SIST EN 82045-1:2002

SLOVENSKI SIST EN 82045-1:2002
prva izdaja
STANDARD
oktober 2002
Document management - Part 1: Principles and methods (IEC 82045-1:2001)
ICS 01.110; 35.240.01 Referenčna številka
©  Standard je založil in izdal Slovenski inštitut za standardizacijo. Razmnoževanje ali kopiranje celote ali delov tega dokumenta ni dovoljeno

EUROPEAN STANDARD EN 82045-1
NORME EUROPÉENNE
EUROPÄISCHE NORM November 2001
ICS 01.110;35.240.01
English version
Document management
Part 1: Principles and methods
(IEC 82045-1:2001)
Gestion de documents Dokumentenmanagement
Partie 1: Principes et méthodes Teil 1: Prinzipien und Methoden
(CEI 82045-1:2001) (IEC 82045-1:2001)
This European Standard was approved by CENELEC on 2001-11-01. CENELEC members are bound to
comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this European
Standard the status of a national standard without any alteration.
Up-to-date lists and bibliographical references concerning such national standards may be obtained on
application to the Central Secretariat or to any CENELEC member.
This European Standard exists in three official versions (English, French, German). A version in any other
language made by translation under the responsibility of a CENELEC member into its own language and
notified to the Central Secretariat has the same status as the official versions.
CENELEC members are the national electrotechnical committees of Austria, Belgium, Czech Republic,
Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Luxembourg, Malta, Netherlands,
Norway, Portugal, Spain, Sweden, Switzerland and United Kingdom.
CENELEC
European Committee for Electrotechnical Standardization
Comité Européen de Normalisation Electrotechnique
Europäisches Komitee für Elektrotechnische Normung
Central Secretariat: rue de Stassart 35, B - 1050 Brussels
© 2001 CENELEC - All rights of exploitation in any form and by any means reserved worldwide for CENELEC members.
Ref. No. EN 82045-1:2001 E
Foreword
The text of document 3B/327/FDIS, future edition 1 of IEC 82045-1, prepared by SC 3B,
Documentation, of IEC TC 3, Documentation and graphical symbols, was submitted to the IEC-
CENELEC parallel vote and was approved by CENELEC as EN 82045-1 on 2001-11-01.
The following dates were fixed:
– latest date by which the EN has to be implemented
at national level by publication of an identical
national standard or by endorsement (dop) 2002-08-01
– latest date by which the national standards conflicting
with the EN have to be withdrawn (dow) 2004-11-01
Annexes designated "normative" are part of the body of the standard.
Annexes designated "informative" are given for information only.
In this standard, annex ZA is normative and annexes A and B are informative.
Annex ZA has been added by CENELEC.
__________
Endorsement notice
The text of the International Standard IEC 82045-1:2001 was approved by CENELEC as a European
Standard without any modification.
In the official version, for Bibliography, the following notes have to be added for the standards indicated:
IEC 61082-1 + A1 + A2 NOTE  Harmonized as EN 61082-1:1993 + A1:1995 + A2:1996 (not modified).
IEC 61346-2 NOTE  Harmonized as EN 61346-2:2000 (not modified).
IEC 61175 NOTE  Harmonized as EN 61175:1993 (not modified).
IEC 61666 NOTE  Harmonized as EN 61666:1997 (not modified).
IEC 81714-2 NOTE  Harmonized as EN 81714-2:1998 (not modified).
__________
- 3 - EN 82045-1:2001
Annex ZA
(normative)
Normative references to international publications
with their corresponding European publications
This European Standard incorporates by dated or undated reference, provisions from other
publications. These normative references are cited at the appropriate places in the text and the
publications are listed hereafter. For dated references, subsequent amendments to or revisions of any
of these publications apply to this European Standard only when incorporated in it by amendment or
revision. For undated references the latest edition of the publication referred to applies (including
amendments).
NOTE When an international publication has been modified by common modifications, indicated by (mod), the relevant
EN/HD applies.
Publication Year Title EN/HD Year
IEC 61346-1 1996 Industrial systems, installations and EN 61346-1 1996
equipment and industrial products -
Structuring principles and reference
designations
Part 1: Basic rules
IEC 61355 1997 Classification and designation of EN 61355 1997
documents for plants, systems and
equipment
IEC 62023 2000 Structuring of technical information and EN 62023 2000
documentation
ISO/IEC 2382-1 1993 Information technology - Vocabulary--
Part 1: Fundamental terms
ISO/IEC 8613-1 1994 Information technology - Open --
Document Architecture (ODA) and
interchange format: Introduction and
general principles
ISO 9000 2000 Quality management systems EN ISO 9000 2000
Fundamentals and vocabulary
ISO 10007 1995 Quality management EN ISO 10007 1996
Guidelines for configuration
management
ISO 15226 1999 Technical product documentation --
Life cycle model and allocation of
documents
ISO 16016 2000 Technical product documentation --
Protection notices for restricting the use
of documents and products
NORME
CEI
INTERNATIONALE IEC
82045-1
INTERNATIONAL
Première édition
STANDARD
First edition
2001-09
Gestion de documents –
Partie 1:
Principes et méthodes
Document management –
Part 1:
Principles and methods
© IEC 2001 Droits de reproduction réservés ⎯ Copyright - all rights reserved
Aucune partie de cette publication ne peut être reproduite ni No part of this publication may be reproduced or utilized in
utilisée sous quelque forme que ce soit et par aucun procédé, any form or by any means, electronic or mechanical,
électronique ou mécanique, y compris la photocopie et les including photocopying and microfilm, without permission in
microfilms, sans l'accord écrit de l'éditeur. writing from the publisher.
International Electrotechnical Commission 3, rue de Varembé Geneva, Switzerland
Telefax: +41 22 919 0300 e-mail: inmail@iec.ch IEC web site http://www.iec.ch
CODE PRIX
V
PRICE CODE
Pour prix, voir catalogue en vigueur
For price, see current catalogue

