User HELP for the GJIN Standards Submission Form.
Standards HELP
The purpose of this form is to allow practitioners in the
Justice/Public Safety community to identify standards that
they feel can assist in promoting information sharing.
All members of the community, then, can benefit from the
practical experience of those sharing the information.
As explained in more detail in the README file, this form
fits within the context of the Justice Standards Registry
Program process. That means that after submission of the
form, a formal validation step takes place by OJP before
the information is placed on the website. During
the time the validation takes place, the submission
is temporarily held in a staging area. Once
validation is achieved, the completed form and the
actual standard (or pointer to the standard's location)
is placed on the website by OJP.
Shown immediately below is an outline of the topics in
this help file. The numbered items correlate to the
questions on the form. Following the outline is
specific information for each topic.
The submitter of a form may see and refine his/her form, and may also
see other forms that have been submitted by others and not yet validated.
To correct previously typed entries, it is necessary to call up your
entries using your previously entered "retrieval code."
This code is usually your first name and your last name, all typed
in lower case letters and all run together, such as: "johnsmith".
Note that if you want to see EVERYTHING that EVERYONE has submitted
into the staging area of standards to be considered for the
final standards registry, you must type the retrieval code: "globalmanager".
Under globalmanager, you may not change the content of any form.
If you wish to retrieve previously submitted information submitted on
this Standards form, just:
- type in the retrieval code you used in typing that earlier information, and
- click the retrieve box that appears as the first item in this form.
When you click retrieve and see the list of titles for all of the
standards you have typed into this Standards form, just:
- click on any one of those titles
- choose either
- Import to data input form (default)
- View data as a text file
- Click the Read File button
The purpose of this part of the entry form is to explain
both (a) the progress/status of work on the standard and (b) the
area or category of the standards work itself.
- (a) The Standard's progress/status is usually one of the following (as shown in the drop-down menu):
- draft interim standard
- interim standard
- proposed standard
- provisional standard
- recognized standard
- in transition
- in revision
- If your standard is not one of these, please type in the description in the Other field
that best fits your standard.
- Not specifying a Category of progress will create a validation error.
- Specifying a Category of progress AND Other will create a validation error.
- Do not exceed the size of the Other input text window.
- (b) With regard to category or type, the Standard's type
is usually one of the following (as shown in the drop-down menu):
- performance standard (e.g., a video-quality standard)
- technology standard (e.g., IEEE 1512)
- functional business standard (e.g., Court-filing standard)
- information-sharing standard (e.g., Rap sheet standard, Draft XML standard)
- Choose from the drop-down list the Current status of project
that best fits the standard that you are proposing for the database:
- Initiating development effort
- Standards development process defined
- Standard in draft form and under review
- Standard completed
- Standard published
- Standard successfully implemented in multiple systems
- Established standard is undergoing maintenance revision
- Standard is being withdrawn (or replaced)
- Not specifying a status will create a validation error.
Describe, in your own words, the status of the standard's process.
For example, you might write:
Published May 2000.
- Type the Title of the standard that you are proposing be included in our
standards registry or catalog.
- The Title of the standard usually appears
on the cover and at the top of the first page of text of the standard.
- If the title is very long, it is not necessary to type the entire title.
- Appropriate abbreviations can also be used.
- Working titles can be used as well.
- This contains a list of file names if this standard was previously submitted.
- Generally that means the most recent file contains corrections.
- This is not a selectable item, it is here only for information.
- Select the Month and Year applicable to the standard.
- If standard is in development and a Date is not applicable,
use the N/A selections.
- The developer of the standard has complete control over the version
number and he/she maintains careful logs and notices about that number.
- If no version number appears, just type (again) the NUMBER of the
standard (which usually appears on the cover), e.g.,
- ANSI/TIA/EIA-102.BAAC-2000.
- Leave this box empty.
- The standards librarian will supply the necessary number for this item.
- This series of boxes is to provide the practitioner with information about
contacts for the Author of the standard being proposed for the registry/catalog.
- If you know the agency or organization responsible
for generating the hard copy or the electronic file of the standard,
type their contact information here. If you know the name of the person, agency, or company that is the ultimate holder of the information in the standard, type that person's or agency's name here.
[An agency name is preferred over an individual's name because of the
possibility of retirement/transfer of a person.]
- Typing a comma in the City field will generate an error.
- This series of boxes is to provide the practitioner with information about
contacts for the Developer of the standard being proposed for the registry/catalog.
