15 Maintenance of International Standards

The SC responsible for the development of a document shall also be responsible for its maintenance after publication so that it is kept up-to-date.  In some cases, the standard may be designated "stabilised" and will no longer be subject to periodic maintenance; the procedures for "stabilised" standards are described in 15.6.  To safeguard the media used for publication, the Secretariat of the responsible SC shall ensure that masters are maintained in the country of the Secretariat and also transmitted to ITTF for storage.

15.1     Revision

15.1.1  If it is decided that an IS is to be revised, the SC Secretariat shall inform the ITTF and add an appropriate project to the programme of work (see 6.2.1.5).

15.1.2  The steps for revision start with Stage 2.  If, however, JTC 1 (or one of its SCs) by a vote of its P members or at a meeting decides that the proposed revision is of relatively minor importance, it may direct the JTC 1 or SC Secretariat to submit the revised IS directly to the ITTF for publication.

15.1.3  If the ITTF is able to verify that no significant change is made in the IS by such minor revisions, the IS is published.

15.1.4  Where continuous updating of an IS is required, JTC 1 may request the establishment of a maintenance agency (see 2.7.3).

15.1.5  Previous editions of standards (including their amendments and technical corrigenda) may be included in the ISO and IEC Catalogues on an exception basis as determined by the SC, noting that these documents should be used for reference purposes only. .

15.1.6    If an SC plans to revise an IS with amendment(s), it can incorporate draft amendment(s) in the state between FPDAM and FDAM as well as those amendments(s) and corrigendum(da) at the publication state into the revision and start out the approval process from FDIS stage.

15.1.6.1    The contents of the draft amendment(s) in the state between FPDAM and FDAM should be marked, e.g. underlined, in the FDIS, otherwise should be included in the foreword of the FDIS.

15.2     Withdrawal

The procedure for withdrawal of an IS is the same as that for preparation and acceptance; that is, an initial study shall take place in JTC 1.  On the recommendation of JTC 1 or of the ITTF, the proposal for withdrawal shall then be submitted to NBs for approval, giving the same voting time limits as for the approval of an IS (see 12.7.1.2)

15.3     Periodic Review

15.3.1  On request by an NB or the Secretaries-General and in any case not more than five years after the publication of the most recent edition of a standard, each IS for which JTC 1 is responsible shall be reviewed by JTC 1 with a view to deciding (by a majority of the P members voting in a meeting or by correspondence) whether it should be:
Standards which have previously been declared as stabilised are not subject to the periodic review; however, each Sub Committee shall periodically review a current list of its own stabilised standards to ensure that they still belong in stabilised status.

The periodic review of a standard shall include the review of any subsequently approved amendments or corrigenda.  The publication dates of amendments or corrigenda do not affect the timing of the periodic review.  The review shall include an assessment of the degree to which the standard has been applied in practice.

To allow sufficient time to accomplish the periodic review within the targeted five-year period and to provide JTC 1 NBs with pertinent information on the technical relevance of the standard, SCs are instructed to review all standards assigned to them for development within the two years prior to the JTC 1 periodic review.  SCs should make a recommendation (by action at a meeting or by letter ballot) concerning the confirmation, revision or declaration of being stabilized or withdrawal of each standard and should provide information on the status of the standard as regards 10.6.  The SC Secretariat shall forward this recommendation to the JTC 1 Secretariat for inclusion with the periodic review ballot when it is circulated to JTC 1 NBs or for consideration at a meeting.  NBs shall be asked whether they support the SC recommendations and if not, to state their preference and the reasons therefore.

In the absence of a SC recommendation (i.e. for those JTC 1 standards not assigned to an existing SC), NBs shall be asked to indicate whether they are in favour of confirmation, revision or withdrawal.

15.3.2  If an SC is preparing a revision or a new edition of a standard, the SC Secretariat shall inform the JTC 1 Secretariat and the periodic review will not be conducted unless requested by an NB or the Secretaries-General.

15.3.3  If the results of the JTC 1 ballot indicate that the standard should be confirmed, the ITTF confirms the standard and notifies the JTC 1 and appropriate SC Secretariat.  If JTC 1 decides to revise an IS, the provisions of 15.1 shall apply.  If JTC 1 decides to withdraw an IS, the provisions of 15.2 shall apply.