82045-1 © IEC:2001 – 3 –
CONTENTS
FOREWORD . 5
INTRODUCTION .9
1 Scope . 13
2 Normative references. 13
3 Definitions. 15
3.1 General. 15
3.2 Document related issues. 17
3.3 Product related issues . 19
3.4 Workflow related issues . 19
4 Principles of document management. 21
4.1 General. 21
4.2 Processes supported by metadata . 21
4.3 Document concepts . 21
4.4 Linked documents. 27
4.5 Document versions . 27
5 Metadata for documents with relation to their environment. 33
5.1 General. 33
5.2 Metadata associated with the considered object(s) . 35
6 Metadata associated with activities within the life cycle of a document. 35
6.1 General. 35
6.2 Initiation phase . 39
6.3 Preparation phase . 43
6.4 Establishment phase. 43
6.5 Using phase. 47
6.6 Revision phase . 49
6.7 Archiving phase . 51
6.8 Deletion phase. 53
7 Conformance requirements . 55
Annex A (informative) Environment of a document management system . 57
Annex B (informative) List of used abbreviations . 65
Bibliography . 67
Figure 1 – Document with associated metadata. 23
Figure 2 – Concept of the compound document. 25
Figure 3 – Concept of the document aggregation . 25
Figure 4 – Concept of the document set . 27
Figure 5 – Sequentially effective versus concurrently effective document versions . 31
Figure 6 – Maturity concept . 33
Figure 7 – Activities along the life cycle of a document. 37
Figure A.1 – Environment of document management systems . 57

