Intellectual Property (IP) Use

All X12 work products are copyrighted. Any use of any X12 work product must be compliant with
US Copyright laws and X12 Intellectual Property policies.

ASC X12 has developed Standards and associated products to facilitate the transmission of electronic business messages for over 30 years. ASC X12 manages the exclusive copyright to all Standards, publications, and products, and that such works do not constitute joint works of authorship eligible for joint copyright. ASC X12 and is the only organization authorized to grant permission for use of ASC X12 work products. Users of all ASC X12 products should understand the permissible uses, as well as the limitations on such usage, as outlined below.

ASC X12 and WEDI have worked together, with other industry representatives, to develop a Companion Guide Principles document and an associated template for Transaction Instructions. Read more about the Joint Companion Guide Project.

U.S. Copyright laws and ASC X12 Intellectual Property (IP) policies apply to the use and distribution of any ASC X12 work product.

Use or distribution of ASC X12 drafts for any purpose is strictly forbidden.

Use of any ASC X12 work product is contingent upon legal purchase of the work product. From time to time, ASC X12 may make certain work products available for public use at no cost. U.S. Copyright laws and these IP policies apply to such work products.

Written permission of the copyright holder is required in the following situations:

  • For any use that includes distribution of the information outside the corporate structure of the organization, regardless of the method of distribution or format of the distributed information
  • To reproduce large portions of the work product for any use
  • For any use not in expressly allowed without written permission

Provided that a proper citation is included, written permission is not required in the following situations:

  • To reference work products for internal purposes, that is for use within the corporate structure of a single organization
  • To reproduce small portions of the work product for criticism, comment, news reporting, teaching or scholarship and research

All parties requesting permission to use ASC X12 copyrighted work products must follow the procedures listed below. All ASC X12 Products are subject to this IP policy, including published and withdrawn works. Use of ASC X12 drafts is strictly forbidden.

You may have up to 3 active review requests at any time. If you have more than 3 artifacts to submit, please allocate time for multiple review cycles. Distribution of artifacts that use ASC X12 copyrighted work products is prohibited until ASC X12 formally grants permission for the use, electronically or in writing.

1.

Use the Request Permission Form found at the bottom of this page to submit a request to reproduce copyrighted ASC X12 work products. An advance copy of each artifact must be submitted separately from the request form via email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. with the Subject line of "Request to Use ASC X12 Copyrighted IP: [[YOUR COMPANY NAME]]."

2.

ASC X12 will review your submission and ensure that use of ASC X12 work products is compliant with applicable ASC X12 policies, accurate in the context presented and that the style requirements have been met. ASC X12 agrees to handle the submitted artifacts as confidential submissions, available only to designated reviewers.
NOTE: The review of submitted artifacts is focused on ASC X12 IP use and compliance with ASC X12 policy. The review does not include evaluation of compliance with any applicable State or Federal mandate, including HIPAA.

3.

Following review of a submitted artifact, ASC X12 will make a determination of permission.

  • If permission is granted, the requesting party may use or cite the work product under the following conditions:
    • Permission is for the specific artifact submitted for review and for the specific use cited in the request. Permission is not granted for other artifacts, including revisions to the approved artifact, or for other uses
    • The artifact must include a statement referencing ASC X12's copyright and that explicit permission to use or cite the material was granted for this use
    • Permission is not transferable
    • ASC X12 reserves the right to revoke the permission, if the preceding conditions are not met.
  • If permission is not granted, the reasons will be conveyed electronically or in writing to the requesting party and the requesting party will be given an opportunity to revise and resubmit the artifact as necessary to meet the requirements for use.

Many organizations produce artifacts which contain proprietary instructions for creating transactions based on an associated ASC X12 Type 3 Technical Report (TR3), also known as an ASC X12 Implementation Guide (IG). Such artifacts are often called Companion Guides. These artifacts must adhere to U.S. Copyright laws and ASC X12 IP policies.

This section outlines the requirements for artifacts that use or are based on ASC X12 copyrighted work products. These requirements supplement, but do not replace or overrule, the associated copyrights and ASC X12's Fair Use statement. Artifacts must conform to these restrictions to avoid infringing on ASC X12 copyrights and related intellectual property rights. Artifacts may also include information that is unrelated to ASC X12 Products, ASC X12 has no jurisdiction over that portion of an artifact and does not review that information during an IP Review.

Artifact Distribution

By definition, artifacts are intended for distribution outside of the developing organization. Once permission for use of ASC X12 materials has been granted; an organization may distribute an artifact to their trading partners via printed document, electronic document or via a website.

No organization may post ASC X12 Standards, Technical Reports, Guidelines, Workbooks, Segment Directories, Element Directories, Data Element Dictionaries, Table Data, Schema or any other ASC X12 Work Product on their website for public reference at any time.

