Naming, Numbering and Metadata Standard - Public … · Web viewISO 8601 Date Standard ISO 15836 Dublin Core Metadata Standard, W3C, Common Look and Feel Standards and Guidelines

Naming Numbering and Metadata Standard

EDRM #1183938

National Project Management SystemBusiness Projects-IT-Enabled

<Project Name> Naming Numbering and Metadata Standard

Revision Record Sheet

Version Number

Description Date Issued

NPMS Business Projects-IT-Enabled i


Table of Contents

1 INTRODUCTION.....................................................................................................................1

1.1 PURPOSE AND SCOPE..............................................................................................................11.2 REFERENCES...........................................................................................................................1

2 PRINCIPLES OF NAMING..................................................................................................2

3 GENERAL................................................................................................................................3

3.1 PROJECT NAME.......................................................................................................................33.2 DOCUMENT LISTS...................................................................................................................3

4 FOLDER NAMING.................................................................................................................4

5 FILE NAMES...........................................................................................................................6

5.1 ARCHIVE COMPACT DISCS (CDS)..........................................................................................75.2 E-DRM EXPORT PREFIX........................................................................................................75.3 TASK AUTHORIZATIONS.........................................................................................................75.4 BUSINESS CHANGE REQUESTS (CRS)....................................................................................85.5 ENGINEERING CHANGE REQUESTS.........................................................................................85.6 DOCUMENT METADATA.........................................................................................................95.7 TITLE....................................................................................................................................115.8 CREATOR..............................................................................................................................115.9 SUBJECT................................................................................................................................115.10 DESCRIPTION...................................................................................................................125.11 PUBLISHER......................................................................................................................125.12 CONTRIBUTOR.................................................................................................................125.13 DATE...............................................................................................................................125.14 TYPE................................................................................................................................135.15 FORMAT..........................................................................................................................135.16 IDENTIFIER......................................................................................................................145.17 SOURCE...........................................................................................................................145.18 LANGUAGE......................................................................................................................145.19 RELATION.......................................................................................................................145.20 COVERAGE......................................................................................................................145.21 RIGHTS............................................................................................................................14

6 INSIDE DOCUMENTS.........................................................................................................16

6.1 STATUS.................................................................................................................................166.2 FIGURE AND TABLE NUMBERING.........................................................................................166.3 ANNEXES AND APPENDICES.................................................................................................176.4 DOCUMENT VERSIONS..........................................................................................................176.5 SOFTWARE VERSIONS...........................................................................................................176.6 SOFTWARE BASELINES.........................................................................................................186.7 Numbers in Spreadsheets.....................................................................................................18

NPMS Business Projects-IT-Enabled ii


1 Introduction

1.1 Purpose and Scope

This document specifies the standard for naming, numbering, and metadata within the <project name> project.

This standard applies to hardware, software, documentation, and storage.

1.2 References

The following documents were used to develop this standard:

ISO 8601 Date Standard ISO 15836 Dublin Core Metadata Standard, http://dublincore.org/documents/dces/ W3C, http://www.w3.org Common Look and Feel Standards and Guidelines for Intranets and Extranets (CLFIE), http://www.tbs-sct.gc.ca/clf-nsi/int-ext/intranet/intranet00_e.asp An Enhanced Framework for the Management of Information Technology Projects, Treasury Board of Canada Secretariat, 1996-05-28

NPMS Business Projects-IT-Enabled 1

http://www.tbs-sct.gc.ca/clf-nsi/int-ext/intranet/intranet00_e.asp

http://www.w3.org/

http://dublincore.org/documents/dces/


2 Principles of NamingA Naming and Numbering standard has the following objectives:

to find things accurately; to find things in an acceptable amount of time; to avoid storing duplicates items, especially duplicate items with different names; and to find a set of similar things with a unique characteristic.

The following principles apply:

a bad naming convention applied consistently is better than a good naming convention applied inconsistently constraints in one system or media can affect naming conventions elsewhere in the process

- e.g., writing CD-ROMs is limited to 64-character file names, which constrains the length of file names stored elsewhere

use terms and abbreviations found in the Secure Channel Glossary (restricted vocabulary) use one approved name to refer to a thing

- e.g., refer to the Virtual Collaboration Service (VCS), not to SiteScape. SiteScape is the product name.