15.3.4  In all cases, the results of the periodic review ballot shall be forwarded to JTC 1 or the appropriate SC for information and consideration of comments received on the ballot.

15.4    Correction of Defects

15.4.1    Definitions

defect
An editorial defect or a technical defect.

editorial defect
An error which can be assumed to have no consequences in the application of the IS, for example a minor printing error.

technical defect
A technical error or ambiguity in an IS inadvertently introduced either in drafting or in printing which could lead to incorrect or unsafe application of the IS.
technical addition or change

Alteration or addition to previously agreed technical provisions in an existing IS.

15.4.2    General

15.4.2.1  A published IS may subsequently be modified by the publication of a technical corrigendum (or corrected reprint of the current edition).  Technical corrigenda are normally published as separate documents, the edition of the IS affected remaining in print.  However, the ITTF shall decide, in consultation with the Secretariat of JTC 1 or SC, and bearing in mind both the financial consequences to the organisation and the interests of users of the IS, whether to publish a technical corrigendum or a corrected reprint of the existing edition of the IS.

15.4.2.2  A technical corrigendum is issued to correct a technical defect.  Technical corrigenda are not normally issued for the correction of a few editorial defects by themselves.  In such cases, correction of these defects can be incorporated in future technical corrigenda.  Technical corrigenda are not issued for technical additions which shall follow the amendment procedure in 15.5

15.4.2.3  Suspected technical defects shall be brought to the attention of the Secretariat of JTC 1 or SC concerned.  In the case of standards for which proper implementation is dependent on the careful but rapid promulgation of corrections to defects, the procedures in 15.4.3 through shall apply.  When these procedures are not required, shall apply.

15.4.2.4  In the case of stabilised standards, where the relevant SC no longer exists, responsibility for the maintenance of such a standard shall be given to a National Body or a JTC 1 Category A Liaison body.  In this instance, the actions placed on an SC Secretariat shall be taken to refer to the Secretariat responsible for maintenance of the standard.

15.4.3    Defect Correction Procedure

Detailed procedures for handling defect reports may be developed if necessary by individual SCs.  However, the general procedure is described in the following clauses.

15.4.4    Editing Group

To apply the defect correction procedures, an SC shall first agree that the procedures should be applied with respect to a published IS or to the final text of a DIS.  The SC shall then establish an editing group associated with the WG to which the project is assigned.  The editing group shall consist of:
[Note:  In the case of multipart standards, or related standards, it may be appropriate to have one editing group whose membership includes the editors of all the related standards.]

If an editing group has not yet been established, the WG (or a subgroup, e.g. rapporteur group) to which the project is assigned shall take the role of editing group in processing defect reports pending formal establishment of the editing group.

15.4.5    Defect Reports - Submission

A defect report may be submitted by an NB, an organisation in liaison, a member of the editor's group for the subject document, or a WG of the SC responsible for the document.

The submitter shall complete part 2 of the defect report form (see Form G5) and shall send the form to the Convener or Secretariat of the WG with which the relevant editor's group is associated.15.4.6 Defect Reports - Distribution

Upon receipt of a defect report, the WG Convener or Secretariat shall complete part 1 of the form.  The defect report number contained in part 1 consists of the IS or DIS number followed by a solidus and a sequentially assigned number (e.g. 8326/006).  The WG Convener or Secretariat shall attach a WG document cover sheet which carries an assigned WG document number and indicates the status of the report (e.g. "This defect report is forwarded to the 8326 editor's group for review and response; it is sent to WG 6 for information").

The WG Convener or Secretariat shall distribute the defect report and attached cover sheet to the WG members and to the appropriate editor's group.

15.4.6 Defect Reports - Distribution

Upon receipt of a defect report, the WG Convener or Secretariat shall complete part 1 of the form. The defect report number contained in part 1 consists of the IS or DIS number followed by a solidus and a sequentially assigned number (e.g. 8326/006). The WG Convener or Secretariat shall attach a WG document cover sheet
which carries an assigned WG document number and indicates the status of the report (e.g. "This defect report is forwarded to the 8326 editor's group for review and response; it is sent to WG 6 for information"). The WG Convener or Secretariat shall distribute the defect report and attached cover sheet to the WG members and to the appropriate editor's group.