Content Guidelines

Artifacts must:

  • Abide by US Copyright Law.
  • Abide by ASC X12's Fair Use and Copyright statements.
  • Use the full name "ASC X12" to identify the ASC X12 organization or Products.
  • Be used in conjunction with an associated ASC X12 TR3; they must not be stand-alone requirements documents.
  • Include a statement about where to purchase the underlying TR3 and the associated URL.
  • Conform to all the requirements of the associated TR3.
  • Use the full official name, including the unique identifier, at the first reference to any TR3.
    • Example: ASC X12/005010X212 Health Care Claim Status Request and Response (276/277).
  • If a shortened TR3 title will be used in the Artifact, it may either be the unique identifier or the TR3 name.
    • Example: 005010X212, 5010X212 or Health Care Claim Status Request and Response.
  • Include a disclaimer that the TR3 retains ultimate authority over the requirements of the transmission.
    • Example: Every effort has been made to ensure consistency between this document and the ASC X12 TR3. However, if there is a discrepancy between the documents, the ASC X12 TR3 is the final authority.
  • Once permission for use of ASC X12 copyrighted material has been granted, the Artifact must include a statement at the beginning of the document noting “Express permission to use ASC X12 copyrighted materials within this document has been granted.”

Artifacts may:

  • Include proprietary information or instructions that clarify the TR3 instructions for specific trading partners.
  • Clarify a TR3 example, based on proprietary instructions.
  • Add examples specific to proprietary instructions.
  • Clarify specific processing intentions related to TR3 requirements.
    • Codes allowed in the TR3 must be accepted if transmitted however the Artifact may note that one or more codes from the TR3 code list are preferred or not processed.
      • "Not processed" means it will not be recognized in internal processing, it does not mean the transaction can be rejected if the code is transmitted.
      • "Preferred" means that internal processes require a specific value, it does not mean the transaction can be rejected if the specified code is not transmitted.
  • Clarification of the use of loops/segments/elements in the TR3 identified by situational rules stating trading partner requirements control usage:
    • Examples of such situational rules:
      • "Required when the payer's adjudication is known to be impacted"
      • "Required when such transmission is required under the insurance contract"
  • Indicate the number of repetitions which will be applied in the transaction processing application for loops or segments without repetition limitations in the TR3.
  • Identify trading partner information necessary to initiate or enable the communications between trading partners.
    • Example: "GS02 – send your TPID in this element".
  • Include information from ASC X12 Requests for Interpretation (RFIs) as a reference for trading partner specific instructions as long as the RFI is explicitly referenced. RFIs are found at: www.x12.org/x12org/subcommittees/x12rfi.cfm.

Artifacts must not:

  • Replicate the information presented in the associated TR3.
  • Contradict, countermand or duplicate any requirement of the associated TR3.
  • Contain material duplication of a section of the associated TR3, unless permission for the citation has been granted.
  • Add, modify or delete any requirements, including loop, segment or element names, notes or rules, examples, appendix, or code list subsets from Section 2 of the associated TR3.
  • Use the unique identifier listed in GS08 unless the transaction conforms to the requirements documented in the associated TR3, within the parameters of the Compliance in ASC X12 document.
  • Add, modify or disallow any defining, explanatory, or clarifying content (within Section 1), example (within Sections 2 and 3) or Appendix (within Section 4).
  • Include tutorial information about ASC X12 syntax, the underlying transaction set or related transaction sets.
  • Include tutorial information about the use or interpretation of a TR3.

Many organizations produce artifacts which contain proprietary instructions for creating transactions based on an ASC X12 work product. Such artifacts must adhere to U.S. Copyright laws and ASC X12 IP policies.

A separate section outlines the requirements for artifacts based on ASC X12 TR3s. This section outlines the requirements for artifacts that use or are based on all other ASC X12 Products. These requirements supplement, but do not replace or overrule, the associated copyrights and ASC X12's Fair Use statement. Artifacts must conform to these restrictions to avoid infringing on ASC X12 copyrights and related intellectual property rights. Artifacts may also include information that is unrelated to ASC X12 Products, ASC X12 has no jurisdiction over that portion of an artifact and does not review that information during an IP Review.

Artifact Distribution

By definition, artifacts are intended for distribution outside of the developing organization. Once permission for use of ASC X12 work products has been granted; an organization may distribute an artifact to their trading partners via printed document, electronic document or via a website.

No organization may post ASC X12 Standards, Technical Reports, Guidelines, Workbooks, Segment Directories, Element Directories, Data Element Dictionaries, Table Data, Schema or any other ASC X12 work product on their website for public reference at any time.

