4 Administration

4.1 Information Technology Task Force (ITTF)

4.1.1  The ITTF is responsible for the day-to-day planning and coordination of the technical work of JTC 1 relative to IEC and ISO, and supervises the application of the ISO and IEC Statutes and Rules of Procedure.  The ITTF shall satisfy itself that particular investigations are followed up and that the time limits are complied with.  To be in a position to keep Councils and NBs informed as to the technical work envisaged, in progress and completed, the ITTF must always be fully informed regarding the work of JTC 1.

4.1.2 The ITTF shall advise the JTC 1 Secretariats and Secretaries on any point of procedure, assist in the technical coordination and harmonisation of work and in seeking solutions to any problems which have not been resolved between JTC 1 and other TCs of ISO and IEC directly.  If necessary, the ITTF may convene ad hoc technical coordination meetings.

4.1.3 The Secretaries-General endeavour to send their representative to meetings of JTC 1 when a new Secretariat is appointed, and to any meetings where such presence is desirable for solving problems, but the ITTF cannot assist the Secretariat, on a permanent or semi-permanent basis, in carrying out its duties.

4.1.4 The ITTF performs the following tasks with respect to ISs:

• Registration of CDs and, if necessary, advising on titles;
• Checking and editing of FCDs (units, equivalence of English and French versions, drawings, tables, etc.);
• Notification of availability of FCDs to NBs and to organisations in liaison for information and comments;
• Distribution of FDISs and DISs to NBs for approval and to organisations in liaison for information and comments;
• Administering the voting of NBs on FDISs and DISs;
• Communicating the voting results and related comments to the appropriate Secretariats (see 12.7.2.2);
• Advising JTC 1 NBs of the acceptance of FDISs and DISs for publication, and distribution of the final report (see 12.7.2.3);
• Printing, distribution and sale of ISs.

In addition the ITTF has certain other specific duties:

• Maintaining up-to-date records showing the participation categories (P- and O-) of NBs in JTC 1 and each SC;
• Maintaining up-to-date records of the liaisons established for JTC 1 and each SC;
• Coordinating the meetings of JTC 1 and SCs relative to other ISO and IEC TCs;
• Convening meetings of JTC 1 and SCs;
• Dealing with questions concerning relations with organisations (invitations to meetings of JTC 1 and its SCs, ISO or IEC technical representation to meetings of such organisations, establishment of new liaisons, etc.);
• Maintaining up-to-date records showing project information and NB memberships.

4.2 JTC 1 Administration

4.2.1 Allocation of the JTC 1 Secretariat

4.2.1.1 The TMB/SMB appoints the Secretariat of JTC 1 from among JTC 1 P members.  The TMB/SMB decides on the transfer of the Secretariat of JTC 1 from one NB to another.

4.2.1.2 An NB (P member) may offer to undertake the Secretariat of JTC 1.  Before doing so, the NB shall have investigated its national situation and satisfied itself that adequate resources exist to carry out the responsibility involved (see Annex A) without undue delay in the processing of JTC 1 work.

4.2.1.3 If an NB wishes to relinquish the Secretariat of JTC 1, the NB shall immediately inform the ITTF, giving a minimum of twelve months' notice.

4.2.1.4  If the Secretariat of JTC 1 persistently fails to comply with the requirements of these directives, the Secretaries-General or an NB may have the matter placed before the TMB/SMB who may review the allocation of the Secretariat with a view to recommending its transfer to another NB.

4.2.2 Responsibilities and Duties of the JTC 1 Secretariat

4.2.2.1 The JTC 1 Secretariat is responsible to the Councils and to the members of JTC 1 for all the activities of JTC 1, including its subsidiary bodies.  The JTC 1 Secretariat shall work in close Co-operation with the Chairman of JTC 1.

4.2.2.2 The JTC 1 Secretariat shall act in all respects as an international Secretariat and shall not be influenced by national considerations in the pursuit of its work.  Working as Secretariat, a NB shall maintain strict neutrality and distinguish sharply between proposals it makes as a NB and proposals made in its capacity as Secretariat.

4.2.2.3 The JTC 1 Secretariat shall maintain and provide the ITTF with up-to-date records of the membership of JTC 1, its SCs and WGs and liaisons with other TCs and organisations.

4.2.3 JTC 1 Special Working Group Administration

The allocation of a JTC 1 S WG Secretariat shall be in accordance with the provisions of 4.3.1 for SC Secretariats.  The responsibilities of a JTC 1 SWG Secretariat shall be in accordance with 4.3.2.1 and 4.3.2.2.

4.2.4  JTC 1 Rapporteur Group Administration

The Rapporteur appointed by JTC 1 is responsible for administration of the Rapporteur Group, e.g. distribution of internal documents, establishment and administration of web sites, meeting arrangements and other administrative support.

4.3 Subcommittee Administration

4.3.1 Allocation of SC Secretariats

4.3.1.1 The Secretariat of an SC is appointed by JTC 1 from among the P members of that SC.  If no NB acceptable to JTC 1 is willing to undertake the Secretariat responsibilities, the SC shall be disbanded.  Before indicating a willingness to undertake SC Secretariat responsibilities, the NB shall have investigated its national situation and satisfied itself that adequate resources exist to carry out the responsibility involved (see Annex A) without undue delay in the processing of the work.

