ISO Committee Draft 5966, Information and documentation -- Guidelines for the presentation of technical reports [Revision of ISO 5966:1982]

Transcription

1 ISO/TC 46/SC 9 Secretariat National Library of Canada 395 Wellington Street Ottawa, CANADA K1A 0N4 ISO/TC 46/SC 9 Secrétariat Bibliothèque nationale du Canada 395, rue Wellington Ottawa, CANADA K1A 0N4 Telephone - Téléphone (819) Fax : (819) Internet: iso.tc46.sc9@nlc-bnc.ca To: P-members of ISO/TC 46/SC 9 Organizations in liaison Web site: ISO/TC 46/SC 9 N 260 cc. ISO/TC 46/SC 9 Chairperson ISO Central Secretariat Subject: ISO, Information and documentation -- Guidelines for the presentation of technical reports [Revision of ISO 5966:1982] ACTION REQUIRED: For voting and written comments by July 6, 1999 For comment, if desired, at the May 18-20, 1999 meeting of ISO/TC 46/SC 9. ONLINE VERSION: A copy of this Committee Draft is also available on the ISO/TC 46/SC 9 Web site at URL: < BACKGROUND: The decision to revise ISO 5966 was taken in order to incorporate new specifications for technical report numbers resulting from the publication of ISO 10444:1994, Information and documentation - International Standard Technical Report Number (ISRN), as well as specifications for technical reports issued in electronic formats. Working Draft 5966 (N 246) was discussed by an ad hoc group of TC 46/SC 9 at its May 1998 meeting. This Committee Draft reflects the changes suggested at that ad hoc group meeting. The project leader for the revision of ISO 5966 is Ms. Christine Hasemann of the Universitätsbibliothek Hannover und Technische Informations-bibliothek (Germany). With regards, [original signed by:] Jane Thacker Secretary, ISO/TC 46/SC 9 ISO International Organization for Standardization ISO Organisation internationale de normalisation TC 46 Information and Documentation TC 46 Information et documentation SC 9 Presentation, Identification and Description of Documents SC 9 Présentation, identification et description des documents

2 COMMITTEE DRAFT COMMITTEE DRAFT ISO/CD 5966 Date Reference number ISO/TC 46/SC 9 N 260 Supersedes document: ISO/TC 46/SC 9 N 246 WARNING: This document is not an International Standard. It is distributed for review and comment. It is subject to change without notice and may not be referred to as an International Standard. ISO/TC 46/SC 9 Title Information and documentation -- Presentation, identification and description of documents Secretariat: SCC (Canada)* Replies to be returned to the TC 46/SC 9 Secretariat at the following address: ISO/TC 46/SC 9 Secretariat National Library of Canada 395 Wellington Ottawa K1A 0N4 CANADA Telefax: ( 1 819) Circulated to P- and O-members, and to technical committees an organizations in liaison for: X X discussion at [venue/date of meeting] comments by July 6, 1999 approval for registration as a DIS in accordance with of part 1 of the ISO/IEC Directives, by July 6, 1999 (P-members vote only: ballot form attached) P-members of the technical committee or subcommitte concerned have an obligation to vote. Title (English) Information and documentation Guidelines for the presentation of technical reports [Revision of first edition of ISO 5966:1982] Title (French) Reference language version: X English French Russian Introductory note The 1982 edition of ISO 5966 is being updated to include specifications on the use of the ISRN resulting from the development of ISO 10444:1994, Information and documentation - International Standard Technical Report Number (ISRN), as well as specifications for technical reports issued in electronic formats. Distribution of CD 5966 within ISO s member countries should include organizations involved in the editing and publication of scientific and technical reports. An online version of this document is available to ISO participants only at: <

