User manual

Test and trial procedures

User manual

The user manual should determine all the technical requirements and specifications which are required in order to properly exchange Electronic Data Interchange messages.

Although it is not easy to provide a list of all the elements which need to be taken into account, as these will vary according to the needs of the parties, it can be emphasized that relevant specifications with regard to the following points need to be provided:

• the specifications relating to the operational requirements in the clause on OPERATIONAL REQUIREMENTS FOR ELECTRONIC DATA INTERCHANGE, including :
  • specifications required in relation to software and translation software for the purpose of Electronic Data Interchange exchanges;
  • communication protocols and third party services (Value Added Network Services);
  • message standards and recommendations, including the list of messages and their references;
  • the conditional elements where needed;
  • the messages design guidelines;
  • the implementation guidelines;
  • the directories;
  • the code lists;
  • the reference to the documentation;
  • the versions and updates;
  • the methods used for storage of transmissions.

• the method that they will use to implement updated versions of messages, rules, guidelines and directories;
• the specifications required for the processing and acknowledgment of Electronic Data Interchange messages;
• the specifications relating to security means for Electronic Data Interchange messages; and
• the specifications relating to recording and storage, the time limits.

  Time limits may be of critical importance in Electronic Data Interchange, in particular when Electronic Data Interchange is combined with other techniques such as "Just-in-Time".

  Test and trial procedures

  Technical experts have made it clear that it may prove not only useful, but also sometimes necessary, to run tests to ensure the proper working of the systems and telecommunications. Practice shows that such tests are, in fact, usually conducted by parties commencing use of Electronic Data Interchange and this generally happens in two steps. Firstly Electronic Data Interchange messages are exchanged in parallel with the paper documents and secondly, when this test is satisfactory, Electronic Data Interchange messages are exchanged without paper support. It may also be necessary to conduct further tests from time to time, for example after changes to the system have been implemented.

  The parties should ensure that any data sent is free of viruses etc.

  Sample clauses:
  • The User Manual shall include the technical, organizational and procedural specifications and requirements to operate Electronic Data Interchange according to the terms of this Agreement, which includes but is not limited to the following:
    • Operational requirements for Electronic Data Interchange, as referred to in the Clause OPERATIONAL REQUIREMENTS FOR ELECTRONIC DATA INTERCHANGE, including, operational equipment, means of communication and codes;
    • Processing and acknowledgment of Electronic Data Interchange Messages;
    • Security and protection of Electronic Data Interchange Messages;
    • Time limits;
    • Procedures for tests and trials to establish and monitor the adequacy of the technical specifications and requirements;
    • Recording and storage of Electronic Data InterchangeMessages.
  • The Parties shall ensure that any data sent is free of viruses etc.
  Sample annex: User Manual annexed to Agreement no. dated
  1. Time limits
     • for processing messages after receipt:
     • for Acknowledgement of Receipt of the message
     • for rejection messages.
  2. Messages which always require Acknowledgement of Receipt:

     [e.a. termination of this Aqreement]

  3. Specific conditions regarding Acknowledgment of Receipt:

     messages concerning [...] will be acknowledged by the recipient Party within [insertnumber] hours but in any event before close of business for the day concerned.

  4. For Electronic Mail, each Party shall include in each message it transmits: its name, the date and time of the transmissions, the reference (if any) to which it pertains, and the name and telephone number and Electronic Mail address of the individual authorised to transmit the message.
  5. Alternative recovery procedure:
  6. Procedures and measures to fulfil the requirements set forth in the Clauses on SECURITY AND PROTECTION OF IN CONFIDENCE INFORMATION: unauthorized access, alteration, delay, destruction, loss verification of origin, verification of integrity, non-repudiation of origin/receipt, confidentiality, time limits for report by receiver on rejection or error, Electronic Signature.
  7. Confidential (NATO classification) information set forth in Clause SECURITY:
     • reference can be made to C-M(55)15(Final)
     • on classification issues see C-M(55)15(Final) page 133 through 135)
     • marking and tagging
  8. Authorization for disclosure:
  9. Method of encryption:
  10. Archiving requirements:
      • detail the technical provisions to ensure that a complete and unalterable Data-log is established and maintained
      • provisions for regular exchange of Data-logs.
  11. Operational requirements and technical specifications e.g.:
      • Equipment
      • Software
      • Third Party Services
      • Communication services
      • Communication Protocols
      • Message standards, directories, versions, syntax, type of messages, segments, data elements
      • Codes
      • Procedure for tests and trials
      • Availability
  12. Modification:

      Any modification to this User Manual shall be -agreed in writing between the Parties in accordance with the Clause on EFFECT, MODIFICATIONS, TERMINATION AND SEVERABILITY.

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