82045-1 © IEC:2001 – 5 –
INTERNATIONAL ELECTROTECHNICAL COMMISSION
___________
DOCUMENT MANAGEMENT –
Part 1: Principles and methods
FOREWORD
1) The IEC (International Electrotechnical Commission) is a worldwide organization for standardization comprising
all national electrotechnical committees (IEC National Committees). The object of the IEC is to promote
international co-operation on all questions concerning standardization in the electrical and electronic fields. To
this end and in addition to other activities, the IEC publishes International Standards. Their preparation is
entrusted to technical committees; any IEC National Committee interested in the subject dealt with may
participate in this preparatory work. International, governmental and non-governmental organizations liaising
with the IEC also participate in this preparation. The IEC collaborates closely with the International
Organization for Standardization (ISO) in accordance with conditions determined by agreement between the
two organizations.
2) The formal decisions or agreements of the IEC on technical matters express, as nearly as possible, an
international consensus of opinion on the relevant subjects since each technical committee has representation
from all interested National Committees.
3) The documents produced have the form of recommendations for international use and are published in the form
of standards, technical specifications, technical reports or guides and they are accepted by the National
Committees in that sense.
4) In order to promote international unification, IEC National Committees undertake to apply IEC International
Standards transparently to the maximum extent possible in their national and regional standards. Any
divergence between the IEC Standard and the corresponding national or regional standard shall be clearly
indicated in the latter.
5) The IEC provides no marking procedure to indicate its approval and cannot be rendered responsible for any
equipment declared to be in conformity with one of its standards.
6) Attention is drawn to the possibility that some of the elements of this International Standard may be the subject
of patent rights. The IEC shall not be held responsible for identifying any or all such patent rights.
International Standard IEC 82045-1 has been prepared by subcommittee 3B: Documentation,
of IEC technical committee 3: Information structures, documentation and graphical symbols, in
co-operation with ISO subcommittees SC 1: Basic conventions, SC 8: Construction
documentation, of ISO technical committee 10: Technical product documentation.
The text of this standard is based on the following documents:
FDIS Report on voting
3B/327/FDIS 3B/343/RVD
Full information on the voting for the approval of this part of this standard can be found in the
reports on voting indicated in the above table.
Annexes A and B are for information only.
In order to collect all requirements concerning the metadata on documents within one
numerical series, ISO technical committee 10 and subcommittee 3B of IEC technical
committee 3 agreed to publish all parts of this International Standard within the 82045 series.

82045-1 © IEC:2001 – 7 –
International Standard 82045 consists of the following parts under the general title Document
Management:
Part 1: 2001 Principles and methods (published by IEC)
Part 2 Reference collection of metadata and reference models (published by IEC)
Further parts specific to individual application field requirements are under consideration and
should be prepared either by ISO or by IEC.
This publication has been drafted in accordance with the ISO/IEC Directives, Part 3.
The committee has decided that the contents of this publication will remain unchanged until
2006. At this date, the publication will be
• reconfirmed;
• withdrawn;
• replaced by a revised edition, or
• amended.
———————
In preparation
82045-1 © IEC:2001 – 9 –
INTRODUCTION
During the last decades, industry has undergone a thorough transition from manual practice
to computer support for the creation and exchange of information. However, the manual
practices and standards for handling documentation have not undergone a corresponding
process. The situation is that the well-documented manual methods for design co-operation
and co-ordination – a system for process quality assurance common to the industry – is being
replaced by procedures specific to projects and companies. The result is that, although every
single actor strives to assure the quality of his own products and services, the process may
fail in achieving overall product and process quality. The information, interfaces and
networking become industry key factors.
On the other hand, electronic document management technologies are well-suited to handle
large amounts of documents occurring in engineering, manufacturing, operation and
maintenance processes, together with the connected metadata. Cost reductions and quality
improvements are immediate incentives.
The potential benefits include
– efficient search and retrieval of specific documents;
– quick and direct propagation of changes;
– automatic workflow procedures;
– providing document collections about related information;
– reduced administration through integration of document production and management;
– retrieval of knowledge from previous projects and common industry sources;
– supporting the exchange and sharing of data;
– supporting collaborative engineering.
As document management by nature is an instrument for the exchange of information, the
need for standardisation is evident.
ISO TC 10 and IEC SC 3B have identified metadata for technical documents as being a field
where all industry disciplines immediately will benefit from standardisation, and where no
standards are available.
The Technical Management Board of ISO and the Committee of Action of IEC have decided
that, for each part of this series, one organization shall be responsible. The technical
committees involved have agreed not to change any part of International Standard 82045
without mutual agreement.
This standard defines the document concept covering not only traditional paper-based
documents, but also, more generally, computer-based information that is identified,
structured, processed, controlled and interchanged/communicated as a unit (a closed
container of information). It deals with fixed sets of information with associated metadata and
with multiple presentations of these sets of information.

