Section
2. MAINTENANCE OF THE TRADE DATA ELEMENTS DIRECTORY
2.1. Maintenance of the Trade Data Elements Directory/ISO 7372 Maintenance Agency
Volume I of UNTDED is continuously updated, based on a biannual review by the Maintenance Agency. Amendments and additions are subsequently incorporated in the Directory which is issued at the beginning of the year that follows .
2.1.1. Introduction
A joint UN-ECE/ISO Maintenance Agency is entrusted with the maintenance of the Trade Data Elements Directory (UNTDED) and the International Standard ISO 7372, in order to keep UNTDED up to date to meet changing or new requirements in trade. The membership and procedures of the MA, as set out below, have been designed to reflect the dual nature of the UNTDED as an intergovernmental recommendation and an ISO International Standard.
The ISO Council, in accordance with the provisions of Annex 1G of the Directives for the technical work of ISO, has designated an ISO 7372 Maintenance Agency (ISO 7372/MA). The ISO 7372/MA together with the maintenance function set up by the ECE Working Party on Facilitation of International Trade Procedures, jointly constitute the UNTDED
Maintenance Agency, hereafter referred to as MA.
2.1.2. Role of the Maintenance Agency
The MA, as authorized by the ECE Working Party on Facilitation of International Trade Procedures and by the ISO Council, is entrusted with the following functions:
a) To add to or to eliminate data elements from UNTDED and to assign numeric identifiers (tags) in accordance with the rules provided in Section 5 of UNTDED;
b) To inform interested parties appropriately of such changes, etc.;
c) To prepare periodically and disseminate amendment sheets to users in order to allow proper up-dating of UNTDED;
d) To establish as required, in the normal course of work, additional rules for the practical application of the principles for:
- selecting data elements and assigning them a name and a numeric identifier (tag);
- grouping data elements into broad categories;
- the presentation of standard data elements and their use for
international trade information interchange.
The secretariat of UN-ECE and the ISO Central Secretariat participate ex officio in the MA, whose membership - besides the ECE Working Party on Facilitation of International Trade Procedures - is composed of inter-governmental and non-governmental bodies and of representatives of ISO Member Bodies and of ISO Technical Committees concerned, as set out below, each being entitled to appoint one participant.
2.1.3.1. Inter-governmental and non-governmental bodies
The following inter-governmental and non-governmental bodies have requested to be associated with the maintenance work:
| - Customs Cooperation Council | (CCC) |
| - International Air Transport Association | (IATA) |
| - International Chamber of Commerce | (ICC) |
| - International Chamber of Shipping | (ICS) |
| - International Federation of Freight
Forwarders Associations | (FIATA) |
| - International Maritime Organization | (IMO) |
| - International Railway Transport Committee | (CIT) |
| - International Road Transport Union | (IRU) |
| - International Union of Railways | (UIC) |
| - United Nations Conference on Trade and
Development | (UNCTAD) |
| - Universal Postal Union | (UPU) |
2.1.3.2. International Organization for Standardization
The membership of the ISO 7372/MA shall be open to one representative from each of the following ISO Member bodies:
| - AFNOR | (Association française de normalisation) |
| - ANSI | (American National Standards Institute) |
| - BSI | (British Standards Institution) |
| - DIN | (Deutsches Institut fur Normung) |
| - SIS | (Standardiseringskommissionen i Sverige |
and the following technical bodies:
| - TC 68 | "Banking and related financial services" |
| - ISO/IEC JTC 1/SC 14 | "Representations of data elements" |
| - TC 154 | "Documents and data elements in Administration,
Commerce and Industry". |
2.1.3.3. Associate members
At the proposal of MA, other international organizations may be invited to become associate members of the MA and to appoint a representative.
2.1.3.4. External expertise
The MA is authorized to seek external expert advice where necessary.
2.1.3.5. Maintenance Agency secretariat (MAS)
The United Nations Economic Commission for Europe (UN/ECE), through the Trade Division and the International Organization for Standardization (ISO) jointly provide the secretariat for the MA.
The responsibilities of MAS are:
- To receive proposals for changes and additions to, or deletions of, data elements in UNTDED;
- To make appropriate suggestions or proposals and to circulate them to MA members for comments and/or decision within a specified period of time;
- To maintain a master of UNTDED.