If ASCII sorting is required, zero-fill- e.g., CR-0011.doc, CR-0100.docnot CR-11.doc, CR-100.doc

identify things uniquely so that they are identifiable in any context.- This might be impossible for some elements of software where the filename might not be unique e.g. setup.exe. In these cases, we rely on internal identification or storage in a folder.



3 General

3.1 Project Name

The project is named as follows:

Type Text UsageExpanded <Project Name> Project Delivery Framework Document title where

appropriate

Document Title where not a Project Delivery Framework Title

First reference in a narrative document

Abbreviated <xxx> Second and subsequent references in a narrative document

References in forms and on-line applications

<xxx> File name

3.2 Document Lists

The following lists specify the controlled documentation of the project:



4 Folder NamingThe two ways to find information are searching and navigating. Folders create a navigable hierarchy. Folder names are guided by the following principles:

enable the folders to sort in a logical sequence for the context, by folder name.

a folder should contain like items at each sub-level. In the example below, everything under 2_Definition relates to the definition of the product:

try to use only one word for the name. for software storage, use lower case for document storage, use lower case or mixed case avoid using only upper case i.e. ARCHITECTURE use words that are short, familiar, intuitive Projects are located by navigating as follows: Branch Projects + Sector + Project Name The standard EDRM folder Structure is shown below.



Additional folders may be added under these, provided logical connections are maintained.



5 File Names

Constraints Roxio EasyCD Creator 5 has a file name limit of 64 characters: 61characters, 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 attempts to use 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, requiring 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 agenda 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 CDs file listings is as follows:Archive_CD_nnn.txt

Element DescriptionArchive_CD_ Fixed textnnn Three-digit, sequential, positive integer.txt File extension

Examples:Archive_CD_001.txtArchive_CD_002.txtArchive_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-

Element DescriptionLLL Library of E-DRM- Fixed separator# E-DRM Doc ID prefixNNNNN 6-digit E-DRM Doc ID- Fixed separatorv Version prefixVV E-DRM version of the file, system-generated- Fixed separator

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

Note : EDRM 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



Element DescriptionTA Fixed text referring to the type of task authorization:

TA = Task AuthorizationFT = Field TrialIM = Implementation Phase

- Fixed separator09 Two-digit, sequential, positive integer, including leading zerosv Fixed text meaning versionR Sequential, positive integer for each release- Fixed separatorV 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

Element DescriptionCR Fixed text meaning “Change Request”- Fixed separator0009 Four-digit, sequential, positive integer, including leading zerosv Fixed text meaning versionV 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

Element Descriptionxxx 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:

Element Definition Comment1. 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.



Element Definition Comment9. 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.



Element Definition Comment14. 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 use 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 PWGSC-TPSGC.

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 adopts the ISO 8601 Date Standard, as follows:yyyy-mm-dd

Element Descriptionyyyy Four-digit year- Fixed separatormm Two-digit month, including leading zerosdd Two-digit day, including leading zeros

Examples:March 5, 1980 becomes 1980-03-05May 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 and 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]).

ExamplesPlanRequirementsDesignSpecificationReport

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

Relation 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.

SecuritySecurity 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. EDRMS does not handle documents higher than Protected A.

Access ControlE-DRM uses the following access control values:

View Profile



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



6 Inside Documents

6.1 Status

Status refers to the state of a document as it moves through its life cycle.

