ISO/IEC/IEEE 26531:2015

Systems and software engineering - Content management for product life-cycle, user and service management documentation

ISO/IEC/IEEE 26531:2015 states requirements for efficient development and management of content produced throughout the life-cycle of a system and software product; for the provision of user documentation for systems and software; for the management of IT services. ISO/IEC/IEEE 26531:2015 is independent of the tools, protocols, and systems used for content management. It does not address configuration management of software assets. The content to be managed with this standard includes user information such as topic collections, manuals, guides, embedded user assistance, style guides, videos and other media, and other content that supports the effective use of a system or software product; product life cycle information such as design documents, use cases, personas, project management plans, feature requests, models, scripts, testing plans, test scripts, defect reports; service management items such as service-level agreements, records, policies, procedures, and other documents. The purpose of ISO/IEC/IEEE 26531:2015 is to define a process for content management and the requirements of a component content management system through which content is gathered, managed, and published, including the requirements of a system that is supported by an electronic database. Such a database should support documents or topics and content units that may be assembled to produce complete documents for print, electronic output, or content collections published through electronic media. This database is defined as a Component Content Management System (CCMS), which differs from a document management system. The objective of component content management is to create content objects once and use them through linking mechanisms in multiple output formats, including but not limited to documents.

Ingénierie des systèmes et du logiciel — Gestion de contenu relatif a la documentation du cycle de vie du produit, de l'utilisateur, et de la gestion de service

General Information

• Status: Withdrawn
• Publication Date: 20-May-2015
• ICS: 35.080 - Software
• Technical Committee: ISO/IEC JTC 1/SC 7 - Software and systems engineering
• Drafting Committee: ISO/IEC JTC 1/SC 7 - Software and systems engineering
• Current Stage: 9599 - Withdrawal of International Standard
• Start Date: 30-Mar-2023
• Completion Date: 30-Oct-2025

Relations

• Revised: ISO/IEC/IEEE 26531:2023 - Systems and software engineering - Content management for product life cycle, user and service management information for users
• Effective Date: 18-Dec-2021

Standards Content (Sample)

INTERNATIONAL ISO/IEC/
STANDARD IEEE
First edition
2015-05-15
Systems and software engineering —
Content management for product life-
cycle, user and service management
documentation
Ingénierie des systèmes et du logiciel — Gestion de contenu relatif a la
documentation du cycle de vie du produit, de l'utilisateur, et de la
gestion de service
Reference number
©
ISO/IEC 2015
©
IEEE 2015
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Contents Page
1  Scope . 1
2  Conformance . 2
3  Normative references . 2
4  Terms and definitions . 2
5  Abbreviated terms . 5
6  Content management process . 6
7  Content management project initiation . 8
7.1  Developing a business case . 8
7.2  Defining requirements for a CCMS . 9
7.2.1  Requirements definition . 9
7.2.2  Output requirements . 9
7.2.3  Storage and retrieval requirements . 10
7.2.4  Assembly and linking requirements . 10
7.2.5  Authoring and workflow requirements . 10
8  Content management project plan . 11
8.1  Implementation plan . 11
8.2  Information model . 11
8.3  Information model specification . 12
8.4  Authoring guidelines . 13
8.4.1  Training authors . 13
8.4.2  Code reviews . 13
8.5  Reuse strategy . 14
8.5.1  Content inclusion . 14
8.5.2  Content variables . 14
8.5.3  Content conditional processing . 14
8.6  Metadata schema . 15
8.6.1  Administrative metadata . 16
8.6.2  Descriptive metadata . 16
8.6.3  Processing metadata . 16
8.7  Workflow specification . 17
8.7.1  Workflow approvals . 17
8.7.2  Translation workflow . 18
8.7.3  Workflow completion . 18
8.8  Schedule of activities, deliverables, and responsibilities . 18
8.9  Training plan . 18
8.10  Stylesheet development . 18
8.11  Pilot project specification . 19
8.12  Organizational rollout . 19
9  Information development . 19
9.1  Content conversion . 19
9.2  Content authoring . 20
9.2.1  Structured authoring . 20
9.2.2  Unstructured authoring . 20
9.2.3  Content granularity . 21
10  Management and control . 21
10.1  Managing quality . 21
10.2  Review and approval of content . 22
10.3  Search and retrieval . 23
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved iii