- If you know the agency or organization responsible
for generating the hard copy or the electronic file of the standard,
type their contact information here. If you know the name of the
person, agency, or company that is the ultimate holder of the
information in the standard, type that person/agency name here.
[An agency name is preferred over an individual's name
because of the possibility of retirement/transfer of a person.]
- Typing a comma in the City field will generate an error.
- This series of boxes is intended to provide the user with contact
information regarding the Sponsor of the standard.
- The sponsor is the agency or department that,
for whatever reason, is encouraging inclusion of this
standard or specification onto the registry.
- The sponsor can be anyone from an organization to an agency to a vendor.
- The sponsor does not have to be the person from whom the standard may be obtained.
- Note: The sponsor differs from the submitter
in that the submitter is the person who did the
actual typing or who was asked to submit
the standard to the registry by getting
a form filled out on the Web.
- Typing a comma in the City field will generate an error.
- This series of boxes is intended to provide the user with contact
information regarding the Submitter of the standard.
- The submitter, who is usually the typist
submitting the form, can be an individual or an agency or an organization or an office.
- The submitter is usually a person or an agency from whom the practitioner
can either obtain a copy (hard copy or soft copy), or the
person who typed the information into the form (assuming that
the typist can provide information regarding the source of
the standard.
- The submitter should be someone whose agency
can be contacted to learn details about
the submission (in the event of a typo,
omission, or other topical information).
- Submittals of Standards information are usually processed by Global in 60 days.
- Faster processing is sometimes possible, but due process for
public review of new standards requires 30 days, at least.
- The purpose of the keywords question is to assist the practitioner in
retrieving pertinent standards even when he/she does not know the title
or number of the standard(s) being sought.
- Click on all the keywords that you think
are appropriate for the standard you are entering into the registry.
- Feel free to add other keywords as well, if you think
they would be helpful.
- You can add these other keywords by clicking on
the box labeled Others (specify).
- The keywords that you type are NOT case sensitive.
- They can be separated by commas or by semi-colons.
- Do not exceed the size of the Others input text window.
- This series of questions is intended to provide the practitioner with an
unstructured, unrestrained description of the standard being proposed
for the registry.
- Type the abstract (if one exists) or compose an
abstract to type into this box.
- Click on all the boxes that apply.
- To add other audiences, click on the box that says Others (specify).
- The list that you type in this box is NOT case sensitive.
- You can separate the items that you type in the Others box with either commas or semi-colons.
- The Others list that you type does NOT have to be in alphabetical order.
- Do not exceed the size of the Others input text window.
- Click on either or both of the boxes below,
- Enables or promotes database sharing and/or information sharing.
- Enables or promotes compatibility of air interface [e.g. enabling radio communication].
- and/or type in the text box
an unconstrained description of the benefits expected to be gained from
use and promulgation of this standard.
- Your typed benefits can be sentence fragments or lists.
- The typing in this box is NOT case sensitive.
- A maximum of 40 lines of entry in the text box is allowed.
- Click on any or all of the boxes below,
- Allows users to share databases more easily.
- Allows multi-agency users to communicate via radio.
- Allows rapid coordination of multi-agency effort [e.g.rescue].
- and/or type in the text box
an unconstrained description of the impact expected to be gained from
use and promulgation of this standard.
- Your typed impacts can be sentence fragments or lists.
- The typing in this box is NOT case sensitive.
- A maximum of 40 lines of entry in the text box is allowed.
- Type a subjective category description or a simple itemization of standards that relate to
the standard you are proposing for the registry.
- Examples of what you could type:
- This standard is a supplement to the "Common Air Interface" that lists
all of the reserved values for the fields of information. This standard
is intended to be interpreted with the "Common Air Interface," and is
not intended to be understood by itself.
- This standard is an appendix to . . . .
- This standard supercedes Standard No. . . . .
- A maximum of 40 lines of entry in the text box is allowed.'
It is NOT necessary to retype or cut and paste the reference section
from the standard into this box. Just give enough information so that
the reader will see at a glance if there is a relevant or close
association between the standard you are submitting to the registry
and any other existing standard (draft or published).
- Type in a list or a paragraph describing the need for the Standard or
the uses to which you expect it to be applied.
- The words you type are not case sensitive.
- The need described will usually relate to the
Benefits
you addressed earlier.
- A maximum of 40 lines of entry in the text box is allowed.