2.1.4. Rules of procedure
2.1.4.1. Proposals for changes, additions or deletions
Proposals for changes and additions to, or deletions of, data elements in the UNTDED can be received from:
- Any ISO member body;
- Any government and international organization member of UN/ECE/TRADE/WP.4;
- Any other international organization representing users of the directory;
and shall be submitted to the MAS, using the "UNTDED proposal form" shown in annex A.
Any proposals for changes. additions or deletions which have a bearing on an existing data element used in UN/EDIFACT should be submitted by the MA to the UN/EDIFACT maintenance procedures.
Any proposals for changes, additions or deletions of a data element used in
UN/EDIFACT which have a bearing on an existing non UN/EDIFACT data element in UNTDED should be submitted to the MA.
2.1.4.2. Changes to UNTDED
As a general principle, to ensure continuity and stability in the UNTDED, changes should be kept to a minimum.
2.1.4.2.1. Change of the name or description of an existing data element
If the concept of the data element is not affected, a change of the name or description of an existing data element will not result in a change of the already assigned numeric identifier (tag).
The previous name will be cross-referenced.
If it is proposed to change the name or description of a data element in such a way that, without substantially changing the concept, its application area is extended or further clarified, the numeric identifier may be retained provided that there are no objections from users who might be adversely affected by the change.
2.1.4.2.2. Change in the concept of a data element
A change in a concept of a data element will result in the assignment of a new numeric identifier.
The previous concept and identifier will be retained for a transitional period of time, to be determined in each case after consultation with users.
2.1.4.2.3. Addition of data elements
Any new data element agreed upon by the MA for inclusion in the UNTDED will be assigned a numeric identifier within the group to which the data element belongs. This applies also to provisional data elements.
2.1.4.2.4. Deletion of data elements
The numeric identifier of a deleted data element shall not be used for a new data element until it has been ascertained that the deleted data element is no longer in use.
2.1.5. Consultation of members of the MA
Proposals received by the MAS shall be circulated to MA members along with
suggestions by the secretariat as appropriate, for response within a specified period of time, normally not less than two months. The need for MA members to institute internal consultations before committing themselves will be taken into account by the MAS in determining the time for response.
Before circulating a proposal, the MAS shall endeavor to assess the implications of this proposal on data element applications which are known to it. For this purpose, the MA through the MAS may consult directly users of the UNTDED, national facilitation bodies and other interested parties, as required.
An urgent need arises for the introduction of a new data element, or for change of an existing one, the MAS is authorized to accept a proposal on a provisional basis, subject to subsequent considerations as set out above, and on conditions that the proposing party accepts the possibility of rejection of, or amendment to, the proposal in the course of normal procedure.
2.1.6. Voting procedures
Agreement on proposals is obtained either by correspondence or at a meeting of the MA, provided that the matter has been included in the draft agenda of the meeting. In cases of urgency, the views of the members of the MA may be obtained by telephone; these should be confirmed in writing, by letter, telex or other means.
Failure to reply within the reply period specified is considered as an abstention.
Decisions of the MA should be supported by a substantial majority of its members.
In accordance with ISO rules, as far as the ISO members of the MA are concerned decisions shall be reached by a vote. Each ISO member of the MA has one vote. An associate member has the same status as an ordinary member but does not participate in voting.
If a substantial majority is not achieved, the voting will be repeated or considered at a meeting of the MA. The letter ballot shall be accompanied by all comments received from the first vote and a MAS recommendation. Time for response: one month. In determining the outcome of the second vote, the majority is calculated on the basis of expressed affirmative and negative votes.
Support from at least eight of the MA members is required for a proposal to be carried.
If voting is repeated on individual proposals this procedure shall not delay publication of those proposals which have gained the necessary support. In cases where it has not been possible to accept a proposal, the proposer shall be informed of the reasons.
2.1.7. Implementation of approved amendments
An amendment (i.e. change, addition or deletion) becomes effective when approved by the MA and will be published annually.
The availability of amendments to ISO 7372 shall be announced to the ISO member bodies and to UNTDED users by the MAS.
Practical arrangements for the preparation, reproduction and dissemination of UNTDED and amendment sheets to UNTDED shall be the responsibility of the secretariat of UN/ECE.
Continue
|Recommendations|Codes|