82045-1 © IEC:2001 – 11 –
It introduces the concept of maturity in document management systems, allowing a purpose-
driven approach for concurrent and collaborative engineering. This standard covers also the
document management systems using sequential engineering.
Management data are data about the content of a document, necessary to manage it in an
Electronic Document Management System (EDMS) or Product Data Management System
(PDMS) or any other relevant system.

82045-1 © IEC:2001 – 13 –
DOCUMENT MANAGEMENT –
Part 1: Principles and methods
1 Scope
This part of International Standard 82045 specifies principles and methods to define metadata
for the management of documents associated with objects throughout their life cycle; This
cycle generally covers a range from the conceptual idea of a document to its deletion. The
established principles and methods are basic for all document management systems.
This part is intended as a general basic standard in all application fields and provides the
framework applicable for part 2.
International Standard 82045 is primarily intended as a resource for the use in computerised
systems such as Electronic Document Management Systems (EDMS) or Product Data
Management Systems (PDMS) for the management, retrieval, storage and selection and
archiving of documents, and as a basis for the exchange of documents.
NOTE – Part 2 of International Standard 82045 provides the collection of data element types associated with an
information reference model, which may be used in conjunction with the presentation of metadata on documents.
2 Normative references
The following normative documents contain provisions which, through reference in this text,
constitute provisions of this International Standard. For dated references, subsequent
amendments to, or revisions of, any of these publications do not apply. However, parties to
agreements based on this International Standard are encouraged to investigate the possibility
of applying the most recent editions of the normative documents indicated below. For undated
references, the latest edition of the normative document referred to applies. Members of ISO
and IEC maintain registers of currently valid International Standards.
IEC 61346-1:1996, Industrial systems, installations and equipment and industrial products –
Structuring principles and reference designations – Part 1: Basic rules
IEC 61355:1997, Classification and designation of documents for plants, systems and
equipment
IEC 62023:2000, Structuring of technical information and documentation
ISO/IEC 2382-1:1993, Information technology – Vocabulary – Part 1: Fundamental terms
ISO/IEC 8613-1:1994, Information technology – Office Document Architecture (ODA) and
interchange format: Introduction and general principles
ISO 9000:2000, Quality management systems – Fundamentals and vocabulary

