September 15, 2002

Subject:

Approved 2002 INCITS Secretariat Services (replaces IT/01-0334)

INCITS, an ANSI accredited standards organization, operates under ANSI procedures for accreditation and its own Standing Document 2 - "Organization, Rules, and Procedures of INCITS". In accordance with those procedures, the responsibilities of the INCITS (parent and all subgroups) Secretariat shall include (but not be limited to):

a) Review and assure INCITS that all applications for membership on INCITS are in accordance with the procedures contained in the SD-2.

b) Review administrative matters of note for INCITS and its subgroups, recommending or taking action to assist the process, and assure good management practices are followed.

c) Maintain INCITS' accreditation. Achieve successful closure of ANSI audits in a timely manner.

d) Conduct appeals in accordance with SD-2 (5.9)

e) Convey forecasted cost of operations to INCITS no later than September 1st. Provide recommendations on service fees and structures.

f) Prepare and distribute invoices in a timely manner. Issue periodic collection reminders for past due invoices with notification for the possible termination due to lack of payment. Conduct aggressive follow up on unpaid invoices to meet the budgeted revenue stream. Produce timely and accurate accounting statements. Manage efficiently requests for waiver of service fees.

g) Function as the Secretary for INCITS parent: Provide for administrative services, including arrangements for meetings and timely preparation and distribution of documents related to the work of INCITS, including all related action items:

preliminary agenda/meeting notice four weeks prior (4.3.3)

document distribution two weeks prior (4.3.4)

final agenda two weeks prior (following close of items for action, 4.3.4)

action items timely follow-up such that members can take necessary action

minutes within four weeks after adjournment of the meeting (4.3.6).

h) Prepare pre-meeting minutes including motions prior to officers preparation meeting.

i) Maintain appropriate records for INCITS and its subgroups, managing file retention in accordance with INCITS and ANSI policy and procedures and legal guidelines.

j) Assist the officers and members of all INCITS Subgroups by providing administrative support, advice, and guidance to them in carrying out their programs of work. Maintain current and accurate database information.

k) Organize annual INCITS' Officer Symposium and Awards Ceremony.

l) Prepare and provide INCITS' Officer Training, monitoring and posting timely status (4.6). Carry out the entire procedure for the appointment or recall of INCITS' Officers.

m) Maintain the INCITS' standing documents.

n) Perform the necessary tasks associated with the required 5-year review of American National (ANSI) Standards (5.2).

o) Perform the necessary tasks associated with the review and approval of draft (ANSI) standards, including the creation of new projects (5.1).

p) With awareness of the INCITS' membership, serve as an INCITS spokesperson to essential, external activities (e.g. ISSB, World Standards Day).

q) Provide web-based distribution of all documents, including minutes, meeting notices, subcommittee activities, contact information, etc. Refresh web site with current and accurate information weekly.

r) Maintain and administer the online store and its associated revenue. Meet targeted sales figures. Negotiate royalties and contracts.

s) Develop enforceable patent and copy right policies. Protect INCITS' intellectual property. Ensure ANSI's patent policy is followed.

t) Administer the online letter ballot system, constructing timely, accurate postings. Ensure the system is available (24/7, advance notification for reasonable maintenance) and that notification of new ballots are distributed. Provide tracking and notification of members in jeopardy.

u) Determine and implement marketing strategy. Increase membership within the technical committees by 5% per annum. Actively prepare press releases to be submitted to no less than three widely recognized industry publications within a week of the event.