Content Guidelines

Artifacts must:

  • Abide by US Copyright Law.
  • Abide by ASC X12's Fair Use and Copyright statements.
  • Use the full name "ASC X12" to identify the ASC X12 organization or Products.
  • Be used in conjunction with an associated ASC X12 Product; they must not be stand-alone requirements documents.
  • Include a statement about where to purchase the underlying ASC X12 Product and the associated URL.
  • Conform to all the requirements of the associated ASC X12 Product.
  • Use the full official name at the first reference to any ASC X12 Product.
    • Example: ASC X12 005011
  • Once permission for use of ASC X12 copyrighted material has been granted, the artifact must include a statement at the beginning of the document noting “Express permission to use ASC X12 copyrighted materials within this document has been granted.”

Artifacts may:

  • Include proprietary information or instructions that clarify the ASC X12 instructions.
  • Add examples specific to a proprietary implementation.
  • Add specific processing instructions not otherwise contained in the ASC X12 Product.
  • Indicate the number of repetitions which are allowed in a proprietary implementation.
  • Identify trading partner information necessary to initiate or enable the communications between trading partners.
  • Include information from ASC X12 Requests for Interpretation (RFIs) as a reference for trading partner specific instructions as long as the RFI is explicitly referenced. RFIs are found at: www.x12.org/x12org/subcommittees/x12rfi.cfm.

Artifacts must not:

  • Replicate the information presented in the associated ASC X12 work product.
  • Contradict, countermand or duplicate any requirement of the associated ASC X12 work product.
  • Contain material duplication of a section of the associated ASC X12 work product, unless permission for the citation has been granted.
  • Include tutorial information about ASC X12 syntax, the underlying transaction set or related transaction sets.
  • Include tutorial information about the use or interpretation of an ASC X12 work product.

Organizations may on occasion wish to produce artifacts which contain a limited number of exact quotes of ASC X12 copyrighted work products. These artifacts must adhere to U.S. Copyright laws and ASC X12 IP policies.

This section outlines the requirements for citing, or exactly quoting, ASC X12 copyrighted work products in an artifact. These requirements supplement, but do not replace or overrule, the associated copyrights and ASC X12's Fair Use statement. Artifacts must conform to these restrictions to avoid infringing on ASC X12 copyrights and related intellectual property rights. Artifacts may also include information that is unrelated to ASC X12 copyrighted content, ASC X12 has no jurisdiction over that portion of the artifact and does not review that information during an IP Review.

Citation Format

The basic style below is adapted from the Modern Language Association (MLA) Style Manual and by convention includes line breaks and an indent for each successive line:

Author Name. "Title: Subtitle, Figure number, 
	if appropriate, Segment ID - Name, if appropriate." 
	Title of Book, identifier.
	Publisher, Date of publication. <URL>. Page Number(s).

Examples

If someone wants to reproduce figure 1.1 of 005010X221, the choices are:

Place a footnote reference number in relation to the reproduced figure and place the following as the footnote, or place the following directly below the figure:

Accredited Standards Committee X12, Insurance
	Subcommittee, ASC X12N. "1.4.1 Information Flows, Fig. 1.1." 
	Health Care Claim Payment/Advice (835), 005010X221. 
	Washington Publishing Company, Apr. 2006.
	<http://www.wpc-edi.com>. 3.

Or place in-line with their text an abbreviated citation:

The 835 presents an "Information Flow" figure, reproduced below, illustrating the flow of information from payer to payee (005010X221 1).

The style above requires that a works-cited list be created and placed at the end of the document. Each citation is assigned a number. In the example above, the 1 refers to the first citation in the list; which appears in the works cited list like this:

1. Accredited Standards Committee X12, Insurance Subcommittee, ASC X12N. 
	"1.4.1 Information Flows, Fig. 1.1."  
	Health Care Claim Payment/Advice (835), 005010X221. 
	Washington Publishing Company, Apr. 2006.
	<http://www.wpc-edi.com>. 3.

A span of page numbers is appropriate when the quoted material is on consecutive pages. For example, to refer to the payer business contact information segment:

Accredited Standards Committee X12, Insurance Subcommittee, ASC X12N.
	"PER – Payer Business Contact Information."
	Health Care Claim Payment/Advice (835), 005010X221.
	Washington Publishing Company, Apr. 2006.
	<http://www.wpc-edi.com>. 94-96.

Artifact
As referenced in the ASC X12 Intellectual Property policies and procedures, artifacts are work products created by other individuals, entities or organizations that are based on, use or cite ASC X12 copyrighted work products and are intended for distribution outside of the developing organization. Artifacts may be presented as printed documents, spread sheets, word documents, PDFs, web presentations, databases or help files.