82045-1 © IEC:2001 – 15 –
ISO 10007:1995, Quality management – Guidelines for configuration management
ISO 15226:1999, Technical product documentation – Life cycle model and allocation of
documents
ISO 16016:2000, Technical product documentation – Protection notices for restricting the use
of documents and products
3 Definitions
For the purpose of this part of International Standard 82045, the following terms and
definitions apply.
3.1 General
3.1.1
object
entity treated in the process of design, engineering, realisation, operation, maintenance and
demolition
NOTE 1 The entity may refer to something, which is either physical or non-physical or to a set of information
associated with it.
NOTE 2 Depending on its purpose, an object may be viewed in different ways called “aspects”.
[IEC 61346-1, modified]
3.1.2
aspect
specific way of selecting information on, or describing, a system or an object of a system
NOTE Such ways may be
– what the system or object is doing (function viewpoint);
– how the system or object is constructed (product viewpoint);
– where the system or object is located (location viewpoint).
[IEC 61346-1]
3.1.3
data medium
material on which data can be recorded and from which they can be retrieved
[IEC 61355, 3.1]
3.1.4
data
reinterpretable presentation of information in a formalised manner suitable for communication,
interpretation or processing
NOTE Data can be processed by human or by automatic means.
[ISO/IEC 2382-1:1993]
3.1.5
database
collection of data organized according to a conceptual structure describing the characteristics
of these data and the relationships among their corresponding entities, supporting one or
more application areas
82045-1 © IEC:2001 – 17 –
3.1.6
information model; conceptual schema
implementation-independent specification of information structures
3.1.7
electronic document management system (abbr. EDMS)
computer-based application dealing with the management of documents throughout the
document life cycle
3.2 Document related issues
3.2.1
metadata for documents
data for the description of documents and their management
3.2.2
content
subject information of a document
3.2.3
document
fixed and structured amount of information that can be managed and interchanged as a unit
between users and systems
[ISO/IEC 8613-1, modified]
NOTE This unit may not necessarily be human perceptible. Information is usually stored on a data medium.
3.2.4
documentation
collection of documents related to a given subject
NOTE This may include technical, commercial and/or other documents.
[IEC 62023]
3.2.5
document part
part of a document having a function of its own
[IEC 62023]
3.2.6
aggregated document
document containing separately identified documents (parts) that are logically dependent but
can be physically independently managed
NOTE An aggregated document has its own metadata.
3.2.7
compound document
document consisting of several embedded files in a specified file structure
3.2.8
document set
collection of documents that are managed together as a unit for a specific purpose
NOTE The metadata of the document set describes which documents it consists of. The set has its own metadata,
but not its own content.
82045-1 © IEC:2001 – 19 –
3.2.9
document life cycle
period from the conceptual idea to the logical and physical deletion of a document
3.2.10
document version
identified state of a document in its life cycle, recorded so that it can be retrieved as a record
or for distribution purposes
3.2.11
document revision
formally approved document version
3.3 Product related issues
3.3.1
product
intended or accomplished result of labour, or of a natural or artificial process
NOTE 1 A product usually has a part number, order number, type designation, and/or a name.
NOTE 2 A technical system, plant, or services can be considered as a product.
[IEC 61346-1]
3.3.2
product life cycle
period from the conceptual idea to the ultimate disposal of a product
[ISO 15226, modified]
3.4 Workflow related issues
3.4.1
maturity level
purpose-oriented degree of completeness of information with regard to the intended final
object which is reflected in documents
3.4.2
effectivity
identification of the valid use of a document version tracked by date or event
3.4.3
approval
confirmation by an authority that something conforms to previously defined requirements
3.4.4
release
formal activity of an authority declaring the document effective for a declared purpose in the
process cycle
3.4.5
configuration
arrangement of the elements of a system
[ISO 9000:2000]
82045-1 © IEC:2001 – 21 –
NOTE Further definitions and guidance on principles and practice related to configuration are available in ISO
10007.
3.4.6
configuration control
activities comprising the control of changes to a configuration item after formal establishment
of its configuration documents
[ISO 10007]
4 Principles of document management
4.1 General
For the management of documents within their life cycle and for their exchange between
partners, documents shall be associated with a set of metadata, i.e. data identifying and/or
describing the document.
Such metadata may appear
– as visible part of a document presentation;
– in a document file transferred between document management systems;
– be associated to a document in a document management system;
– as a separate set of data managed independently from the document for search and
retrieval purposes.
NOTE In a paper-based environment there is no clear distinction between metadata and content because both
appear in the same object. By introducing an EDMS both aspects should be clearly separated.
4.2 Processes supported by metadata
Metadata provide a separate added value to the document, as they allow to manage, search,
retrieve, etc. within a repository of metadata.
Part 2 of International Standard 82045 provides a list of predefined data element types
supporting a semantically correct description of documents for the purpose of document
exchange and sharing.
Metadata support the following subjects:
– viewing and reproduction process of documents (the presentation aspect);
– identification of documents (the organization aspect);
– workflow and version management of the document (the life cycle aspect) and,
– relations between documents and associated products (the product aspect).
4.3 Document concepts
The document concept covers not only traditional paper-based documents, but also
computer-based information that is handled as a unit (a closed container of information).
This unit is identified, structured, processed, controlled, interchanged and communicated.
Documents in this standard can be a single document, a compound document, an aggregated
document or a document set.
82045-1 © IEC:2001 – 23 –
The following list provides some examples:
– text documents, for example textual description or message;
– graphical document, for example drawing, picture, diagram, chart;
– lists, e.g. parts list;
– hypertext documents, for example linked documents built on SGML, XML, HTML;
– multimedia documents, for example composition of text, picture, video, sound;
– electronic information package (Bus message), e.g. query message, automatic log
message;
– CAx models, for example CAE, CAD, CAM, multi-aspect model.
4.3.1 Single document
Each document is associated with metadata, see Figure 1.
NOTE The line between the ellipse and the rectangular box reflects the logical association between the metadata
and the document.
metadata
read:
document associated
with metadata
document
IEC  1736/01
Figure 1 – Document with associated metadata
Example:
Business letter, memo, sketch.
In addition, this standard supports the following more comprehensive structures.
4.3.2 Compound document
A document may result as being composed from more than one type of document,
for example a technical specification document, made up of, for example text files and/or
pictorial representation files. Each file may be produced by different software applications.
See Figure 2. The document resulting does not know its former process of preparation.
For the management of possible links in compound documents, see 4.4.
NOTE The dashed arrows point from the formerly used sources of information.

