DAOD 6004-1, Defence Terminology Programme

Table of Contents

  1. Introduction
  2. Definitions
  3. Overview
  4. Operating Principles
  5. Compliance and Consequences
  6. Responsibilities
  7. References

1. Introduction

Date of Issue: 2019-02-01

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Supersession: DAOD 6110-1, Defence Terminology Programme

Approval Authority: Assistant Deputy Minister (Information Management) (ADM(IM))

Enquiries: Director Defence Information Management Planning (DDIMP)

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2. Definitions

defence terminology (terminologie de la défense)

The body of standardized general, doctrinal, operational, organizational, technical, procedural and administrative terminology pertaining to DND and CAF activities. (Defence Terminology Bank record number 27543)

terminology (terminologie)

The body of terms, abbreviations, acronyms, codes, symbols and definitions used in a given field. (Defence Terminology Bank record number 27541)

terminology management (gestion de la terminologie)

The planning, collection, development, exploitation, classification, publication, maintenance, storage and protection of terminology as a corporate resource to ensure its accurate and consistent use. (Defence Terminology Bank record number 27544)

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3. Overview

Context

3.1 Well-defined defence terminology provides a common working vocabulary that enables clear communication and understanding between DND employees, CAF members, allies and other stakeholders that are both internal and external to the Government of Canada (GC).

3.2 Terminology management processes create and maintain a body of defence terminology that can be used consistently across the DND and the CAF.

3.3 This DAOD should be read in conjunction with the DND and CAF IM and IT Policy Framework and other relevant policies, directives, instructions, standards and guidance.

Objectives

3.4 The objectives of this DAOD are to:

  1. establish the roles, responsibilities and direction for the efficient and effective terminology management and use of defence terminology under the Defence Terminology Programme (DTP); and
  2. increase the use of the Defence Terminology Bank (DTB) and the quality of its defence terminology.

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4. Operating Principles

Mandate of the DTP

4.1 The mandate of the DTP is to manage, standardize, disseminate and promote the use of defence terminology in both official languages in the DND and the CAF.

Defence Terminology Bank

4.2 As the authorized central repository for defence terminology, the DTB is a consolidation of approved DND and CAF defence terminology and is the authoritative source for defence terminology in both official languages.

4.3 DND and CAF organizations must store their approved defence terminology in the DTB in order for all DND employees and CAF members to have ready access to approved defence terminology.

Defence Terminology Section (DTS)

4.4 The DTS manages DND and CAF approved defence terminology as a resource that is stored in the DTB and ensures that the DTB is accessible to DND employees and CAF members.

4.5 The DTS oversees:

  1. the Defence Terminology Standardization Board (DTSB) review process for defence terminology and the subsequent ADM(IM) approval process; and
  2. the review of terminological proposals made by the North Atlantic Treaty Organization (NATO) Military Committee Terminology Board.

Defence Terminology Standardization Board

4.6 The DTSB is comprised of terminology representatives from each level one advisor (L1) organization, is chaired by the head of the DTS and meets as required.

4.7 The detailed responsibilities of the DTSB are set out in the Responsibility Table in paragraph 6.1.

4.8 The DTSB submits recommendations regarding the approval of the reviewed defence terminology to the DTS.

L1 Terminology Representatives

4.9 L1 terminology representatives are appointed within each organization by or on behalf of their respective L1 and are the primary points of contact in their area of responsibility on defence terminology matters.

4.10 The detailed responsibilities of L1 terminology representatives are set out in the Responsibility Table in paragraph 6.1.

4.11 The introduction of new defence terminology in any L1 organization must be submitted to the applicable L1 terminology representative for review and approval in that L1 organization or for review and submission to the DTSB for approval.

Defence Terminology Submissions

4.12 Requests for new defence terminology or amendments must be submitted to the applicable L1 terminology representative. The list of L1 terminology representatives and advisors is available at the hyperlink in section 7.

Precedence of Terminology Sources

4.13 When considering the definition of a term and relevant terminology resources, the following order of precedence should be used:

  1. the DTB;
  2. approved subject matter or specialized glossaries and reference books;
  3. the Concise Oxford Dictionary for English terms and Le Petit Robert for French terms;
  4. NATO terminology; and
  5. other reputable resources (e.g. TERMIUM Plus® and the Translation Bureau).

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5. Compliance and Consequences

Compliance

5.1 DND employees and CAF members must comply with this DAOD. Should clarification of the policies or instructions set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or chain of command, as appropriate. Managers and military supervisors have the primary responsibility for and means of ensuring the compliance of their DND employees and CAF members with this DAOD.

Consequences of Non-Compliance

5.2 DND employees and CAF members are accountable to their respective managers and military supervisors for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may result in administrative action, including the imposition of disciplinary measures, for a DND employee, and administrative or disciplinary action, or both, for a CAF member. Non-compliance may also result in the imposition of liability on the part of Her Majesty in right of Canada, DND employees and CAF members.

Note – In respect of the compliance of DND employees, see the Treasury Board Framework for the Management of Compliance for additional information.

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6. Responsibilities

Responsibility Table

6.1 The following table identifies the responsibilities associated with this DAOD:

The ...
is or are responsible for ...

L1s

  • ensuring that defence terminology specific to their area of responsibility is appropriately managed and stored in the DTB; and
  • appointing a terminology representative for their organization.

Head of the DTS

  • developing policy instruments for the management of the DTP and the DTB;
  • developing and monitoring the processes for the terminology management of defence terminology;
  • ensuring that all approved DND and CAF defence terminology is stored in the DTB;
  • convening and chairing DTSB meetings as required;
  • representing the DND and the CAF on terminology matters at terminology forums with allies and other stakeholders; and
  • advising the DND and the CAF on defence terminology-related matters.
DTSB
  • reviewing defence terminology proposals;
  • ensuring that proposed defence terminology is consistent with existing defence terminology, and definitions and terminology in the National Defence Act, other federal legislation, QR&O, DAOD, CFAO and NATO policies;
  • ensuring that the defence terminology has equal terminological and linguistic quality in both official languages; and
  • recommending the approval of defence terminology to the DTS.
L1 terminology representatives
  • ensuring that the defence terminology for their organization is managed in accordance with this DAOD;
  • serving as the primary point of contact on defence terminology matters for their organization;
  • reviewing defence terminology proposals and posting their concerns or recommendations prior to DTSB meetings;
  • participating and contributing to DTSB meetings;
  • ensuring the integration of accurate and consistent defence terminology in all information systems, correspondence and documents in their organization; and
  • coordinating with the DTS to ensure the development of the defence terminology of their organization is:
    • consistent with existing defence terminology, and definitions and terminology in the National Defence Act, other federal legislation, QR&O, DAOD, CFAO and NATO policies; and
    • provides equal terminological and linguistic quality in both official languages.
DND employees and CAF members
  • using accurate and consistent defence terminology in DND and CAF policy instruments, doctrine, publications, correspondence, documents and information systems; and
  • complying with all GC, DND and CAF policies, directives, instructions and standards in respect of defence terminology.

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7. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

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