15.4.7  Preparation of Response by the Editor's Group

Upon receipt of a defect report from the WG Convener or Secretariat, each member of the editor's group shall develop a proposed response and send it to every other member of the editor's group within one and one-half months of the date of transmittal of the defect report by the WG Secretariat.  This procedure may be bypassed if the defect report can be discussed by the members at a convenient meeting falling within the one and one-half month time period.

15.4.8  Preparation of Response by the Project Editor

Following consideration of the proposed responses received from the editor's group members, the Project Editor shall prepare a single response and transmit it with a copy of the defect report to the WG Convener or Secretariat and the other editor's group members.  This action shall be taken within two months of the date of transmittal of the defect report.

With the response the Project Editor shall also send a statement of how the response is to be processed.  Possible responses are:
If the response has resulted in the development of proposed material for publication, that material shall be attached separately to the defect report.

15.4.9  Processing of Response - WG and SC levels

15.4.9.1 No Change Required

If the response to a defect report has not resulted in material for publication (e.g. the 'defect' was the result of misinterpretation or misunderstanding on the part of the originator of the defect report), the WG Convener or Secretariat shall distribute the defect report and the response to the WG for information attaching a new WG cover sheet with a new document number, and shall advise the WG that no further action is required.

15.4.9.2 Further Consideration Required

If consideration of a defect report by an editor's group results in the recommendation that further study of the issues involved will be required at the WG level, the WG Convener or Secretariat shall distribute the defect report and this recommendation to the WG with a new cover sheet and document number and shall advise the WG that it will be an item for consideration at the next WG meeting.

[Note:  Reference back to the WG could occur, for example, if resolution of the defect appears to have substantial impact in existing implementations or a technical solution cannot readily be devised.]

15.4.9.3 Editorial Defect

If the response to a defect report has resulted in the correction of an editorial defect, the WG Secretariat shall distribute the defect report, response, and text to the WG for information in accordance with 0 and shall forward the text to the SC Secretariat who shall transmit it to the ITTF for incorporation into a future technical corrigendum.

15.4.9.4  Technical Defect

15.4.9.4.1  If the response to a defect report has resulted in correction of a technical defect, it shall be processed as a technical corrigendum.  The WG Convener or Secretariat shall forward the defect report, response and draft technical corrigendum to the SC Secretariat, requesting a letter ballot on the draft technical corrigendum by the SC (see Form G19).  In the case where maintenance of a standard is not assigned to a specific SC but to a National Body or a JTC 1 Category A Liaison body, the actions placed on an SC Secretariat by this clause shall be taken to refer to the Secretariat responsible for the maintenance of that standard.

15.4.9.4.2  The SC Secretariat shall notify the JTC 1 Secretariat of the SC ballot on the draft technical corrigendum.

15.4.9.4.3  Upon completion of the minimum three-month SC ballot period, the SC Secretariat shall distribute the voting results and any comments received to the SC and shall forward them to the applicable WG Convener or Secretariat.  The WG Convener or Secretariat shall distribute the results to the appropriate editor's group.  Depending on the outcome of the ballot, the SC Secretariat shall also take action as set out below.

15.4.9.4.4  If no comments or disapproval votes were submitted on the material, the SC Secretariat shall forward it to the ITTF for publication (see Form G22), normally within three months, and send copies of the transmittal letter and the material to the JTC 1 Secretariat for information.  For publication considerations, see 15.4.2.1.

15.4.9.4.5  If the general results of the SC ballot were positive, but some comments were received, the SC Secretariat shall also forward the comments to the Project Editor for review when the voting results are distributed to the SC in accordance with 0 above.  The Project Editor shall prepare responses to the comments and return them to the SC Secretariat together with a revised text of the draft technical corrigendum if any modification has resulted from the editor's review.  The SC Secretariat shall distribute the revised text and disposition of comments report to the SC for information, and shall proceed with the submittal to ITTF in accordance with 0 above.  Each technical corrigendum shall list the status of all amendments and technical corrigenda to the current edition of the standard.