82045-1 © IEC:2001 – 25 –
metadata
Separate single
documents merged
document
into one single
document
document
document
document
IEC  1737/01
Figure 2 – Concept of the compound document
Example:
A report, which contains a spreadsheet, presentations, etc.
4.3.3 Document aggregation
A document aggregation is an assembly of self-contained documents; each associated with its
own metadata. The aggregating document has metadata, but not necessarily a separate own
document. See Figure 3.
NOTE A document aggregation includes a “recipe” of what and how it is aggregated. The recipe could be part of
its metadata or its own document.
mandatory
metadata
optional
document
metadata
metadata
document
metadata
inherited to
document parts
document
metadata
mandatory
document
IEC  1738/01
Figure 3 – Concept of the document aggregation
Examples:
Interlinked Web pages, CAD drawing with model files references.
4.3.4 Document set
A document set has its own metadata. The purpose of the document set as well as the list of
contained documents is described by its metadata. Each document contained in the document
set has its own metadata. See Figure 4.

82045-1 © IEC:2001 – 27 –
document
metadata
set
mandatory
metadata
metadata
mandatory
document
document
IEC  1739/01
Figure 4 – Concept of the document set
Examples:
A set of documents sent as a unit to the recipients according to a distribution list,
folder in a document management system, set of documents for tender
4.4 Linked documents
During the preparation phase of a document version, it may have several active links to other
documents from which it is composed, etc. However, as soon as a document version is under
version control (i.e. frozen content), for example for approval and release, no active links shall
be permitted; active links may otherwise change the content of the document version.
NOTE Attention is given that actively linked documents may produce problems with respect to product liability,
etc.
4.5 Document versions
4.5.1 General
Within a defined environment using and/or processing documents, the criteria for issuing a
new document version have to be defined. Generally two types of changes may occur:
a) change of the information, and
b) change of the visual of information.
presentation
If the information, on which a released document version is based, is changed, a new
document version shall be initiated.
A change in the document presentation does not necessarily require a new document version.
4.5.2 Effectivity of versions
A document version can be released for one or more defined purposes. Each purpose of the
document version is declared to become effective at a specified time and for a specified
duration, i.e. the effectivity of a document version. The purposes as well as the associated
effectivities may change over time without requiring a new document version.