3 Contents 0 Introduction 1 Scope 2 Normative references 3 Definitions 4 General structure of the technical report 5 Front matter 5.1 Outside front cover 5.2 Inside front cover 5.3 Spine 5.4 Title page or screen 5.5 Document data sheet/section 5.6 Abstract 5.7 Table of contents 5.8 Glossary 5.9 Preface 6 Body of the report 6.1 Introduction 6.2 Core of the report, with illustrations and tables 6.3 Conclusions and recommendations 6.4 Acknowledgments 6.5 List of references 7 Annexes and other end matter 7.1 Annexes 7.2 Distribution list and sources or conditions of availability 7.3 Back cover of printed reports 8 Specifications for bibliographic elements 8.1 Sources of bibliographic information 8.2 International Standard Technical Report Number (ISRN) 8.3 International Standard Serial Number (ISSN) 8.4 International Standard Book Number (ISBN) 8.5 Responsible organization 8.6 Funding/Sponsoring organization 8.7 Titles 8.8 Author(s), editor(s), compiler(s) 8.9 Publication date 8.10 Priority date ISO All rights reserved

4 8.11 Security classification or other restrictions on distribution ISO/TC46/SC9 N References and citations 9.1 Reference footnotes and links 9.2 Citations in text 9.3 Citations in annexes 10 Numbering 10.1 Volume numbering 10.2 Part numbering 10.3 Edition numbering 10.4 Clause numbering 10.5 Numbering of annexes 10.6 Page or sheet numbering of printed reports 11 Pictorial and symbolic material 11.1 Illustrations 11.2 Tables 11.3 Mathematics, physical and chemical formulae 11.4 Quantities, units and their symbols 12 Production of technical reports 12.1 Printing 12.2 Binding of printed reports 12.3 Reports issued on microform 12.4 Reports issued in electronic form Annex A (informative) Bibliography ISO All rights reserved

5 ISO COMMITTEE DRAFT 5966 Information and documentation Guidelines for the presentation of technical reports [Revision of first edition of ISO 5966:1982] Copyright notice This ISO document is a committee draft and is copyright protected by ISO. While the reproduction of committee drafts in any form for use by participants in the ISO standards development process is permitted without prior permission from ISO, neither this document nor any extract from it may be reproduced, stored or transmitted in any form for any other purpose without prior written permission from ISO. Requests for permission to reproduce this document for the purpose of selling it should be addressed as shown below or to the ISO member body in the country of the requester: ISO Central Secretariat 1, rue de Varembé Case postale 56 CH-1211 Genève 20 Switzerland Telefax: Internet: central@iso.ch Reproduction for sales purposes may be subject to royalty payments or a licensing agreement. Violators may be prosecuted. Warning This document is not an ISO International Standard. It is distributed for review and comment. It is subject to change without notice and may not be referred to as an International Standard. ISO All rights reserved

6 ISO COMMITTEE DRAFT 5966 [Revision of ISO 5966:1982] Information and documentation -- Guidelines for the presentation of technical reports 0 Introduction Reports are one of the major sources of scientific and technical information. They differ from commercial publications, however, in that they are not normally disseminated through the commercial book trade. Technical reports are produced by a wide variety of organizations, many of which have limited editing and production facilities in comparison to commercial publishers. In many cases, the responsibility for preparation and the presentation of technical reports rests predominantly on local editors or on the authors themselves. These situations and the importance of technical reports in documenting research and development activities explains the need for standard presentation practices that will aid in the use of this material and facilitate its processing in information systems. This International Standard has been prepared with such situations in mind. Although it proposes ideal practices, at many points it also suggests alternatives that may be used if the ideal cannot be achieved through lack of suitable production facilities. It is recognized that an organization's policies or production facilities may require a more economic format than is conventionally used for technical reports. Reports should be produced with electronic and microform storage in mind in order to display, transmit, retrieve, search, and print the information in the report by making the best possible use of the facilities provided by such media. Account has been taken throughout of the requirements laid on the producer of a technical report by the use of abstracting services and storage and retrieval techniques in the eventual processing of a report in information systems. This International Standard recommends the layout and formal content of technical reports, independent of their physical formats such as paper, microforms or electronic editions on various media. For editions on servers and publishing through networks the standards applicable to those distribution methods should also be observed (e.g. the latest version of HTML for documents on the Web). For reports issued on electronic media, the technique of linking between documents and/or parts of documents may necessitate some variations in the style of writing and physical structure of a report. Nevertheless, the elements described in this International Standard should be included in electronic versions and can be used as a guide to establishing the structure of such reports. ISO All rights reserved 2

