rfc115.txt

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RFC 115              Policies on Handling Documents        16 April 1971


      For reports and other formal documents, essential data
      elements are:

         author(s)
         addresses of author(s)
         title
         date
         abstract
         keywords

         A short abstract, 150 to 200 words, giving some of the
         substance of the document is of importance in the NIC
         record and even for the person about to read the
         document. Obviously, a well-written author abstract is
         preferable to one produced by the NIC staff.

         Keywords supplied by the author, preferably those from a
         standard thesaurus, will be used in machine retrieval.
         When such author-assigned keywords are lacking, the NIC
         will supply some. Recommended sources for keywords are:

            Categories identified by Peggy Karp, Categorization
            and Guide to NWG/RFC's.  NIC 5819.

            American National Standard Vocabulary for Information
            Processing, ANSI X3.12-1970.  NIC 5827.

            Department of Defense, Thesaurus of Engineering and
            Scientific Terms, 1967, AD 672 000.  NIC 5829.

            NASA Thesaurus, December 1967. NASA SP-7030.  NIC
            5828.

     When a document being issued supercedes an earlier
     document, this information is particularly important, and
     should be supplied by the author.

SUBCOLLECTIONS

   Groups of documents, such as the NWG/RFC's and the replies to Sher's
   survey, as well as the Station Collections, are cataloged by NIC as
   subcollections.  That is, they are retrievable as a subset of the NIC
   Catalog, which in turn is a subset of a Master Catalog at ARC.  The
   capability of making subcollections is provided for Network
   participants.






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RFC 115              Policies on Handling Documents        16 April 1971


      To create a subcollection in the NIC records, a Network
      participant will be able to indicate to NIC the records he wishes
      to have so grouped, and this information will be entered in the
      Master Catalog statement for the document, for later retrieval.

FUNCTIONAL DOCUMENTS

   Several documents generated in Network activities are subject to
   occasional revision and updating.  The NIC Catalog, the Directory of
   Network Participants, and the Directory of Network Resources are
   examples.  These and external documents such as the BBN manuals are
   referred to by NIC as "functional documents".

      More generally, a functional document is a document whose title
      and function remain constant, but whose contents can change.  A
      functional document contains a single or several documents which
      can be added to, deleted, or replaced entirely or selectively.
      Thus the functional document, which has a NIC number, can be
      referenced in other documents with some assurance that it will be
      in existence, even though the subdocuments with their distinctive
      NIC numbers may be in flux.  In the Catalog, the number of a
      functional document in which a specific document may be contained
      is listed, and the current contents of each functional document is
      indicated.

      In preparing a document which is expected to be revised, Network
      participants are urged to use a looseleaf format.

   The Network Information Center intends to support the distribution
   and recording of contents of functional documents.  Procedures have
   been established, as described below, for fitting the changes to such
   documents into the NIC system, and for reproducing and distributing
   them to individuals or stations with instructions for their
   integration into the existing documents.

PROCEDURES FOR REVISION MATERIAL

   Original manuals and other functional document materials are
   reproduced and distributed by NIC just as other Network publications.
   For all documents obtained through NIC, NIC will attempt to receive
   and make distribution of updates.

   NIC also wants to make the processes of inserting the revisions and
   of recording the changes as easy and foolproof as possible.  The user
   should not only be given the current materials, but should be able to
   determine the version he holds, and to be able to refer to updates
   uniquely.  The following is copied from the procedure instructions




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RFC 115              Policies on Handling Documents        16 April 1971


   NIC has written for its own use.  These procedures are also
   recommended to Network participants for their use in preparing
   revision material to be sent to NIC.

   Update conventions

      Substantial revision of a bound document, or of more than a few
      pages of a loose leaf document:

         A new document will be published, with a new NIC number,
         and will bear a notation under the number on the title
         page and/or cover, e.g.,

            NIC 5772
            supercedes NIC 5621

         Few pages inserted or revised in a looseleaf or
         corner-stapled document:

            Each new or revised page will bear the original document
            number, with a notice of revision, e.g.,

               NIC 5742
               3-10-71

            Inserted pages will be numbered to fit into the existing
            document, e.g., pages 5.1, 5.2, 5.3, may be inserted
            between pages 5 and 6.

            Deleted pages will be replaced by a single page
            indicating the deletion, e.g.,

               Pages 7-12 deleted, 3-25-71

         A new table of contents and/or title page will be issued
         bearing the revision notice. In addition, at the time of
         each revision a page or pages will be prepared and
         issued which indicates all additions, deletions, and
         revisions which bring the document up to date.

      Revisions will be made only by substitution, addition or deletion
      of a full page or more.  NIC will not revise its own publications
      by lists of errata, and strongly recommends against their use by
      others in the Network.  However, when NIC receives such lists of
      errata, it will reproduce and distribute them with suggestions to
      Station Agents for recording and inserting them.





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RFC 115              Policies on Handling Documents        16 April 1971


   Distribution and transmittal procedures

      The transmittal letter accompanying a set of revision material and
      the revision material itself constitute a separate document, a
      copy of which is filed at NIC, where a new copy can be provided at
      any time.

      The transmittal letter will indicate the appropriate information;
      document number of the revision material, date, document number of
      the publication being updated, its date, and, when practicable,
      information on the changes made in the text.

   Revision notation in the printed Catalogs and their indexes

      Catalog entry

         Supercession

            The data element containing "superceded by NIC xxxx"
            will be formatted to appear at the beginning of the
            citation of the superceded document.

            The data element containing "supercedes NIC xxxx"
            will be formatted to appear following the abstract in
            the citation.

         Partial revision

            The data element containing the note of revision will
            be formatted to appear following the abstract.

      Entries in author, titleworld, or other indexes

         Supercession

            The data element covering supercession will be the
            only text in the entry for the superceded document.

            Supercession will not be indicated in the entry for
            the superceding document

         Partial revision

            Partial revision will not be indicated in the index
            entry

       [ This RFC was put into machine readable form for entry ]
          [ into the online RFC archives by Jay Kominek 2/99 ]



Watson & North                                                  [Page 8]