82045-1 © IEC:2001 – 29 –
4.5.3 Sequentially effective versions
When the method of sequentially effective versions is applied, the latest released document
version is the only operative one; i.e. a new released document version always supersedes
the previously released document version of the same document. This signifies that the latest
released document version carries all intended purposes also of previous document versions
of the document. When a new document version is released, the bi-directional relationship
"supersedes/superseded by" shall be established. The metadata of the preceding document
version states that it is superseded by the consecutive document version; the metadata of the
current document version states that it supersedes the preceding one.
For the required information with respect to metadata see 6.6.2.
NOTE 1 According to ISO 9000, the relevant involved partners should be informed about new document versions.
NOTE 2 In a manual document management system, the consequence is, that all changes, revisions etc. are
normally referred to a single "master document", that also includes the history of all previously released document
versions. Read only copies of the different released document versions are archived for liability reasons.
NOTE 3 In an electronic document management system, the result is, that all released document versions are
archived for reference and liability purposes.
4.5.4 Concurrently effective versions
When the method of concurrently effective versions is applied, several released document
versions are operative at the same time; i.e. a new released document version does not
automatically supersede the previously released document version of the same document.
Each defined purpose of a document version remains effective until there is an explicit
termination of that purpose, i.e. terminating the assigned effectivity.
NOTE If the effectivity of the purpose(s) associated with a document version is changed, then the relevant
partners should be informed.
Figure 5 shows the difference between sequentially and concurrently effective document
versions.
82045-1 © IEC:2001 – 31 –
Sequentially effective versions
Version "A"
supersedes
Version "B"
supersedes
Version "C"
Concurrently effective versions
Version "A"
Version "B"
Version "C"
= release
= change effectivily
IEC  1740/01
Figure 5 – Sequentially effective versus concurrently effective document versions
For the required information with respect to metadata, see 6.6.2.
4.5.5 Maturity of product design
In a concurrent engineering environment, documents are used to provide information to
parallel ongoing activities.
The maturity level indicates a purpose-oriented degree of completeness with regard to the
intended final product, which is reflected in documents. A maturity level serving a specific
purpose is described by a set of one or more released document versions. Each document
version could serve one or more purposes. The maturity level is suited to enable
simultaneous respectively concurrent processes. In some cases, for example in the context of
a specific application area, or in the context of a specific product or project type it may be
possible to provide an enumeration of predefined maturity levels; however, there is no general
applicable domain of values available.
The maturity level does not state anything with respect to product liability and/or legal
responsibility.
The concept of the maturity level is described by Figure 6.

82045-1 © IEC:2001 – 33 –
Release of the product
Stage 4 - Release of a document version for purpose n+2
Stage 3- Release of a document version for purpose n+1
Stage 2 - Release of a document version for purpose n
Stage 1 – Release of a document version for purpose m
Preliminary issue
Design output, release time
IEC  1741/01
Figure 6 – Maturity concept
5 Metadata for documents with relation to their environment
5.1 General
Metadata related to document management might have different sources:
– metadata associated with the life cycle of the document;
– metadata associated with the business process producing the considered object ("the life
cycle of the product") and in which the document is being used as a carrier of information
among activities;
– metadata associated with the described product and its structure;
– metadata associated with the creation and maintenance of the general knowledge base of
the organization running the business process.
Documents (of different degrees of completeness) may be considered as a result of a process
activity during the product life cycle, carrying information to one or more subsequent
activities.
A document in a product related environment is normally associated with one or more
products. The document itself is a representation of a part of the information about the
product or process.
The life cycle of a document is normally independent of the product life cycle, but a distinct
document version is normally linked to one or more specific phases in a product life cycle.
A document represents information. Information is an important resource factor within a
company. Therefore, information should be managed independently of processes and
products.
A typical business environment of a document management system is shown in Annex A.
Product developement
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5.2 Metadata associated with the considered object(s)
Information belonging to objects (for example a product, process) dealt with in the content of
a document version should not be part of the metadata of the document. In an integrated
system environment (for example a product management system), these data shall belong to
the relevant object (for example product version, workflow), and cross-links provide the
associated document references. If there is no such integrated environment, some of the
information may however be implemented in a document management system allowing for
example an easier retrieval.
This standard series will provide some input to the most relevant data element types related
to these objects.
6 Metadata associated with activities within the life cycle of a document
6.1 General
A document is associated with a variety of metadata, of which volume as well as occurrence
widely depend on the life cycle phases. In order to make them easier manageable, this clause
uses the life cycle phases as the structuring principle.
Document management means establishing rules and procedures for handling documents
during their life cycle. The life cycle of a document may be divided into a number of phases,
each of them involving requirements for the performance of certain functions.
The following phases may be distinguished:
– initiation;
– preparation;
– establishment (check and approval);
–use;
– revision;
– withdrawal, and
– deletion.
Figure 7 illustrates the activities along the life cycle of a document and the functions
performed characteristic to each phase.