7 ISO COMMITTEE DRAFT 5966 [Revision of ISO 5966:1982] Information and documentation - Guidelines for the presentation of technical reports 1 Scope This International Standard provides guidelines for the way in which technical reports should be presented and establishes uniform procedures to assist in the use of such reports and to faciliate their processing in information systems. It does not consider matters of textual style or language, which should be handled at national or organizational levels. The specifications for layout and formal content of a technical report in this International Standard are independent of the physical appearance of such reports on media such as paper, microforms or in electronic formats. This International Standard applies to monographic technical reports as defined in 3.4, whether they are referred to as reports, memoranda or notes. It may also be applied, in whole or in part, to other scientific or technical documents, such as annual reports, manuals, especially when these are published by organizations simultaneously publishing technical reports. This International Standard deals exclusively with technical aspects of the presentation of reports to the exclusion of the problems of copyright. 2 Normative references The following standards contain provisions which, through reference in this text, constitute provisions of this International Standard. At the time of publication, the editions indicated were valid. All standards are subject to revision, and parties to agreements based on this International Standard are encouraged to investigate the possibility of applying the most recent editions of the standards indicated below. Members of IEC and ISO maintain registers of currently valid International Standards. ISO 4:1997, Information and documentation -- Rules for the abbreviation of title words and titles of publications. ISO 31 (parts 0 to 13), Quantities, units and symbols. ISO 214:1976, Documentation -- Abstracts of publication and documentation. ISO 216:1975, Writing paper and certain classes of printed matter -- Trimmed sizes -- A and B series. ISO All rights reserved 3

8 ISO 478:1974, Paper -- Untrimmed stock sizes for the ISO-A series -- ISO primary range. ISO 690:1987, Documentation -- Bibliographic references --Content, form, and structure. ISO 690-2:1997, Information and documentation -- Bibliographic references -- Part 2: Electronic documents or parts thereof. ISO 1000:1992, SI units and recommendations for the use of their multiples and of certain other units. ISO 2108:1992, Information and documentation -- International standard book numbering (ISBN). ISO 2145:1978, Numbering of divisions and subdivisions in written documents. ISO 2955:1983, Information processing -- Representation of SI and other units for use in systems with limited character sets. ISO 3297:1998, Information and documentation -- International standard serial numbering (ISSN). ISO 5123:1984, Documentation -- Headers for microfiche of monographs and serials. ISO 6357:1985, Documentation -- Spine titles on books and other publications. ISO 7275:1985, Documentation -- Presentation of title information of series ISO 8601:1988, Data elements and interchange formats -- Information interchange - Representation of dates and times. ISO 9923:1994, Micrographics -- Transparent A6 microfiche -- Image arrangements. ISO 10444:1994, Information and documentation -- International standard technical report number (ISRN) 3 Definitions 3.1 International Standard Technical Report Number (ISRN): Alphanumeric identifier containing a maximum of 36 characters which, when printed or written, is preceded by the letters ISRN; the International Standard Technical Report Number serves to uniquely identify a single technical report. [ISO 10444:1994] 3.2 series: A serial consisting of a group (sequence) of publications related to one another by the fact that each, in addition to its own title, bears also a title applying to the group as a whole. [ISO 7275:1985] ISO All rights reserved 4