15.4.9.4.6 If the results of the SC ballot are not positive, in forwarding the voting results to the WG Convener or Secretariat in accordance with 0 above, the SC Secretariat shall instruct the WG Convener or Secretariat to distribute the results to the appropriate editor's group for consideration and the preparation of a recommendation on further action to be taken.

15.4.10 Maintenance of Defect Report Index

The Project Editor shall be responsible for maintaining a defect report index that contains, for each defect report submitted,
The Project Editor shall submit a list of the current membership of the editor's group and the up-to-date defect report index to the SC Secretariat immediately before each SC meeting (and after, if appropriate).

15.4.11 Special Correction Procedure

The following special procedure may be used by an SC if prior approval has been granted to the SC by JTC 1.

After confirmation by the Secretariat, in consultation with the P members of JTC 1 or SC, the Secretariat shall submit to ITTF a proposal to correct the error with an explanation of the need to do so.  For publication considerations, see 15.4.2.1.

15.5    Amendment

15.5.1  A published IS may subsequently be modified by the publication of an amendment (see Form G21).  If it is decided that an IS is to be amended, either an NP shall be balloted or an appropriate project subdivision shall be added to the programme of work.  Approval shall be in accordance with 6.2.1 or 6.2.2 respectively.  Amendments are published as separate documents, the edition of the IS affected remaining in print.

15.5.2  An amendment is issued to publish a technical addition or change.  The procedure for developing and publishing an amendment shall be as described in 12.  Processing is the same as for a standard except for the terminology.  At Stage 3, the document is called a proposed draft amendment (PDAM) or a final proposed draft amendment (FPDAM).  At Stage 4, the document is called a final draft amendment (FDAM).

15.5.3  Each amendment shall list the status of all amendments and technical corrigenda to the current edition of the standard.

15.5.4  At the publication stage (see 12.8), the ITTF shall decide, in consultation with the Secretariat of JTC 1 or SC, and bearing in mind both the financial consequences to the organisation and the interests of users of the IS, whether to publish an amendment or a new edition of the IS, incorporating the amendment.

[Note:  Where it is foreseen that there will be frequent additions to the provisions of an IS, the possibility should be borne in mind at the outset of developing these additions as a series of parts (see ISO/IEC Directives, Part 2)]

15.6    Stabilised Standards

A stabilised standard is one that has ongoing validity and effectiveness but is mature and insofar as can be determined will not require further maintenance of any sort.  While a standard is in stabilised status it will no longer be subject to periodic maintenance but will be retained to provide for the continued viability of existing products or servicing of equipment that is expected to have a long working life.

15.6.1  At least review cycle must pass after the last modification to an existing standard before it can recommended for stabilisation by the owning Sub Committee or other standards owning body within JTC 1.

15.6.2  An SC or other standards owning body within JTC 1 may recommend that a standard it owns be put in stabilised status as a result of any regular review of that standard..  In each case the recommendation is accompanied by a statement of rationale and results in a JTC 1 letter ballot as is done in the case of a reaffirmation recommendation.

15.6.3  Once a standard is stabilised it will be recorded on a master list of stabilised standards kept by the ISO Central Secretariat and available to the JTC 1 Secretariat and to all Sub Committee Secretariats.  This record will include the date of first addition to the list and the rationale provided as above.  Stabilised standards will also be indicated as such on the ISO Catalogue.

15.6.4  Where a Sub Committee National Body or other standards owning body within JTC 1 becomes aware that a stabilised standard is no longer in use or its use has been superseded or it now unsafe to continue to use the standard, the Sub Committee National Body or other standards owning body within JTC 1 may request JTC 1 to issue an immediate 60 day letter ballot to reclassify the standard as withdrawn.

15.6.5  If a new work proposal is generated and adopted against a stabilised standard, the standard is automatically removed by the Secretariat from the list of stabilised standards.  A new work proposal against a stabilised standard must explicitly note that the standard is stabilised and that the effect of adoption of the new work proposal will be to return the standard to active status.  To be eligible once again for stabilisation the standard must go through the same process as it did initially, including no modification for at least one maintenance cycle.

15.6.6  The owning JTC 1 Sub Committee may act to remove a standard from stabilised status at any time and it may request a 60 day letter ballot to reinstate the standard as current.


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