- This schedule for implementing the Standard relates to the
Urgency
issue you addressed earlier in this form.
- Please click on one of the
choices provided in the drop-down menu, namely:
- 30 days
- 60 days
- 90 days
- >90 days
- already implemented.
- unknown
- to indicate the amount of time before your Standard will be in force.
NOTE: The answer clicked in this box provides an automatic
trigger of notification to the submitter. For example,
if you click "30 days", then 30 days after you submit this,
the maintenance official for this standards registry will
automatically e-mail you to ask for a status update or to
inquire if the implementation went into effect as scheduled.
- The next set of questions allows the practitioner or user
of the database to assess the exposure the standard received in
development and review.
- Please click on any of the applicable boxes to describe the development
process that was used or that will be used to develop your standard.
- You may also click on the "Others (specify)" box to type additional
information that describes your development process.
- Such typing is NOT case sensitive.
- Only one line of typing can be viewed in the Others boxes.
- Do not exceed the size of the Others input text window.
- The purpose of this question is to enable the practitioners to assess
for themselves the exposure the standard has received in development, as
well as the number of opportunities that interested parties have had to
assist in the standard's development.
- If appropriate, please select one or both of the following:
- Scheduled, open meetings were held with interested parties.
- E-mail discussions were fairly conducted among all interested parties.
- Also, please enter a value in the box labeled:
- Number of meetings held (approx.)
- In the text box, please feel free to type in any helpful information about:
- inclusiveness of the participant roster
- frequency of the meetings
- advance notice of the meetings
- etc.
- A maximum of 40 lines of entry in the text box is allowed.
- Please choose one of the following choices:
- Scheduled [Review and comment were or have been scheduled with interested parties].
- Not yet scheduled.
- Already completed.
- List here any SDO's or any organizations, professional societies, or
groups who have publicly endorsed or adopted the standard you are
proposing for the registry.
- These lists are NOT case sensitive.
- A maximum of 40 lines of entry in the text box is allowed.
- Is Patent/proprietary technology required to use the standard?
- This question addresses the wide popularity or the user support of the
standard you are proposing for the registry.
- Please type in the names of the user groups or societies
who are currently using the standard you
are proposing for the registry.
- Multiple implementation sites with dates of implementation
and contacts may be additional helpful information.
- NOTE: an implementation of the standard may not be a
commercially available or standard product, but may
be a custom design.
Indeed, most of the examples in the Justice IT world
are custom, to some extent.
- Leaving this field blank will generate an error.
- A maximum of 40 lines of entry in the text box is allowed.
- Would you like the entire text of your standard posted on our Web site?
- Choose either
- Yes
- No, just the title, keywords, source, and abstract
- Leaving this question unanswered will generate an error.
- The purpose of this box is to allow you to assign a unique retrieval
code for retrieving all of the standards that you have typed into our
pool of standards proposed for our registry.
- Allows retrieval of previously submitted standards information.
- Should be something easy to remember such as your first and last name (johnsmith).
- All letters will be made lower case.
- No white space characters are allowed (blanks, tabs).
- No numbers or special symbols are allowed.
- Must be at least 5 characters long.
To correct previously typed entries, it is necessary to call up
the entries using your previously entered "retrieval code."
This code is usually your first name and your last name,
all typed in lower case letters and all run together, such as:
"johnsmith". Note that if you want to see EVERYTHING that
EVERYONE has submitted into this "staging area" of standards
to be considered for the final standards registry,
you must type the retrieval code: "globalmanager". If you
type this retrieval code, you will see all standards files that
have been entered into the staging area, but your access to
them will be READ ONLY.
- The text (in .txt format) of any appended
material can be included here.
- The width of each
line of text is limited to 80 characters.
- Any characters beyond character #80 in any line
will be wrapped to the next line.
- A maximum of 30,000 lines is permitted.
- Clicking on this button validates that required data fields exist and
saves the data to a file.
- The data file for Retrieval code (johnsmith) will be of the form:
- johnsmith_MMMddyyA.txt
- Where:
- MMM = current month (e.g., Aug)
- dd = today's day-of-the-month
- yy = current 2 digit year (e.g., 01)
- A = will change to B [...Z] for additional files entered on the same day.
- At the end of the validating data process, the typist has the choice of
sending e-mail to several persons, by clicking on buttons and/or by
typing in the e-mail address(es) of prospective recipients who will see
the entire text of the data that has just been validated.