9 3.3 series title: The title of a series, not to be confused with the title(s) of its individual (monographic) volumes, is a word, phrase, character, or group of characters appearing on each item of the series, and naming the series. [Adapted from ISO 7275:1985] 3.4 technical report: Document that describes the progress or results of research, investigations or other studies and which is initially submitted to the person or corporate body for which the investigation was carried out or by which it was sponsored. [Adapted from ISO 10444:1994] NOTE - A technical report can be on any subject. Scientific and technical reports are not usually produced commercially and are not normally available through commercial booksellers. Technical reports are usually issued irregularly, either as part of series or as separate monographs. 3.5 title page: Page at the beginning of a publication, bearing the fullest title information, a statement of responsibility, and the whole or part of the imprint. [ISO 1086:1991] 3.6 title screen: Screen or area at the beginning of an electronic document, bearing the fullest title information, a statement of responsibility, and the whole or part of the imprint. [Adapted from ISO 1086:1991] 4 General structure of the technical report For the purposes of this International Standard, the component elements of technical reports are divided among the following major categories. Table 1 illustrates the structure of these elements. 4.1 Front matter The front matter consists of the following elements in the order given : a) outside and inside front cover of printed reports and the front cover of the physical carrier for electronic reports, if applicable; b) title page or title screen; c) document data sheet or section; d) abstract; e) table of contents; f) glossary of signs, symbols, units, abbreviations, acronyms or terms used in the report, if applicable; g) preface, if applicable. ISO All rights reserved 5

10 4.2 Body of the report ISO/TC46/SC9 N 260 The body of the report consists of the following elements in the order given: a) introduction; b) core of report, with essential illustrations and tables; c) conclusions and recommendations; d) acknowledgments, if any; e) list of references. 4.3 Annexes and other end matter The end matter consists of the following, in the order stated: a) annexes, if required; b) distribution list and sources or conditions of availability, if applicable; c) inside and outside back cover, if applicable. 5 Front matter 5.1 Outside front cover As well as providing part of the physical protection of technical reports, the outside front cover is the first presentation of the report to the user. It should therefore be neat, distinctive and informative. For economy, the outside front cover may also serve as the title page for printed reports (see 5.4). In such cases, it must also carry the relevant report identifiers. The elements specified in , if applicable, shall appear on the outside front cover. Except where noted below, these items may appear in any position that the producer considers aesthetically appropriate but should broadly follow the layout of the title page/screen (see 5.4). Reports in the same numbered series shall use an identical disposition of these elements on their covers or physical carriers. To give a characteristic appearance to a report series, use may be made of an organization's motif ("logo") and of various sizes of lettering Security classification or similar restrictions on distribution If the report has a security classification or similar restriction on its distribution, a statement to that effect (e.g. RESTRICTED ) shall be given in the form and position required by the issuing organization or security authority. Normally such statements should be given in upper case letters and bold face type in the upper left or lower right corners of the front cover for a printed report or of the physical carrier for a report in electronic form. For reports in electronic format, such statements should appear in a prominent position on the opening screen(s) and on the physical carrier, where applicable. ISO All rights reserved 6

11 5.1.2 International Standard Technical Report Number (ISRN) or equivalent report identifier The ISRN (see 8.2) or equivalent report identifier shall be placed horizontally in the top right corner of the cover. For printed reports, to ensure that the ISRN is easily readable whatever storage method is used, the ISRN should also be placed twice in the top left corner in vertical positions: the first reading from top to bottom and the second reading from bottom to top, separated from each other by a line. EXAMPLE However, if the spine of the report carries the ISRN (see 5.3), it is not necessary to repeat it in the second of these vertical positions International Standard Serial Number (ISSN) If a report is issued as part of a series, the International Standard Serial Number (ISSN) for the series shall appear on the report. For printed reports, the ISSN should appear in the top-right hand corner of the front cover, immediately below the ISRN or equivalent report identifier. For reports in electronic media, the ISSN should appear immediately below the ISRN or equivalent identifier on the cover of the container or any labels permanently affixed to the physical carrier, if applicable Responsible organization The name and address of the organization responsible for issuing the report shall be included on the front cover. Specifications for recording this information are given in 8.5. ISO All rights reserved 7