10.4  Localization and translation .23
10.4.1  Content management for translation .24
10.4.2  Publication of translated content .24
10.4.3  Translation of vector graphics .24
10.5  Content deletion .24
10.6  Content and component archiving .25
11  Publication .25
11.1  Release management .25
11.2  Version management .26
11.3  Publication of content .26
12  Component Content Management System requirements .27
12.1  General .27
12.2  Component Content Management System framework .28
12.2.1  General storage requirements .28
12.2.2  Content types .28
12.2.3  Metadata structures .28
12.2.4  Organizational structures .29
12.3  Component Content Management System management .29
12.3.1  Component creation and modification .30
12.3.2  Import/export .30
12.4  Content object management .31
12.4.1  Check-out/check-in .31
12.4.2  Bulk check-out/check-in .31
12.4.3  Link management .31
12.4.4  Search .32
12.4.5  Advanced search capabilities .34
12.4.6  Versioning .35
12.4.7  Branch and merge .35
12.4.8  Release management .36
12.5  Graphics and multimedia management .36
12.6  Component Content Management System administration .37
12.6.1  Component Content Management System user administration .37
12.6.2  Security and auditing .37
12.6.3  Security provisions.37
12.7  Content authoring .38
12.7.1  General authoring .39
12.7.2  Native authoring .39
12.7.3  Authoring integration .39
12.7.4  Acquisition .40
12.8  Workflow .40
12.8.1  Workflow functionality .40
12.8.2  Enhanced workflow functionality .41
12.8.3  Workflow reporting .41
12.9  Content publication .42
12.9.1  Export to publishing support .42
12.9.2  Centralized publishing support .42
12.9.3  Publishing interface .42
12.9.4  XML publishing pipeline .43
12.10  Localization and translation management .43
12.10.1 Link management support .43
12.10.2 XLIFF support .43
12.11  Component Content Management System interoperability .44
12.11.1 Application Programming Interface .44
12.11.2 Libraries and frameworks .44
12.11.3 Web services .44
12.11.4 Advanced Application Programming Interface methods .44
Annex A (Informative) Business case considerations for content management .46
Bibliography .48
© ISO/IEC 2015 – All rights reserved
iv © IEEE 2015 – All rights reserved

List of Illustrations
Figure 1 – Content Management process and activities . 7
Table 1 – Content data types in a CCMS information model . 12
Table 2 – Templates for CCMS metadata . 12

© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved v

Foreword
ISO (the International Organization for Standardization) and IEC (the International Electrotechnical
Commission) form the specialized system for worldwide standardization. National bodies that are members of
ISO or IEC participate in the development of International Standards through technical committees established
by the respective organization to deal with particular fields of technical activity. ISO and IEC technical
committees collaborate in fields of mutual interest. Other international organizations, governmental and non-
governmental, in liaison with ISO and IEC, also take part in the work. In the field of information technology, ISO
and IEC have established a joint technical committee, ISO/IEC JTC 1.
IEEE Standards documents are developed within the IEEE Societies and the Standards Coordinating
Committees of the IEEE Standards Association (IEEE-SA) Standards Board. The IEEE develops its standards
through a consensus development process, approved by the American National Standards Institute, which
brings together volunteers representing varied viewpoints and interests to achieve the final product. Volunteers
are not necessarily members of the Institute and serve without compensation. While the IEEE administers the
process and establishes rules to promote fairness in the consensus development process, the IEEE does not
independently evaluate, test, or verify the accuracy of any of the information contained in its standards.
International Standards are drafted in accordance with the rules given in the ISO/IEC Directives, Part 2.
The main task of ISO/IEC JTC 1 is to prepare International Standards. Draft International Standards adopted
by the joint technical committee are circulated to national bodies for voting. Publication as an International
Standard requires approval by at least 75 % of the national bodies casting a vote.
Attention is called to the possibility that implementation of this standard may require the use of subject matter
covered by patent rights. By publication of this standard, no position is taken with respect to the existence or
validity of any patent rights in connection therewith. ISO/IEEE is not responsible for identifying essential
patents or patent claims for which a license may be required, for conducting inquiries into the legal validity or
scope of patents or patent claims or determining whether any licensing terms or conditions provided in
connection with submission of a Letter of Assurance or a Patent Statement and Licensing Declaration Form, if
any, or in any licensing agreements are reasonable or non-discriminatory. Users of this standard are expressly
advised that determination of the validity of any patent rights, and the risk of infringement of such rights, is
entirely their own responsibility. Further information may be obtained from ISO or the IEEE Standards
Association.
ISO/IEC/IEEE 26531 was prepared by Joint Technical Committee ISO/IEC JTC 1, Information Technology,
Subcommittee SC 7, Systems and Software Engineering in cooperation with the Systems and Software
Engineering Standards Committee of the IEEE Computer Society, under the Partner Standards Development
Organization cooperation agreement between ISO and IEEE.
© ISO/IEC 2015 – All rights reserved
vi © IEEE 2015 – All rights reserved

