This is a disaster. It leads to a situation where similar, and often identical, information is provided in different formats for people having different standpoints. The problem is that discord and contradiction appear among these pieces of writing. This causes confusion among the users of the information and a waste of man-hours attempting to resolve the differences, which, of course, has not always been even attempted. ISO/TC 8 is now closely linked with IMO, especially in the matter of common interest items. At this moment, it is necessary to bear in mind that what may cause misunderstanding to those concerned must be avoided without fail. What people concerned with TC 8 need is ONE SOLE DOCUMENT that gives thc correct status of our work programme. From this standpoint, the Chairman demands reconfirming the acknowledgement that the sole correct database of TC 8 is 8 N 1000, and emphasizes the necessity of maintaining this database securely. This will be the source document used in reporting to both TC 8 Secretariat and to the ISO/CS. The new Secretary is instructed to ensure maintaining this database securely.
Admiral Hopkins proposes that 8 N 1000 include all information on actual stage, target date, etc., of each item. These recommendations are accepted.
What is apparent is that the TC 8 database must include all necessary data upon which information is provided to any and all interested parties. We simply cannot afford the waste of our scarce resources to maintain separate databases for TC 8 and we cannot afford the resources to continue to resolve conflicts among the various competing documents reporting on the same matters. It is essential that we are responsive to ISO/CS, but it must be in a coordinated, timely and accurate manner. In today's electronic and computer environment we should be able to produce any report in any formal quickly, accurate]y and easily, but only if they all come from a consistent, well maintained, single database. The gravity of these matters to ensure accurate and timely information to all affected parties necessitated the unanimous adoption of the two Recommendations - 122 and 123 which follow:
Recommendation # 122 on one database of ISO/TC8 activities
The ISO/TC 8 Advisory Group recommends that ISO/TC 8 Secretariat establish one database for TC 8 which is to be the only source for TC 8 reports regardless of origin of documents. ISO/TC 8 AG appoints Messrs. H . Hime (Chairman), A. van Dijk and I. Ogo to an Ad Hoc group to obtain data requirements from ISO/CS and ISO/TC 8 SC's and report to 18th plenary meeting of ISO/TC 8 on information needed to be in the database, design of the database, and any recommended changes to ISO/TC 8 N 1000 Report.
Recommendation 123 on Communication with Central Secretariat (CS)
The ISO/TC 8 Advisory Group recommends that ISO/TC 8 Subcommittee Secretariats keep ISO/TC 8 Secretariat informed on the status of work in the Subcommittee. Subcommittee Secretariats will continue to prepare annual status reports for the TC 8 Plenary meetings and exception reports for TC 8 AG meetings.
Changes to the status of work items contained in those reports should be reported to the ISO/TC 8 Secretariat as they occur. In particular, work item stage changes and proposed changes to target dates should be reported to the ISO/TC 8 Secretariat (preferably by e-mail message).
Further, the ISO/TC 8 Advisory Group recommends that the ISO/TC 8 Secretariat be the sole person responsible to keep the ISO/CS informed on the status of work in the Subcommittee. Subcommittee Secretariats should limit their direct communications with the ISO/CS to editorial matters related to preparation and distribution of DIS and FDIS standards.
