IS 15024-4: Technical Product Documentation - Handling of Computer - Technical Information, Part 4: Document Management and Retrieval Systems

11 Pages·2001·1.1 MB·English

by  Bureau of Indian Standards

इंटरनेट मानक
Disclosure to Promote the Right To Information
Whereas the Parliament of India has set out to provide a practical regime of right to
information for citizens to secure access to information under the control of public authorities,
in order to promote transparency and accountability in the working of every public authority,
and whereas the attached publication of the Bureau of Indian Standards is of particular interest
to the public, particularly disadvantaged communities and those engaged in the pursuit of
education and knowledge, the attached public safety standard is made available to promote the
timely dissemination of this information in an accurate manner to the public.
“जान1 का अ+धकार, जी1 का अ+धकार” “प0रा1 को छोड न’ 5 तरफ”
Mazdoor Kisan Shakti Sangathan Jawaharlal Nehru
“The Right to Information, The Right to Live” “Step Out From the Old to the New”
IS 15024-4 (2001): Technical Product Documentation -
Handling of Computer - Technical Information, Part 4:
Document Management and Retrieval Systems [PGD 24:
Drawings]
“!ान $ एक न’ भारत का +नम-ण”
Satyanarayan Gangaram Pitroda
““IInnvveenntt aa NNeeww IInnddiiaa UUssiinngg KKnnoowwlleeddggee””
“!ान एक ऐसा खजाना > जो कभी च0राया नहB जा सकता हहहहै””ै”
Bhartṛhari—Nītiśatakam
“Knowledge is such a treasure which cannot be stolen”

——
IS 15024 (Part4): 2001
ISO 114424:1993 —-.
.r-

Indian Standard
TECHNICAL PRODUCT DOCUMENTATION —
HANDLING OF COMPUTER-BASED
TECHNICAL INFORMATION
PART 4 DOCUMENT MANAGEMENT AND RETRIEVAL SYSTEMS
Ics 01.100
.

@BIS 2001
BUREAU OF INDIAN STANDARDS
MANAK BHAVAN, 9 BAHADUR SHAH ZAFAR MARG
NEW DELHI 110002

A./gust 2001 Price Group 3
Drawings Sectional Committee, BP24
NATIONAL FOREWORD
This Indian Standard (Part 4) which is identical with ISO 11442-4 : 1993 ‘Technical product
documentation — Handling of computer-based technical information — Part 4: Document
management andretrieval systems’ issuedbytheInternational Organization forStandardization (ISO)
was adopted by the Bureau of Indian Standards on the recommendation of Drawings Sectional
Committee and approval ofthe Basic and Production Engineering Division Council.
This standard (Part 4) gives the basic prerequisites for the efficient handling of documents and
activities inthe different phases ofdesign work. Other parts ofthis series are given as follows:
IS 15024 (Part 1): 2001 Technical product documentation—Handling of computer-based
technical information: Part 1Security requirements
IS 15024 (Part 2): 2001 Technical product documentation-Handling of computer-based
technical information: Part2Original documentation
IS 15024 (Part 3): 2001 Technical product documentation—Handling of computer-based
technical information: Part3 Phases inthe product design process
The text of ISO Standard has been approved as suitable for publication as Indian Standard without
deviations. Inthis adopted standard, certain terminology and conventions are not identical to those
used in Indian Standards. Attention isparticularly drawn to thefollowing:
a) Wherever the words ‘International Standard’ appear, referring tothis standard, they should be
read as ‘Indian Standard’.
b) Comma (,) hasbefm usedas a decimal markerwhile inIndianStandards the current practice
isto use afull point (.)as the decimal marker.
In this adopted standard, reference appears to certain International Standards for which Indian
Standards also exist. The co rresponding Indian Standards which are to be substituted intheir place

are listed below along with their degree of equivalence for the editions.indicated:

International Corresponding Indian Standard Degree of
Standard Equivalence
ISO 10209-1:1992 IS 8930 (Part 1) :1995 Technical product Identical
documentation —Vocabulary: Part1Terms
relating to technical drawings: General and
types of drawings (first revision)
lSO/TR 10623:1991 IS 15025 : 2001 Technical product do
documentation — Requirements for
computer-aided design and draughting —
Vocabulary
..—
IS 15024 ( Part 4 ) :2001
ISO 11442-4:1993
Indian Standard
TECHNICAL PRODUCT DOCUMENTATION —
HANDLING OF COMPUTER-BASED
TECHNICAL INFORMATION
PART4DOCUMENTMANAGEMENTANDRETRIEVALSYSTEMS
1 Scope administrative criteria and technical criteria. This pro-
vides the basis for efficient management of docu-
ments and activities in the different phases of design
This part of ISO 11442 gives the basic prerequisites
work.
for the efficient handling of documents and activities
in the different phases of design work.
— In the development phase: retrieval of filed docu-
ments within relevant areas of activity, materials,
2 Normative references processes, etc.
The following standards contain provisions which, — In the approval phase: retrieval according to type
through reference in this text, constitute provisions of documents, product area, etc.
of this part of ISO 11442. At the time of publication,
the editions indicated were valid. All standards are — In the distribution phase: proper distribution of ---
subject to revision, and parties to agreements based documents within certain subject areas.
on this part of ISO 11442 are encouraged to investi-
gate the possibility of applying the most recent edi- . In the storage phase: retrieval of stored docu-
tions of the standards indicated b elow. Members of ments produced within a specific time, concerning
IEC and ISO maintain registers of currently valid a specific area of activity, etc.