Introduction
This International Standard was developed to assist users of ISO/IEC/IEEE 15288:2008, Systems and
software engineering – System life cycle processes, ISO/IEC/IEEE 12207:2008, Systems and software
engineering – Software life cycle processes, or ISO/IEC 20000-1:2011 (IEEE Std 20000-1-2013), Information
technology – Service management – Part 1: Service management system requirements, in the management
of the content used in product life-cycle, user, and service management documentation. The accurate
description of the requirements for content management helps documentation meet the needs of its users and
be efficiently produced.
This International Standard is independent of the software tools that may be used to manage documentation
content and applies to both printed documentation and on-screen documentation.
Content management allows an organization to control the storage and retrieval of content objects, track
content revisions, maintain a content audit trail, and enable a collaborative environment. Component content
management supports the reuse of content objects among deliverables and supports multiple deliverable
formats.
A consequence of content management is increased collaboration on content development across the
enterprise. Technical authors, instructional designers, support staff, and others may develop a body of content
together that is written once and supports many needs.
Documentation is often regarded as something done after the software has been implemented. However, for
high-quality software documentation, its development should be regarded as an integral part of the software
life cycle. In fact, quality documentation or information management services are important enough to require
specific planning.
This International Standard is consistent with ISO/IEC/IEEE 15288, System and Software Engineering –
System life cycle processes, and ISO/IEC/IEEE 12207, Systems and software engineering – Software life
cycle processes, as an implementation of the Information Management Process. This standard is not a
management system standard.
This International Standard is intended for use in all types of organizations, whether they have a dedicated
documentation department or not. It may be used as a basis for local standards and procedures. Readers are
assumed to have experience or knowledge of general processes for information management, project
management, and document development.
This International Standard is intended for managing technical content which is included in:
 User information such as topic collections, manuals, guides, multimedia, user assistance displayed with
software, style guides, and other content that supports the effective use of a system or software product.
 Product life cycle information such as design documents, use cases, personas, project management
plans, feature requests, and testing plans.
 Service management items such as service level agreements, records, policies, procedures, and other
documents.
The order of clauses in this International Standard does not imply that the content management activities
should be performed in this order, nor that documentation should be developed in this order or presented to
the organization in this order.
In each clause, the requirements are independent of media and document creation and management
specifications.
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved vii