4.3.1.2 In the case of a new SC, an enquiry is made by the JTC 1 Secretariat to obtain offers for undertaking the Secretariat of the new SC.  If two or more P members offer to undertake the Secretariat of the same SC and maintain their candidacy in spite of other offers, JTC 1 decides on the appointment of the SC Secretariat.

4.3.1.3 If an NB wishes to relinquish the Secretariat of an SC, the NB shall immediately inform the Secretariat of JTC 1 giving a minimum of twelve months' notice.

4.3.1.4 If the Secretariat of an SC persistently fails to comply with the requirements of these directives, or for any other reason, JTC 1 may, by a majority vote of the P members, decide to reallocate the Secretariat to another NB.  In this case, an enquiry is made by the JTC 1 Secretariat to obtain offers from other P members of the SC to undertake the Secretariat.  If two or more P members offer to undertake the Secretariat of the same SC, JTC 1 decides on the reallocation of the SC4.2.1 Secretariat.

4.3.1.5 The procedure for reallocation is the same as that set out in 4.3.1.1 and 4.3.1.2.

4.3.2 Duties of an SC Secretariat

4.3.2.1 The SC Secretariat is responsible to JTC 1 and to the members of the SC for all the activities of the SC, including its subsidiary bodies.  It shall work in close Co-operation with the JTC 1 Secretariat.  In particular, for the maintenance of lists of members and liaisons, the Secretariats of SCs shall ensure that the
JTC 1 Secretariat receives the necessary information.

4.3.2.2 The SC Secretariat shall act in all respects as an international Secretariat and shall not be influenced by national considerations in the pursuit of its work.  Working as Secretariat, an NB shall maintain strict neutrality and distinguish sharply between proposals it makes as an NB and proposals made in its capacity as Secretariat.

4.3.2.3 The SC Secretariat shall work in close Co-operation with the SC Chairman appointed by JTC 1, if any.

4.4 Working Group Administration

4.4.1 Allocation of WG Administration Responsibilities

4.4.1.1 The parent body shall assign responsibility for the administration of a WG to a Convener, if necessary supported by a Secretariat.  Any Secretariat shall be either an NB or an organisation endorsed by the NB.  The NB must confirm in writing its consent to the arrangement before it can be affected.

4.4.1.2 The ITTF and JTC 1 shall be informed of any such arrangements and be advised of the name, address, telephone and facsimile numbers, and e-mail address of the person(s) responsible for the administration of the WG.

4.4.2 Administrative Responsibilities for WGs

The administrative responsibilities include:

• Maintenance of a document distribution list;
• Maintenance of lists of members and liaisons - the Convenors or Secretariats of WGs shall ensure that the JTC 1 Secretariat receives the necessary information;
• Maintenance of a document register;
• Preparations for the WG meetings in consultation with the hosts;
• Timely distribution of documents;
• Preparation and distribution of meeting agendas in accordance with the guidelines of 7.6.1;
• Preparation of meeting reports which shall include the following:
• List of attendees, including their nominating organisation (NB or liaison organisation ) and employer;
• Actions taken relative to assigned projects;
• Problems and issues highlighted;
• Target date updates;
• Resolutions;
• forwarding the meeting report and resolutions to the parent body Secretariat for distribution to the parent body for action as appropriate;
• Maintenance of progress reports (includes updates to JTC 1 database).

4.5 Non-Permanent Organisational Entity Administration

Administrative arrangements for non-permanent organisational entities (e.g. OWGs, workshops) should be defined by the establishing group at the time each organisational entity is created.  Such administrative arrangements should take into account the nature of the organisational entity and should generally align with the requirements defined in 4.4 for WGs.

4.6    Responsibility for the Archiving of Documents

4.6.1 The responsibility for the archiving of documents concerning JTC 1 work and the background to the publication of ISs is divided between the JTC 1 Secretariat and the ITTF. Archival of documents is required to support transparency of the standards development process undertaken by JTC 1, to support the effective functioning of JTC 1 and its SCs by preserving the knowledge in the committees and to be able to defend against challenges to decisions or features in Standards. The archiving of documents is of particular importance in the context of any possible future changes of Secretariat responsibility from one NB to another. It is also important that information on key decisions and important correspondence pertaining to the preparation of ISs or TRs should be readily retrievable in the event of any dispute arising out of the provenance of the technical content of the publications. Archival of documents includes the documents themselves and the mechanism or tooling used to access these documents.

4.6.2 JTC 1 and all subordinate groups shall establish and maintain archives of all official transactions concerning their committees listed in Annex HD of the JTC 1 Directives. In particular, these N-numbered documents shall consist of national body submissions, liaison member submissions, reference copies of resolutions, any approved meeting minutes or meeting reports and names of attendees and their national body or liaison affiliations at meetings. N-numbered documents shall be kept for at least 20 years.

4.6.3 Upon the termination of any group, the N-numbered documents shall be passed on to their parent committee for record retention.

4.6.4 The ITTF shall keep reference copies of all ISs, TRs, etc., including withdrawn editions, and shall keep up-to-date records of NB votes in respect of these publications. Copies of FCDs, FDISs and DISs issued for NB voting, final reports and final proofs shall be kept at least until such time as the publications to which they refer have been revised or have completed their next periodic review, but in any case for a minimum of 20 years after publication.

Foreword Table of Contents List of Abbreviations Index
Chapter: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Annex: A B C D E F G H HA HB HD HE HF HG I J K L LA LB M MA N O