International Standards.
. In the revision DhaSe: Possibilities for a general
. ISO 10209-1:1992, Technics/ product documentation revision of all documents concerned with a-certain
— Vocabulary — Part 1: Terms re/sting to technical field of interest without the need to penetrate
drawings: general and types of drawings. each individual document. The classification crite-
ria also constitute the basis for efficient imple-
lSO/TR 10623:1991, Technics/product documentation mentation of the phasing-out routines.
F
— Requirements for computer-aided design and
For further information on the different phases in de-
draughting — Vocabulary.
sign work, see ISO 11442-3,
3 Definitions
For the purposes of this part of ISO 11442, the defi- 4.1 Administrative criteria, document
nitions given in ISO 10209-1 apply. Further termin- management
ology is given in lSO/TR 10623,
The technical documentation of design activities re-
quires an administrative content, providing a means
4 Identificationand classificationcriteria of control for all documents, paper-based or com-
puter-based. Administrative data are data needed for
Criteria for the identification and classification of efficient administration and storage of the documents
technical documentation are divided into two groups: and data transfer to other parties.

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IS 15024 ( Part 4 ) :2001
ISO 11442-4: 1993
This administrative content may be divided into three 1) name (person approving release of revised
p:)
separate groups as described in annex A, viz. prima~ document),
data, status data and subscription data.
2) date, *’y
4.1.1 Primary data
3) number (index);
Primary data constitute the compulso~ identification
d) issue of revised document:
of a document. This identification consists of the
identification number of the document (drawing num-
1) date,
ber), the object name, the edition and any information
necessa~ for commencing a revision procedure. In
2) issue number (index).
addition, it may be necessary to identify the type and
size of document, document medium, storage place
4.1.1.4 Type of document
and language version.
Type of document is a general classification of docu-
4.1.1.1 Identification number, for example drawing ment contents with regard to application. It may be
number used for retrieval purposes. Examples of types of
document are: assembly drawing, item list, wiring
In connection with the computerization of design ac- diagram, geometric model, Here, the advantages of
tivities, the drawing number file is often included, In reference to physical models should be considered.
order not to complicate such a computerization, a
consecutive numbering method should be used. The
4.1.1,5 Size of document
number may be alphanumeric. If the number has any
classification meaning, this system should be aban-
Information on document size is used in manual stor-
doned. This type of information should be stated
age routines as well as in machine copying routines.
separately,
The drawing number file shall include all documents 4.1.1.6 Document medkm
identified with drawing numbers, as well as those
manually produced, With regard to reproduction, the medium of the
document to be reproduced should be stated.
4.1.1.2 Identification text, for example title or ---
4.1.1.7 Storage place
description
For retrieval purposes, it must be known whether the
The identification text is normally a supplement to the
documents are computer- or paper-based. Examples
identification number and is of particular importance
of storage places are: filing offices, electronic storage
for manually produced drawings. If the identification
area.
text is to be used for retrieval, a stan dardized system
of nomenclature shall be applied.
4.1.1.8 Language version
4.1.1.3 Revision data
A technical document may exist in different language
versions with the same principal identification. There-
Revision data are those which administratively indi-
fore available language versions should be listed.
cate and control the revision activities for each docu-
ment. Examples of such data are:
4.1.2 Status data
a) revision order:
Status data are additional data needed for efficient
use of a document.
1) name (person responsible),
2) date, 4.1.2.1 Document status
3) number (registration number); A document, in its lifetime, will pass through different
stages of use. These stages may be represented, for
b) request for the original document to be revised: example, by
1) name (person carrying out the revision), — reservation of identification number;
2) date; — preliminary issue (for restricted use only);
c) revision date: — final issue;