Record a document’s status in the Document List, not inside the document, so that a document version can change status without changing its contents Derive status from the step in the document life cycle Use a watermark WIP to signify versions of documents not for review Use a DRAFT watermark for documents in the review process, not yet final The approved baseline for a set of items is the set of approved versions Use these status values:

Status Uncontrolled

Internal Deliverable

Blank Not started Not startedDRAFT Started

“DRAFT Watermark”Started“DRAFT Watermark”

WIP N/A Started”WIP” Watermark

Started”WIP” Watermark

Review N/A Review ReviewRevise N/A Revise ReviseVerify N/A Specified changes

were incorporatedSpecified changes were incorporated

Approved N/A Released ReleasedSuperseded N/A Replaced ReplacedObsolete N/A No longer used

Not replacedNo longer usedNot replaced

6.2 Figure and Table Numbering

Exclude Figure Captions, Table of Figures, Table Captions, and Table of Tables from procedure documents Use Word’s automatic numbering. The first digit is the Heading Level 1 within which the figure or table was placed. The second digit is the sequential number of the figure within that section.

Figure 6-1 – Caption

Figure 6-2 – Caption

Table 6-1 – Caption



Table 6-2 – Caption

To use a caption, copy it from the samples above. When creating templates, include a sample of the captions so that authors do not need to create or find them.

6.3 Annexes and Appendices

Annexes are separate documents, subordinate to higher-level documents. Appendices are internal subsections, at the end of documents and annexes, to provide supplementary information such as long tables and database reports. Appendices do not use numbered outline headings. The hierarchy is document, annex, appendix Identify Annexes by uppercase letters i.e. A, B, C. Identify Appendices by numerals i.e. 1, 2, 3. Identify Annexes by Document, then by Annex:

- SMP Annex B v1.0.doc- SMP Annex B v1.2.doc

Restructure to reduce Annexes and Appendices. Make more documents stand alone (with their own title), but have an order of precedence and parent-child relationships

6.4 Document Versions

The standard for naming

Standard is vR.V. R is a release, one complete cycle through the Deliverable Review Process or Internal Review Process. A Release contains one or more versions. V is a version, interim iterations before an approved release. Version is incremented at the discretion of the author or at least once per version issued. Documents with the same version identification must be identical. Refer to “v1.2” as “version one point two”

ExampleCMP v1.2CMP v1.3CMP v2.0

CVS tracks versions of custom software CIs and documents internally so that we will exclude version identification in software and document file names stored in CVS. We document the version inside software files and in the Revision History section of documents.

6.5 Software Versions

The standard for software version numbering is as follows:



RR.VV.BB [yyyy-mm-dd][hh:mm]

Element DescriptionRR Two-digit, sequential, positive integer, excluding leading zeros for the Release.. Fixed separator.VV Two-digit, sequential, positive integer, excluding leading zeros for the minor

version.BB Two-digit, sequential, positive integer, excluding leading zeros for the patch

build.“ ” (space) Fixed separator.yyyy-mm-dd Date stamp for individual components of softwarehh:mm Time stamp for individual components of software

Software version identification typically does not apply to file names. Version identification is recorded inside the source code, in Help About screens (if any), meta tags, etc.Selecting the correct versions of code for builds is performed by the software source code control system (CVS) with labeled versions of each file.

Examples:1.02.02.0.1 Build 1 of release 2.0

6.6 Software Baselines

Baselines are named according to the following syntax:<Product> + "_" + <Release> + "-" + <Type>

Example<Product> will be AIMS. It can assume other values, as required<Release> is a numeric separated with periods<Type> will be one of {F, A, D, P} denoting {Functional, Allocated, Development, Product}

For example, the AIMS R2 Functional Baseline will be named:AIMS_2.0-F

6.7 Numbers in Spreadsheets

Microsoft Excel can control how numbers are displayed through custom formatting. Custom formatting is performed in four parts, based on the cell value: positive; negative; zero; text. To access custom formatting, select a range of one or more cells and select Format | Cells | Number | Custom. The following window is displayed.

Paste the custom format specifications into the field Type: as in the figure above:



Dollar signs are used for the first number of several in a column of numbers and for totals:_($* #,##0.00_);_($* (#,##0.00);_($* "-"??_);_(@_)

Numbers without dollar signs are used for the second and subsequent numbers in a column of numbers:

_(* #,##0.00_);_(* (#,##0.00);_(* "-"??_);_(@_)

These formats are independent of font, border, alignment, pattern and other cell formatting.