Systems and software engineering — Content management for
product life-cycle, user and service management
documentation
1 Scope
This standard states requirements for efficient development and management of content produced
 throughout the life-cycle of a system and software product;
 for the provision of user documentation for systems and software;
 for the management of IT services.
This standard is independent of the tools, protocols, and systems used for content management. It does not
address configuration management of software assets.
The content to be managed with this standard includes
 user information such as topic collections, manuals, guides, embedded user assistance, style guides,
videos and other media, and other content that supports the effective use of a system or software product;
 product life cycle information such as design documents, use cases, personas, project management plans,
feature requests, models, scripts, testing plans, test scripts, defect reports;
 service management items such as service-level agreements, records, policies, procedures, and other
documents.
The purpose of this standard is to define a process for content management and the requirements of a
component content management system through which content is gathered, managed, and published,
including the requirements of a system that is supported by an electronic database. Such a database should
support documents or topics and content units that may be assembled to produce complete documents for
print, electronic output, or content collections published through electronic media. This database is defined as
a Component Content Management System (CCMS), which differs from a document management system.
The objective of component content management is to create content objects once and use them through
linking mechanisms in multiple output formats, including but not limited to documents.
The intended users of this International Standard are managers and developers of information (technical
documentation) and acquirers and suppliers of content management systems. Any organization that develops
content, regardless of size, can benefit from maintaining an effective content management solution and
following best practices for the development and management of technical content.
Systems conforming to this standard can fulfill business needs for content development and management,
especially the need for a single source of authoritative information. Content objects that are unique and are
maintained as independent database objects are efficient to review, approve, and update; may be combined
to produce multiple deliverables; and are cost-effective to translate.
This standard is not a management system standard.
The content management process presented in clauses 6 through 11 of this International Standard is a
specialization (lower-level process) of the Information Management process required in ISO/IEC/IEEE
15288:2008 and ISO/IEC/IEEE 12207:2008.
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved 1

2 Conformance
This International Standard may be used as a conformance or a guidance document for projects and
organizations claiming conformance to ISO/IEC/IEEE 15288:2008, Systems and software engineering –
System life cycle processes, or ISO/IEC/IEEE 12207:2008 Systems and software engineering – Software life
cycle processes.
Throughout this International Standard, "shall" is used to express a provision that is binding, "should" to
express a recommendation among other possibilities, and "may" to indicate a course of action permissible
within the limits of this International Standard.
Use of the nomenclature of this International Standard for the parts of documentation, such as topics, content
units, modules, is not required to claim conformance.
This International Standard may be included or referenced in contracts or similar agreements when the parties
(called the acquirer and the supplier) agree that the supplier will deliver services and systems in accordance
with the standard. This International Standard may also be adopted as an in-house standard by a project or
organization that decides to acquire documentation from another part of the organization in accordance with
the standard.
3 Normative references
There are no Normative References applicable to this standard.
4 Terms and definitions
For the purposes of this standard, the terms and definitions given in ISO/IEC/IEEE 24765, available at
www.computer.org/sevocab and the following apply.
4.1
application programming interface
software component that allows software applications to communicate with one another
4.2
branching
method of development in which a set of components is duplicated so the components may be modified in
parallel and optionally synchronized at a later time
4.3
component
an object with a discrete information type that is stored in the CCMS, such as a topic, prerequisite, section,
image, or video
4.4
component content management system
content management system that supports the entire document- or information-development life cycle from
authoring through review and publishing, including the reuse of modular content
NOTE In case the modular content is XML-based, the individual XML elements available for management are
defined by the XML schema or DTD. This standard is protocol-independent and it is not necessary to specify numerous
markup languages.
4.5
component dependencies
all the components that are linked to, directly or indirectly, from a single parent component
EXAMPLE: The relationship of a source hazard statement to its insertion in a topic at time of publication.
© ISO/IEC 2015 – All rights reserved
2 © IEEE 2015 – All rights reserved

4.6
content object
content that is encompassed by an XML element
4.7
content type
reusable definition of settings for storage, metadata, workflow, and behaviour that is assigned to a component
4.8
content unit
identifiable and manageable part of larger information objects
NOTE The individual content units available for management are typically defined by an XML schema or DTD.
4.9
content management system
system that supports authoring, storing, translating, and publishing content
cf. document management system
4.10
customization
modification of a document type definition to add new structures or change the document type definition in a
way that is not compatible with a previous structure
4.11
dependency export
operation in which a component and all of its dependencies are exported from the CCMS as a single process
4.12
document management system
system that supports the storage, retrieval, versioning, and manipulation of whole documents, images, and
other media
cf. content management system
4.13
document type definition
template for the structure, content, and semantics of XML documents
4.14
documentation
any written or pictorial information describing, defining, specifying, reporting, or certifying activities,
requirements, procedures, or results
TM
[IEEE Std 829 -2008]
4.15
effectiveness
accuracy and completeness with which users achieve specified goals
[ISO/IEC 25062:2006]
4.16
EXtensible Markup Language
license-free and platform-independent markup language that carries rules for generating text formats that
contain structured data
[ISO/IEC 19770-2:2009]
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved 3

