names are assigned;
[Note: Names may
be represented in one or several forms (e.g. numeric, alphabetic,
alphanumeric, etc.). When
several forms are prescribed, the various forms are considered
equivalent. For example, in ISO 3166 there are
"Alpha-2", "Alpha-3", and "Numeric" codes for the representation of
names of countries.]
- when the syntax requires numeric values, the use of sequential
assignment wherever possible, starting at some arbitrary value;
- the length of the name;
- the matching criteria to be used for determination of duplicate
entries.
E2.8.2 Re-use of Names
Depending on the volume of registrations anticipated, and technical and
other considerations, re-use of names may be necessary. To be
available for re-use, previously assigned names may either be given up
voluntarily or be reclaimed (see E2.8.3).
The procedure standard
shall define whether:
- a name can never be re-used or;
- a name can be re-used after specific time period to identify
another object.
If names may be given up voluntarily, the process by which this is done
shall be described in the procedure standard.
E2.8.3 Reclamation
If the JTC 1 Registration Authority is allowed to reclaim a name, the
procedure standard shall list the conditions under which reclamation is
allowed and the procedure for reclamation.
E2.9 Rejection of Applications
The procedure standard shall define the criteria for rejection of
applications. These criteria shall include the following as well
as any additional criteria deemed necessary:
- ineligibility of applicant;
- the absence of proper fee;
- incomplete or incomprehensible information in application;
- the justification for inclusion in the register (as defined in
the procedure standard) is not adequate;
- where the JTC 1 Registration Authority performs a technical role,
the object to be registered does not conform to the technical
definition.
In cases where applications are rejected for any reason, the procedure
standard shall define the expected response time.
E2.10 Maintenance
The procedure standard shall define the requirements that the JTC 1
Registration Authority should follow for maintenance of the
register. At a minimum, these shall include:
- Mechanisms for maintaining the integrity of register including
adequate backup (such as off-premises storage) and records retention
requirements. In addition, there shall be provision for the owner
of a name to provide updated information (see E2.13);
- Mechanisms for maintaining confidentiality of data elements where
such confidentiality is required. The specific data elements
requiring such confidentiality shall also be specified in the
procedure standard.
[Note: Additional requirements
are covered in the contract between ITTF and the JTC 1 Registration
Authority.]
E2.11 Confidential
Information
Generally, the interests of the community of information technology
users are best served if the register information is made public.
In certain cases, however, there may be a need for confidentiality of
some or all of the data pertinent to a particular registration, either
permanently or for some portion of the registration process. If
confidentiality is required, the procedure standard shall define such
requirements. The JTC 1 Registration Authority shall ensure
appropriate safeguards to protect the confidentiality of such
information.
E2.12 Publication of the Register
The procedure standard shall define whether the JTC 1 Registration
Authority should provide for publication (electronic or paper) of the
register as a requirement or as an option. Where publication is
required, printed paper versions are mandatory. The publication
shall be consistent with any requirements for confidentiality of any of
the information.
If the JTC 1 Registration Authority is to provide publication, the JTC
1 Registration Authority shall keep accurate distribution records
pertaining to its publications.
E2.13
Information Requirements
The procedure standard shall specify the information contained in the
register, and on forms associated with the registration process.
E2.13.1 Minimum Content of the Register
At a minimum, the register shall contain:
- the assigned name;
- name of initial applicant;
- address of initial applicant;
- date of original assignment;
- date of last transfer of assignment, if allowed (updatable);
- name of current owner (updatable);
- address of current owner (updatable);
- if the owner is an organisation, the name, title, postal/e-mail
address, telephone/facsimile number of a contact person within the
organisation (updatable);
- date of last update (updatable);
- where required by the technical standard or the associated
procedure standard, a technical definition of the object.
The procedure standard shall define additional register information
relevant to the class of objects to be registered.
E2.13.2 Minimum
Content of Forms
The contents of forms (paper, electronic, or a combination of both) for
Registration Application, Request for Update, Notification of
Assignment or Update, and Rejection of Application shall include:
- name of applicant;
- address of applicant;
- if the applicant is an organisation, the name, title,
postal/e-mail address, telephone/facsimile number of a contact person
within the organisation.
[Note: There should be a
correspondence between the data on these forms and the contents of the
register.]