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- search-find
- retrieve
- viewing
- delete
- update formats
- search-find
- provide alternate media, .
- retrieve
- viewing
- delete
Archive
Repository/Vault
Use
Revision
Establishment
Preparation Withdrawal
Initiation
Deletion
- search-find - edit - circulate - inform - initiate - initiate - initiate
- re-use - search-find - study - subscribe - search-find - search-find - search-find
- identify - re-use - check - distribute - re-create - co-ordinate - co-ordinate
- classify - semi-automatic - approve - copy all - justify - approve - approve
- structure content - generation - release - copy parts - describe - withdraw - delete/eliminate
- circulate - provide alternate - co-ordinate - file history
- refer formats - retrieve
- co-operate - provide media
- retrieve
- viewing
- analyse content
IEC  1742/01
Figure 7 – Activities along the life cycle of a document
In the initiation phase the document shall get its identification. A document shall be uniquely
identified within the document management system or context.
Classifying information about the document is given as appropriate. A document may be
associated with one or many specified classification systems.
In the preparation phase the content is developed.
According to document control procedures (see ISO 9000 series) the document should then
undergo check and approval within the responsible organization.
If required under a contract, the additional external approval process step needs to be
completed.
Once entered into the approval process, all changes in the document shall be traceable.
The establishment phase is finished by the release. Release means that the document can be
used for the intended purpose(s).

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In the revision phase the content of the document is changed.
After some time the document may no longer be of use. The document is then withdrawn.
The document shall however be kept for a longer time as an archive. Legal requirements in
this context may vary considerably. In addition, the minimum legally required period (often at
least ten years) might be extended by contractual obligations.
Elimination/deletion from the archive means that the document including its associated
metadata is deleted and can no longer be traced.
NOTE If there are active references to the document, elimination is not possible. In the case that the document
may have been referred to elsewhere, it may be useful to keep the metadata. By keeping the metadata, it is clear
that the reference was correct. If the metadata is not kept, then a user might think that the reference was incorrect.
6.2 Initiation phase
6.2.1 General
This phase includes the initiation of a document, providing and capturing data required for the
later preparation of a document. This phase is comparable with the setting-up of a
manufacturing planning process. The phase does not include the preparation/establishing of
the content of the document, i.e. the population of the document with presentations and data
of the referred objects. The result of this phase is the framework, under which the referred
document(s) are prepared.
6.2.2 Identification
A document needs an identification that is unambiguous in a given context. The identification
makes it possible to refer to the document. The identification shall be stable and shall neither
be dependent on the form of presentation nor on the physical location of the document.
This means that one document can be presented in different language versions. Furthermore,
one document can be presented in different physical forms, hard copy, microfilm, screen
image, etc.
Depending on the tools used to create, show and manage the document, the same document
may therefore look differently to different users, not necessarily presenting the whole set of
information in all cases.
As long as it contains the same information content, it is the same document.
The same information may be visualised according to different for example electronic
templates, style sheets, used for the presentation. The same information may therefore be
available according to different physical (file) formats, for example xml, doc, tif, pdf, rtf. If one
likes to handle the visualised presentation as a separate document, this document however
shall refer back to its source, i.e. its origin.
The following information with respect to metadata shall be provided:
– organization based document identification(s), or
– international document numbering system, for example ISBN, ISSN, or
– international identifier of digital works, called interdeposit document number (IDDN), etc.,
or
– international article numbering system, for example EAN/UPC.

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6.2.3 Classification
Classification provides input about the characteristics of the document. It eases the search,
retrieval of documents dealing with similar and/or identical issues.
A variety of separate independent classification schemes may be applied: for example
IEC 61355, ICS, predefined descriptors selected from an repository or a thesaurus; not
predefined keywords generated from the document content (index entries); part families,
coded paper size format, restricted uses.
The follow
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