4.17
EXtensible Style Language Transformations
language for transforming XML documents into other document types such as PDF or HTML
4.18
faceted search
progressive search that allows users to narrow the results by selecting values for one or more attributes
4.19
[CCMS] framework
essential data structures, operations, and rules that form the foundation from which all other features of the
CCMS are built
4.20
Hypertext Markup Language
language for creating web pages
4.21
Hypertext Transfer Protocol
application-level protocol for distributed, collaborative, hypermedia information systems
4.22
information item
separately identifiable body of information that is produced, stored, and delivered for human use
[ISO/IEC/IEEE 15289:2015]
NOTE An information item can be produced in several versions during a project life cycle.
4.23
information type
class of topics that addresses a particular user question
EXAMPLE An information type that answers the question “how do I …” is called a task information type.
4.24
Levenshtein distance
measure of the difference between two character sequences based on the minimum number of single
character edits (insertion, deletion, or substitution) needed to convert one word to the other
4.25
link
part of a computer program, often a single instruction or address, that passes control and parameters between
separate modules of the program
4.26
object
encapsulation of content units in a CCMS
4.27
publishing pipeline
series of defined processing steps that are connected to transform content from its source format into a final
deliverable format
4.28
regular expression (Regex)
string of characters that allows patterns to be used to match search results
NOTE Patterns may dictate that matches must start or end with specific sequences of characters or allow the use of
wildcards to match any characters in a sequence.
© ISO/IEC 2015 – All rights reserved
4 © IEEE 2015 – All rights reserved

EXAMPLE
^admin* - Find all matches that start with 'admin' and contain any sequence of characters afterwards
\d{5}$ - Find all matches that end with the number 5
^[0-9()-]+$ - Find matches that contain a 10-digit phone number
4.29
semantic label
tag that describes the content rather than its format
EXAMPLE A semantic label such as prerequisite describes the content as a pre-requisite to the following task
information. In contrast, a format label simply describes the content as a paragraph or a list.
4.30
specialization
specification of targeted document type definitions that share the common output transformations and design
rules developed for more general types and domains
4.31
structured authoring
development of content elements including metadata in specified templates
NOTE In structured authoring, content elements are labeled according to the nature of the content they contain.
Structured authoring also permits quasi-semantic labeling, such as Heading1 or NestedList, to indicate the hierarchical
position and function of a content element.
4.32
taxonomy
scheme that partitions a body of knowledge and defines the relationships among the parts
4.33
topic
standalone item of information that answers a single user question
4.34
XML Schema definition
XML-based language that specifies a set of rules and structure for the creation of XML documents
[ISO/IEC 19770-2:2009]
5 Abbreviated terms
API Application Programming Interface
BMP Bitmap image file
CCMS Component Content Management System
DITA Darwin Information Typing Architecture
DMS Document Management System
DTD Document Type Definition
ECMS Enterprise Content Management System
GIF Graphics Interchange Format
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved 5

HTML Hypertext Markup Language
HTTP Hypertext Transfer Protocol
JPEG Joint Photographic Expert Group
LCMS Learning Content Management System
QTFF QuickTime File Format (abbreviated as.mov)
MP3/MP4 See MPEG
MPEG Moving Picture Experts Group
PDF Portable Document Format
PNG Portable Networks Graphics
SCMS Source Control Content Management System
SME Subject Matter Expert
WAV Waveform Audio File Format
WMV Windows Media Video
XLIFF XML Localisation Interchange File Format
XML Extensible Markup Language
XSLT EXtensible Style Language Transformations
6 Content management process
This clause describes the activities of a process through which content is managed from initiation through
approval and publishing.
Content management activities described in this standard are as follows:
 Project Initiation
- Developing a business case for managing content
- Defining requirements for a CCMS
 Project Plan
- Information model
- Authoring guidelines
- Reuse strategy
- Metadata schema
- Workflow specification
- Schedule of activities, deliverables, and responsibilities
- Training plan
- Stylesheet development
© ISO/IEC 2015 – All rights reserved
6 © IEEE 2015 – All rights reserved