ASC X12
ASC X12 is an ANSI Accredited Standards Committee ("ASC") for the cross-industry development, maintenance, and publication of electronic data exchange standards, based on, but not limited to ASC X12 EDI, XML, and UN/EDIFACT formats. ASC X12 defines requirements of electronic business document content, and serves as a key player in international forums by contributing to the universal core component work and message design architecture. These key ASC X12 initiatives propose to create new and improved forms of data sharing, enhance business processes, reduce costs, and expand organizations' reach.

ASC X12 Drafts
As referenced in the ASC X12 Intellectual Property policies and procedures, ASC X12 Drafts are defined as anything being developed by the ASC X12 membership that has not yet been completed and/or copyrighted.

Implementation Guide
Instructions for using an ASC X12 standard transaction for a specific business purpose. These instructions promote consistent and uniform implementations between trading partners. Also known at Type 3 Technical Reports.

ASC X12 Work Product
As referenced in the ASC X12 Intellectual Property policies and procedures, ASC X12 work products are defined as anything resulting from the effort of the ASC X12 membership, including published and withdrawn works. Examples include, but are not limited to, Standards, Technical Reports, Guidelines, Segment Directories, Element Directories, Data Element Dictionaries, Workbooks, Table Data, and Schema.

Type 3 Technical Report
Instructions for using an ASC X12 standard transaction for a specific business purpose. These instructions promote consistent and uniform implementations between trading partners. Also known as Implementation Guides.

  1. Q: I want to send an ASC X12 Technical Report, Type 3 (Implementation Guide) to my trading partners, is this allowed?
    A: No, unless you have a formal licensing agreement with ASC X12, you cannot share a legally purchased TR3 with external organizations. Each organization needs to have a legally purchased copy.

  2. Q: I want to share an ASC X12 work product that I legally purchased with my trading partners, is this allowed?
    A: No, unless you have a formal licensing agreement with ASC X12, you cannot share a legally purchased ASC X12 work product with any external organization. Each organization needs to have a legally purchased copy.

  3. Q: How can I obtain permission to distribute an ASC X12 Technical Report, Type 3 (Implementation Guide) to my trading partners?
    A: You may submit a request to be licensed to distribute a specific number of TR3s outside of your own organization. There will be a fee involved in such a distribution arrangement.

  4. Q: How can I obtain permission to distribute an ASC X12 work product to my trading partners?
    A: You may submit a request to be licensed to distribute a specific number of ASC X12 work products outside of your own organization. There will be a fee involved in such a distribution arrangement.

  5. Q: I created a proprietary companion guide with instructions supplemental to an ASC X12 TR3, can I post the document on my website for public viewing?
    A: If you have applied for and been granted permission for the use of ASC X12 intellectual property in your companion guide, you may post the document on your website. You may not post the document prior to being granted explicit permission.

  6. Q: I created a proprietary companion guide with instructions supplemental to an ASC X12 TR3, can I post the document on my website with access restricted to people who have a registered userid?
    A: If you have applied for and been granted permission for the use of ASC X12 intellectual property in your companion guide, you may post the document on your website. You may not post the document prior to being granted explicit permission.

  7. Q: Are these rules only for documents related to implementation guides, or Technical Reports, Type 3?
    A: No, these rules apply to use of all copyrighted ASC X12 work products.

  8. Q: My vendor has informed me that they have an agreement with ASC X12 which allows for distribution of material generated from their commercial product without submitting an IP Use Request and without being granted express permission from ASC X12 for the use of copyrighted materials. Is this correct?
    A: Maybe, documents based on appropriately obtained ASC X12 copyrighted materials, which includes documents generated with a tool properly licensed from ASC X12, may be used internally without explicit permission, but distribution of such to any external organization or entity requires explicit approval from ASC X12.

  9. Q: Who can grant the necessary permission for use of ASC X12 copyrighted material?
    A: Only ASC X12 has authority to grant such permission.

  10. Q: How can I verify that my vendor has obtained the appropriate permission or entered into a licensing agreement with ASC X12?
    A:Please contact ASC X12, at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. to verify your vendor’s rights to ASC X12 copyrighted materials.

All fields are required

Name

Organization

Title

Address

City

State

Zip

Phone

Email

Detailed description of the Submitted Artifact, including the underlying or cited ASC X12 Product

Detailed description of the intended audience and planned distribution method for the Artifact

Alternate Phone Number

    My organization has purchased a legal copy of the ASC X12 material used as the basis for the submitted artifacts.
    I’ve reviewed the ASC X12 Intellectual Property Policies, Procedures and Guidance at {URL} and applied those requirements to the submitted artifacts.
    

For any questions concerning ASC X12 Intellectual Property Use not answered on this page, send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it.