12 5.1.5 Title(s) and sub-titles ISO/TC46/SC9 N 260 The title of the report and any subtitle(s) shall appear on the front cover in the same form in which it appears on the title page and/or document data sheet. If the report is a volume or part of a larger work, the title of the larger work shall appear above the title of the component volume or part and shall be clearly distinguished from it (e.g. by appearing in a different size or style of type). If the report is issued as part of a series that has its own title, the series title shall appear above the title of the individual report and shall be clearly distinguished from it, in accordance with ISO Further specifications for titles are given in Name(s) of author(s) The name(s) of author(s), editor(s) or compiler(s) shall be given on the front cover along with their institutional affiliation(s) if different from the responsible organization. Specifications for recording the name(s) of author(s) are given in Date of publication The date of publication shall be given on the front cover below the title and author(s) name(s). Specifications for recording the date of publication are given in Price The price, if any, may be given on the cover along with the sales point if different from the responsible organization Special notices Any special notices concerning copyright, security, legal, supersedure or disposal instructions may be given on the outside front cover or, if preferred, on the inside front cover. 5.2 Inside front cover The inside front cover of a printed report may be used to carry special notices if the front cover or title page is not used for that purpose. In some circumstances it may also be used for a preface (see 5.9). 5.3 Spine If a bound printed report is thick enough for its spine to contain legible printing, the principal author's name, the title of the report (shortened if necessary), and the ISRN or equivalent report ISO All rights reserved 8

13 identifier may be given on the spine in that order and as described in ISO These elements should be printed vertically reading from top to bottom of the spine so that they will be easily readable when the report is stored. upright. A space of at least 30 mm should be left at the bottom of the spine for library use. Colours may be used for the spine binding to indicate a specific level of security classification at the time a report was issued. 5.4 Title page or screen The title page or title screen is the principal source of the bibliographic information that is needed for efficient document processing and retrieval. Each printed report shall include a title page; each electronic report shall include a title screen. When a technical report is issued in two or more parts each part shall contain a title page or title screen, on which the appropriate part number is indicated. For printed reports, the title page should be the first recto page of a report. Unless the title page is also serving as the outside front cover, it need not occupy a full page. To economize on space, it may form a masthead above the abstract or above the abstract and table of contents. For further economy a document data sheet (see 5.5) may replace the title page and the abstract. For electronic reports, the title screen should appear as the first screen or section of the report that is viewed by users after selecting and opening the electronic file for that specific document. The elements specified in , if applicable, shall appear on the title page or screen in the order given below Security classification Statements regarding the security classification or similar limitations on distribution shall be given on the title page or title screen in the form and position required by the issuing organization or security authority. For printed reports, such statements should normally be given in upper case letters and bold face type in the upper left or lower right corners of the title page. For reports in electronic formats, such statements should appear in a prominent position on the first of the opening screens and should precede any other elements on the title screen International Standard Technical Report Number or equivalent report identifier The International Standard Technical Report Number (ISRN) (see 8.2) or equivalent report identifier should be given in the upper right corner of the title page or title screen. ISO All rights reserved 9

14 5.4.3 International Standard Serial Number ISO/TC46/SC9 N 260 If a printed report does not have a front cover, the International Standard Serial Number (lssn), if applicable, shall be given on the title page immediately below the ISRN or equivalent report identifier. For reports issued in series in electronic form, the ISSN shall be given on the title screen immediately below the ISRN or equivalent report identifier Responsible organization The name and address of the organization responsible for issuing the report shall be included on the title page or screen. Specifications for recording this information are given in Funding organization Where applicable, the name and address of the organization that funded the research described in the report, if different from the issuing organization, shall be included on the title page or screen. Specifications for recording this information are given in Title(s) The title of the report, including any subtitle(s), shall be given prominence on the title page or screen. If the report is a volume or part of a larger work, the title of the larger work should be given above the title of the component volume or part. Further specifications for titles are given in Name(s) of author(s), editor(s) or compiler(s) The name(s) of author(s), editor(s) or compiler(s) shall be given on the title page/screen along with their institutional affiliation(s) if different from the responsible organization. Specifications for recording the name(s) of author(s) are given in Date of publication The date of publication shall be given on the title page/screen. Specifications for recording the date of publication are given in Author's priority date If required, the author s priority date may be given on the title page or title screen below the date of publication. For printed reports, it may be given on the verso of the title page instead. ISO All rights reserved 10

