Naming, Numbering and Metadata Standard

5. File Names

Constraints

  • Roxio EasyCD Creator 5 has a file name limit of 64 characters: 61 characters, plus "." (dot) and three-character extension.
  • E-DRM exports versions of files externally by appending a 17-character prefix:
    NCA-#999999-v99-.
  • Adobe Acrobat PDF Writer truncates file names at the first occurrence of a "." (dot), requiring user intervention.
  • In Word, after Document New, during Save As, it uses the document title as the proposed file name, but truncates it at the first occurrence of a "-" (dash). For example, "Meeting Minutes 2003-10-01" gets truncated to "Meeting Minutes 2003." This requires user intervention.
  • A document title and its file name do not have to match. Abbreviations can be used to shorten the filename. Abbreviations must conform to the Secure Channel Glossary.
  • Consider how Annex, Appendix, Version, Date Modified, CDRL ID affect the file name.

Standard

  • File names are limited to 61 characters, plus "." (dot) and three-character extension:
    • 17 characters: E-DRM prefix (NCA-#999999-v99-)
    • 44 characters: file name
    • 1 character: dot
    • 3 character: extension
  • Document file name and document file name in a document list must match.
  • Document title and file name do not have to match.
  • File name includes the version ID as vR.V.
  • File name includes the CDRL ID, if used.
  • File name uses the abbreviation only, e.g. OMP.
  • File name: (E-DRM Prefix)(CDRL) (Abbreviated Title) v(R.V).ext
  • Use the date to identify a file only if the date is part of the subject, such as for meeting agendas and minutes:
    • Internal AMC Agenda 2006-06-17.doc
    • Internal AMC Minutes 2006-06-17.doc
  • Do not use the date to signify a version unless the file is an extract or a one-off distribution:
    • CR Log.xls (the master copy)
    • CR Log Extract 2006-05-25.xls

5.1 Archive Compact Discs (CDs)

The standard for identifying Archive CD file listings is as follows:

Archive_CD_nnn.txt

Archive Compact Disc: Describes the standard for identifying Archive CD file listings.
Element Description
Archive_CD_ Fixed text
nnn Three-digit, sequential, positive integer
.txt File extension

Examples:

  • Archive_CD_001.txt
  • Archive_CD_002.txt
  • Archive_CD_003.txt

5.2 E-DRM Export Prefix

When E-DRM exports a file to Windows, it adds a 16-character prefix. E-DRM stores a maximum of 99 versions. The version identifier is zero-suppressed:

LLL-#NNNNNN-vVV-

E-DRM Export prefix: Describes the elements of an exported EDRM file.
Element Description
LLL Library of E-DRM
- Fixed separator
# E-DRM Doc ID prefix
NNNNNN 6-digit E-DRM Doc ID
- Fixed separator
v Version prefix
VV E-DRM version of the file, system-generated
- Fixed separator

Example: NCA-#267826-v12-INTERNAL_SLMF_DOCUMENT_LIST.XLS

Note: E-DRM generates separators and ID codes automatically.

5.3 Task Authorizations

The numbering scheme of a Task Authorization (TA) is as follows:

TA-09 vR.V

The table describes the element and description of a Task Authorizing numbering scheme.
Element Description
TA Fixed text referring to the type of task authorization:

TA = Task Authorization
FT = Field Trial
IM = Implementation Phase

- Fixed separator
09 Two-digit, sequential, positive integer, including leading zeros
v Fixed text meaning version
R Sequential, positive integer for each release
- Fixed separator
V Sequential, positive integer for each version

For example, IM-04 v2.1 refers to TA IM 4, version 2.1.

5.4 Business Change Requests (CRs)

The numbering scheme of a business CR is as follows:

CR-0009 vV

Business Change Requests. Describes the numbering scheme of a business CR.
Element Description
CR Fixed text meaning "Change Request"
- Fixed separator
0009 Four-digit, sequential, positive integer, including leading zeros
v Fixed text meaning version
V Sequential, positive integer for each version

For example, CR-0004 v2 refers to CR 4, version 2. Linkage to a Task Authorization is made in the CR log.

