Document 2
DOCUMENT ADMINISTRATIVE RULES
This is to streamline “Document Administrative Rules” originally set forth on July 03,1996, amended on April 2, 2009, and added some other necessities for updating on
September 12, 2011.
1. Classifications and definitions of Documents
1.1. Based on the Chapter18 Documents of “Rules of XGP Forum”, Documents
created by General Meeting, Steering Committee, Working Groups or WGs,and Secretariat Office (“Documents”) shall be classified as either PublicDocuments or Non-Public Documents.
1.2. Following Documents shall be classified as Public Documents.
1.2.1. Regulations, general policy, or basic marketing strategy which may bind or
be influential to the public as well as Members of XGP Forum, such as, butnot limited to PSID Application Procedures, IPR guidelines, and Road Map.
1.2.2. Technical Specification (TS) which definition is specified separately.
1.2.3. Documents which are created only to provide non confidential informationin public such as, but not limited to newsletter, technology reports,
promotional materials.
1.3. Following Documents shall be classified as Non-Public Documents.
1.3.1. Documents such as, but not limited to Technical Report (TR), and TechnicalInformation (TI) created by relevant WGs for internal use only within XGP
Forum Members.
1.3.2. Although Non-Public Documents are all for internal use, they can be open topublic in case the relevant WGs make such decision.
1.4. The definition of Technical Specification (TS)This refers to documents including standardized material and technicalspecifications. Technical Specification (TS) is drafted by WGs such as TWG,
and promulgated directly from XGP Forum or from other related organization
along with the adequate transposing work after the consent of the General
Meeting of XGP Forum principally. TS itself could be referred to the one
standardized by entities other than XGP Forum.
1.5. The definition of Technical Report (TR)
There are two different types of Technical Report (TR) provided by the relevant
WGs. One is the report of survey or research provided by WGs, and the report isused for a reference.
The other is the entry stage of TS as to receive member’s comment widely but
internally for finding any possibility to make the particular TR to upgrade to TS.
This type of TR document is open to XGP Forum members only unlessotherwise specified.
1.6. The definition of Technical Information (TI)
Technical Information (TI) provided by the relevant WGs are defined as theDocument that an organization wishing to make public the technology orknow-how relating to XGP proposes and prepares, or the Document that anorganization holding the technology or know-how relating to XGP is asked tomake public and prepare. TI may be upgraded to TR or TS as necessary. TI
documents are open to XGP Forum members only unless otherwise specified.
2. Subtitle of DocumentsThe definitions of subtitles when upgrading are the following;
2.1. Version:
A major change such as changing of basic specifications or adding new sections
that would be unable to achieve only with existing technologies, or methods,
written into the previous version and this shall be only authorized by GeneralMeeting.
2.2. Revision:
A minor change such as partial small changing, or adding some words whichshall be not affected to the basics and this shall be authorized by each WG.
Further change but not reached to the version amendment shall be authorized byGeneral Meeting.
2.3. Release:
A further minor change such as the correction of typographical errors, and thechange of the way of expression in a better way which would not be affected tocontents itself at all, and this shall be authorized by each WG.
3. Limited Liability in Document
All documents made by XGP Forum are handled according to the policies statedbelow.
3.1. Copyright
The XGP Forum, unless otherwise having agreements about rights of documents,
reserves all rights including copyrights in the XGP Forum Documents.
3.2. Disclaimer, Limitation of Liability:
NOTHING IN THIS DOCUMENT CREATES ANY WARRANTIES OF TITLEOR NONINFRINGEMENT WITH RESPECT TO ANY TECHNOLOGIES,STANDARDS OR SPECIFICATIONS REFERENCED OR INCORPORATEDINTO THIS DOCUMENT.
IN NO EVENT SHALL THE XGP FORUM OR ANY MEMBER BE LIABLETO THE USER OR TO A THIRD PARTY FOR ANY CLAIM ARISING FROMOR RELATING TO THE USE OF THIS DOCUMENT, INCLUDING,WITHOUT LIMITATION, A CLAIM THAT SUCH USE INFRINGES A1THIRD PARTY’S INTELLECTUAL PROPERTY RIGHTS OR THAT ITFAILS TO COMPLY WITH APPLICABLE LAWS OR REGULATIONS. BYUSE OF THIS DOCUMENT, THE USER WAIVES ANY SUCH CLAIM
AGAINST THE XGP FORUM AND ITS MEMBERS RELATING TO THE
USE OF THIS DOCUMENT.
4. Approval procedures of Public Documents
4.1. On Public Documents specified at Chapter 1.2.1 and 1.2.2 of this regulation,
unless otherwise stated in “Rules of XGP Forum”, the following approval
procedures shall be taken before proposing to General Meeting, and shall beapproved at General Meeting.
4.1.1. Secretarial Office shall distribute the draft of Public Documents specified atChapter 1.2.1 and 1.2.2 to all XGP Forum Members for comment before
General Meeting.
4.1.2. More than three (3) weeks shall be given for submission of comment.
4.1.3. Replies to comment shall be sent to all Members before General Meeting.
4.2. Public Documents specified at Chapter 1.2.3 of this regulation, unless otherwise
stated in “Rules of XGP Forum”, shall be approved at the party which initiallycreates the Documents, and reported to General Meeting afterwards.
4.3. Partial revision, or concerning the change of Document title of public Documents
specified at Chapter 1.2.2 of this regulation, unless otherwise stated in “Rules ofXGP Forum”, shall be approved by the initiated Working Group and be reported
to General Meeting afterwards.
5. E-Mail voting for Public Documents specified at Chapter 1.2.1 and 1.2.2
To enable agile approval of Public Documents specified at Chapter 1.2.1 and 1.2.2 ofthis regulation which the consent of General Meeting is required, the method of E-Mailvoting can be conducted instead of voting at General Meeting by the following
procedures.
5.1. Secretarial Office shall first get the approval on carrying E-Mail voting
procedure from the Steering Committee Members before commencing.
5.2.

Secretarial Office shall distribute draft public Documents specified at Chapter
1.2.1 and 1.2.2 of this regulation to all XGP Forum Members for receiving
comment.

5.3.

More than three (3) weeks shall be given for submission of comment byMembers.

5.4.

Secretarial Office shall distribute draft public Documents specified at Chapter
1.2.1 and 1.2.2 of this regulation to all XGP Forum Members eligible to votealong with replies to comment.
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5.5.

More than one (1) week shall be given for submission of comment byMembers.

5.6. Terms of resolutions (the article 5.5 of “Rules of XGP Forum”) and voting (thearticle 8 of “Rules of XGP Forum”) at General Meeting shall be also adopted tobe effective at this E-Mail voting procedure.

Ver.
1.0
2.0

Date
Apr.2, 2009
Nov.29, 2017

2.0

Nov.29, 2017

2.0

2.0

Nov.29, 2017

Nov.29, 2017

History of Revision
Description
The first edition as XGP Forum“mail”-> “e-mail”“Secretariat Office” -> “SecretarialOffice”
5.4 Old Version
Voting papers shall be delivered toMembers eligible to vote along withreplies to comment.
5.4 New Version
Secretarial Office shall distributedraft public Documents specified atChapter 1.2.1 and 1.2.2 of thisregulation to all XGP Forum
Members eligible to vote along withreplies to comment.
5.5. Old Version
Voting papers shall be sent back to theSecretariat Office within one (1)week.
5.5 New Version
More than one (1) week shall be given
for submission of comment byMembers.

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ReasonNewly established.
Correction
Correction
Correction

Correction