- Pilot project specification
- Organization rollout
 Information Development
- Content conversion
- Content authoring
 Management and control
- Quality management
- Review and approval
- Search and retrieval
- Localization and translation
- Content deletion
- Content archiving
 Publication
- Release management
- Publication of content
These can be represented as shown in Figure 1.
The details of each activity in the content management process are discussed in separate clauses.
NOTE ISO 21500, Guidance on project management, can be consulted for managing a content management project.
Management and control
 Quality management  Search and retrieval  Content deletion
 Review and approval  Localization and translation  Content archiving
Project initiation Project plan Information Publication
development
 Developing a  Information model  Release
business case for management
 Authoring guidelines
 Content conversion
managing content
 Publication of
 Reuse strategy
 Content authoring
 Defining content
 Metadata schema
requirements for a
 Workflow
CCMS
specification
 Schedule of
activities,
deliverables, and
responsibilities
 Training plan
 Stylesheet
development
 Pilot project
specification
 Organization rollout
Figure 1 — Content Management process and activities
© ISO/IEC 2015 – All rights reserved
© IEEE 2015 – All rights reserved 7

7 Content management project initiation
7.1 Developing a business case
The organization shall develop a business case to support the development and implementation of a content
management solution.
In developing a business case for content management, an organization shall evaluate the needs of the
organization, as follows:
 Analyze the current state.
 Identify potential customer benefits.
 Identify cost reduction opportunities.
 Calculate acquisition and implementation costs, including both technology and personnel costs.
 Calculate the Return on Investment.
 State the risks of the project.
The development of a business case may be necessary to obtain support and funding for a content
management solution. Establishing the business benefits of content management in an organization includes
carefully evaluating both immediate and long-terms gains and evaluating enterprise and departmental
solutions. Understanding the present situation assists in developing a vision of why and how that situation
should be changed.
Content management allows an organization to control the storage and retrieval of content objects, track
content revisions, maintain a content audit trail, and enable a collaborative environment. Component content
management supports the reuse of content objects among deliverables and supports multiple deliverable
formats.
A consequence of content management is increased collaboration on content development across the
enterprise. Technical authors, instructional designers, support staff, and others may develop a body of content
together that is written once and supports multiple needs.
By implementing a CCMS and activities to support that system, organizations can experience the following
benefits:
 Standardized methods for creating content
 Standardized levels of content quality
 Avoidance of duplicated or near-duplicated content
 Reduced maintenance of content objects
 Greatly improved access and successful search to content objects with appropriate permissions
 Improved ability to find content objects
 Reduced storage and maintenance requirements through consolidation of content in a unified system
 Traceability of review and approval cycles and change management
 Reduced development costs in source and target languages
© ISO/IEC 2015 – All rights reserved
8 © IEEE 2015 – All rights reserved

 Ability to mitigate legal and compliance risk through a single source of authoritative content
 Ability to deliver content in multiple formats according to current and future standards
For more detailed information about developing a business case, see Annex A.
Content management, if well controlled and managed, increases staff productivity and reduces development
and publishing costs. Productivity increases are achieved by implementing processes that support structured
authoring and content reuse. Structured authoring implies that content is authored according to specified
templates, depending upon the type of content to be developed. Content reuse implies that content objects
are stored and maintained uniquely, decreasing the cost of updating and translating the same content multiple
times.
Content reuse also implies that a content object is a single source of authoritative content, ensuring that the
same information and the exact message appears in every instance of output, decreasing the liability
associated with incorrect information. Development costs are reduced because existing content is available to
authors through search and retrieval, implying that specific information is created and updated only once.
Publishing costs are reduced because content objects may be published in more than one format through the
use of automated publishing routines.
If content is developed using XML Document Type Definitions (DTDs) or schemas, the cost of formatting that
content in multiple languages is eliminated once appropriate style sheets are in place. For those organi
...