5.5 Engineering Change Requests

The numbering scheme of engineering CRs is system-controlled by ClearQuest Web:

AIMS00000023

Engineering Change Requests: Describes the numbering scheme of engineering change requests.
Element Description
xxx Fixed text "xxx"
00000009 Eight-digit, sequential, positive integer, including leading zeros

For example, xxx00000023 refers to change request 23. For clarity outside ClearQuest, precede the number with "Change Request" or "CR."

5.6 Document Metadata

Metadata for documents uses the ISO 15836 Dublin Core Metadata Standard. Dublin Core specifies 15 elements of metadata, listed below:

Document Metadata: specifies the 15 elements that constitute metadata.
Element Definition Comment
1. Title A name given to the resource. Typically, Title will be a name by which the resource is formally known.
2. Creator An entity primarily responsible for making the content of the resource. Creator can be the name of a person, a role, an organization, or a service.
3. Subject A topic of the content of the resource. Keywords, key phrases, or classification codes that describe a topic of the resource. Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme.
4. Description An account of the content of the resource. Description can be an abstract, table of contents, reference to a graphical representation of content, or free-text account of the content.
5. Publisher An entity responsible for making the resource available. Publisher can be the name of a person, a role, an organization, or a service.
6. Contributor An entity responsible for making contributions to the content of the resource. Contributor can be the name of a person, a role, an organization, or a service.
7. Date A date of an event in the lifecycle of the resource. Date is associated with the creation or availability of the resource. To encode the date value, use ISO 8601 [W3CDTF] in the form YYYY-MM-DD.
8. Type The nature or genre of the content of the resource. Type includes terms describing general categories, functions, genres, or aggregation levels for content. Recommended best practice is to select a value from a controlled vocabulary (for example, the DCMI Type Vocabulary [DCT]). To describe the physical or digital manifestation of the resource, use the Format element.
9. Format The physical or digital manifestation of the resource. Format will include the media-type or dimensions of the resource. Format may be used to identify the software, hardware, or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary (for example, the list of Internet Media Types [MIME] defining computer media formats).
10. Identifier An unambiguous reference to the resource within a given context. Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system. Formal identification systems include but are not limited to the Uniform Resource Identifier (URI) (including the Uniform Resource Locator (URL)), the Digital Object Identifier (DOI), and the International Standard Book Number (ISBN).
11. Source A reference to a resource from which the present resource is derived. The present resource may be derived from the Source resource in whole or in part. Recommended best practice is to identify the referenced resource by means of a string or number conforming to a formal identification system.
12. Language A language of the intellectual content of the resource. Recommended best practice is to use RFC 3066 [RFC3066], which, in conjunction with ISO 639 [ISO639], defines two- and three-letter primary language tags with optional subtags. Examples include "en" or "eng" for English, "akk" for Akkadian, and "en-GB" for English used in the United Kingdom.
13. Relation A reference to a related resource. Recommended best practice is to identify the referenced resource by means of a string or number conforming to a formal identification system.
14. Coverage The extent or scope of the content of the resource. Coverage can include spatial location (a place name or geographic coordinates), temporal period (a period label, date, or date range), or jurisdiction (such as a named administrative entity). Recommended best practice is to select a value from a controlled vocabulary (for example, the Thesaurus of Geographic Names [TGN]) and to use, where appropriate, named places or time periods in preference to numeric identifiers such as sets of coordinates or date ranges.
15. Rights Information about rights held in and over the resource. Rights can contain a rights management statement for the resource, or reference a service providing such information. Rights information often encompasses Intellectual Property Rights (IPR), Copyright, and various Property Rights. If the Rights element is absent, no assumptions may be made about any rights held in or over the resource.