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IS 15024 ( Part 4 ] :2001
ISO 11442-4:1993
— withdrawal. 4.2.2 Specific classification
These data are normally only valid for the final docu- Specific classification will group the design objects
ment, but in particular cases they can also be used for into classes of characteristics or properties relevant
a document in its early development stages. to the users in question. The users may be respon-
sible for both maintenance and application of the
NOTE1 The indications given on a particular document classification.
depend on the release procedure which is established by
the company. Typical specific retrieval criteria are characteristics for,
for example, processing, purchasing, marketing, qual-
4.1.2.2 issue and withdrawal approvai ity, economy etc.
In principle, the specific classification facilitates
The person responsible for approval in the phases
company-specific applications.
given in ISO 11442-3, and the date of approval shall
be stated. For information on different ievels of auth-
orization, see ISO 11442-1. 5 Retrieval
The general retrieval criteria are established centrally,
4.1.3 Subscription data
while the specific criteria may be left to the user
group in question. The retrieval criteria may be shown
Subscription data are the data required for the dis-
on the document itself or listed in separate files.
tribution of document copies in different media.
A retrieval system can be bought, but may need to
For copy distribution, information is needed regarding
be adapted to the organization or even developed and
the name and address of each subscriber, the extent
tailored by the organization itself.
and period of information subscribed, the medium and
the number of copies, These data may be stated in a Retrieval of earlier designs and their repeated use, in
Document Issuing List (DIL), see ISO 11442-3. This full or in part, offer several advantages, e.g. shorter
list should also contain the primary data and status lead time. This isalso true for re-use of earlier process
data of the original document. preparation work and other specific information.
4.2 Technicai criteria: classification and 5.1 “Turnkey” systems
retrievai systems
Turnkey systems, which are data-processing systems
that are ready to use when installed, have been de-
The technical part of the document, optionally to-
veloped by computer software suppliers for both
gether with a geometrical representation, describes
classification and retrieval of data. In general such
and defines the product concerned in its finished
systems must be adapted to the specific needs of the
state, This document part can be u sed as a basis for company. Most turnkey systems are intended for only
the document classification, enabling efficient re-
trieval. one type of classification code. This may be hierar-
chically arranged (see figure 1), such as decimal
For retrieval of design objects with one or several classification, or property oriented (see figure 2).
characteristics in common, a classification of the ob-
A hierarchically-constructed code is advantageous in
jects is needed. In practice, this is achieved by
that it is often known at an early stage and is applied
classification of the technical contents of the docu-
e.g. for the company parts standard. A disadvantage
ment. This classification may be general or specific.
is that the entire code must be always stated. A code
based on characteristics allows a selective search for
4.2.1 General classification the desired properties. However, such a code may
require a great number of characters. Often the two
General classification shall group design objects with types of classification codes are combined.
regard to their function, shape, material, dimensions,
etc. By consistent application of a general classi- 5.2 Company-developedsystems
fication, the design work and the preparatory work in
production are facilitated. Functional grouping, for ex- If aturnkey system requires extensive adaption to the
ample for a car, may be as follows: engine, trans- needs of the company, a system developed and tail-
mission, body, chassis, etc. Classification by shape ored within the organization itself may prove better.
may include: round, hexagonal, flat, etc. A complete
classification will include both principal criteria (such In such work, existing code systems as well as new
as product group) and criteria for relevant details. ones may be used.

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IS 15024 ( Part 4 ) :2001
ISO 11442-4: 1993
I Range o+objects I
I I
Main differences
I
Subgroup Subgroup Subgroup
A B c
I i I
CT5rlmrsmirl
Differences within subgroup A
Figure 1 - Exampla of hierarchical classification code
I I
Property class G=
I
L
Number Description A B c D E F G H I
1 Outside shape shape shape shape
1 2 3
2 Inside shape none shape
1
3 Number of holes o 1-2 3-4 5-8
4 Location of holes axial radial ax and
(ax) (rad) rad
5 Flat surfaces outside inside

6 .
7 l
1“1 I
1“1
Figura 2 — Exampla of property-oriented classification code
—...—
IS 15024 ( Part 41:2001
ISO 11442-4:1993
;..-—.+
Annex A
(informative)
Classification of administrative data
A.1 Primary data — wiring diagram;
e) size of document;
a) identification number, e.g. drawing number;
f) document medium;
b) identification text, e.g. title, description;
g) storage place;
c) revision data, e.g.:
— revision order: h) language version.
1) name (person responsible), A.2 Status data
2) date, a) document status (during development, in pro-
duction, withdrawn):
3) number (registration number),
— identification number reserved,
— request for the original document to be re-
vised: — preliminary edition,
1) name (person carrying out the revision), — final edition,
2) date, — withdrawn;
. revision date: b) issuing and withdrawal:
1) name (person approving release of revised — issuer,
document),
— date of issue,

2) date,

— withdrawer,
3) number (index),
— date of withdrawal.
— issue of revised document:
A.3 Subscription data
1) date,
a) subscriber
2) issue number (index);
b) extent of subscription;
d) type of document, e.g.:
c) type of subscribed medium;
— item list,
d) number of copies.
— assembly drawing,