5.7 Title

  • The document title is limited to 64 characters.
  • A document title can differ from its file name.
  • Document title in the document and document title in the CDRL must match.
  • Document title will use the expanded format and abbreviated format, e.g. Operations Management Plan (OMP), or the expanded format only.

5.8 Creator

Creator is the name or role of the author, or both. If the role is not unique to one person, then use the person's name. If the document was created by more than one person, then enter the name of the person who assembled the document on behalf of the group.

For example, the CM Plan could be authored by:

John Smith, Configuration Manager

5.9 Subject

Keywords, key phrases, or classification codes that describe a topic of the resource. Select a value from a controlled vocabulary or formal classification scheme.

5.10 Description

An abstract, table of contents, reference to a graphical representation of content, or free-text account of the content.

5.11 Publisher

In office applications, we use the Company and Manager fields to specify the publisher.

Company is PSPC-SPAC.

Manager is one of the following:

  • the author's direct manager
  • the person accountable for the document
  • the approver of the document
  • the Project Manager

5.12 Contributor

A person, role, organization, or service that contributed to the content of a document.

5.13 Date

The standard for dates follows the ISO 8601 Date Standard:

yyyy-mm-dd

Date: Describes the standard for dates.
Element Description
yyyy Four-digit year
- Fixed separator
mm Two-digit month, including leading zeros
dd Two-digit day, including leading zeros

Examples:

March 5, 1980 becomes 1980-03-05
May 3, 1980 becomes 1980-05-03

References:

  • TBITS-36
  • ISO 8601-2000
  • FIPS PUB 4-1
  • CAN/CSA-Z243.4-89
  • ANSI X3.30-1985 (R1991)

Date Modified, Approved, Issued, and Effective

  • Date Modified is unrelated to the document's approval and resulting effective date.
  • Record Date Issued as a custom document property and field on the UserForm and enter it automatically on the title page.
  • Leave Date Modified as a built-in document property. The document creator types it into the revision record.
  • Enter Date Delivered and Date Approved in the document list
  • It is unnecessary to record Date Effective within the document. The document assumes that the Date Approved is the effective date. Scheduled effectivity does not apply to the AIMS R2 project.

5.14 Type

Terms describing general categories, functions, genres, or aggregation levels for content. Recommended best practice is to select a value from a controlled vocabulary (for example, the DCMI Type Vocabulary [DCT]).

Examples

  • Plan
  • Requirements
  • Design
  • Specification
  • Report

5.15 Format

The media-type or dimensions of the resource. Format may be used to identify the software, hardware, or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary. For example, the list of Internet Media Types [MIME] defines computer media formats:

  • application
  • audio
  • example
  • image
  • message
  • model
  • multipart
  • text
  • video

5.16 Identifier

  • Doc ID is common for all releases and versions of a document.
  • E-DRM specifies a six-digit document identifier #NNNNNN.
  • Identify superseding versions by CDRL # and version.

5.17 Source

Source is the metadata element used to designate a reference to a resource from which the present resource is derived. The present resource may be derived from the Source resource in whole or part.

5.18 Language

Language is the metadata element used to designate the language of the intellectual content of the resource.

5.19 Relation

Relation is the metadata element used to designate a reference to a related resource.

5.20 Coverage

Coverage is the element used to designate the extent or scope of the content of the resource. Coverage will typically include spatial location (a place name or geographic co-ordinates), temporal period (a period label, date, or date range) or jurisdiction (such as a named administrative entity).

5.21 Rights

Rights to a document are expressed as security levels and by role-specific access.

Security

Security is one of the following values:

  • PROTECTED A
  • PROTECTED B
  • UNCLASSIFIED
  • Blank

The default is "UNCLASSIFIED." The Secure Channel Project does not handle information that is Protected C or higher. E-DRM does not handle documents higher than Protected A.

Access Control

E-DRM uses the following access control values:

  • View Profile
  • Edit Profile
  • View Document
  • Retrieve Document
  • Edit Content
  • Copy
  • Delete
  • Control Access

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