15 When placed on the title page or screen, it should be given in parentheses or in smaller print than the other information appearing there. Specifications for recording the author s priority date are given in Contract/grant or other project numbers If the content of the report is the result of an externally funded research project, the contract or grant number given by the funding organization should be included on the title page or screen International Standard Book Number If a printed report has been assigned an International Standard Book Number (ISBN), the ISBN should be printed on the verso of the title page, or if that is not possible, at the foot of the title page itself. For reports issued in electronic form the ISBN, if applicable, should be given on the title screen. If the electronic report is issued on a physical carrier (e.g. computer diskette), the ISBN should also appear on any labels permanently affixed to the container Special notices Special notices such as approval signatures, disclaimers, association of the report with other work, contracts, reports, university degrees, etc. or the name of a conference where the work was presented, may be given at the foot of the title page for printed reports or at the end of the opening screen(s) for reports in electronic form. 5.5 Document data sheet/section To provide rapid access to the report, either for readers of the paper version or on a screen and for easy reading and linking a document data sheet or section should be included. The document data sheet/section is essentially a form consisting of clearly labeled boxes into which various elements of descriptive information have been recorded. For convenience in processing the report for information retrieval, the bibliographic information given on the title page or screen, together with the abstract and descriptors, should be included in the document data sheet or section. Where applicable, a statement about the accessibility of the document through electronic media should also be included. For printed reports, the document data sheet (see figure 3) should be placed between the title page and the table of contents or at the end matter. If necessary, for reasons of economy, it may replace the title page itself. For reports in electronic format the document data section should appear in close proximity to or be linked to the title screen. ISO All rights reserved 11

16 When a report is issued in two or more separate units (e.g. conference proceedings issued in the form of scientific reports), there should be a document data sheet/section for each individual unit as well as one describing the complete work. 5.6 Abstract Every technical report shall contain an abstract. The abstract should appear immediately after the title page/section or in the document data sheet/section. When the abstract is presented on a separate page or in a separate section of the document, it should appear with the bibliographic information that is necessary for identification of the report, i.e.: author(s), title, ISRN, responsible organization, and date of publication. For reports in electronic form, a link should be provided between the abstract and the title screen or main menu of the report. The text of the abstract should follow the style of ISO 214. It should be as informative as the nature of the report permits but must be intelligible without reference to the full text of the technical report. Abstracts should preferably be fewer than 250 words in length; they should not exceed 500 words. Where several reports are issued as separate volumes of a set or separate units (e.g. within a Web site), each independent report should carry an abstract relevant to that volume or unit, stating, if necessary, its relation to the other volumes or units. Descriptors or keywords and/or subject classification notations assigned to the report should follow the abstract. Keywords should appear in the document data sheet/section. If descriptors are taken from a thesaurus or any such source, those sources should be cited. When abstracts are provided in more than one language, the parallel versions of the abstract should appear together in the same location in the document. 5.7 Table of contents A table of contents is essential for all but the shortest reports. It should be placed immediately after the abstract. It should consist of the titles of the principal sub-divisions of the report and of any annexes, together with their appropriate page numbers for printed reports or with the appropriate hypertext links for reports in electronic form. A list of illustrations and tables should also be included. When a printed report is bound in two or more parts, the complete table of contents shall appear in each part. When several reports are issued as separate volumes of a set, each report shall contain a table of contents for that particular volume and may also contain a list of titles of the volumes in the set; the final volume may also contain a common table of contents for the whole set. ISO All rights reserved 12

17 For reports in electronic form, a link to the main table of contents for the whole work should be provided in each separate part. 5.8 Glossary Where the report contains any signs, symbols, units, abbreviations, acronyms or terms that may not be immediately understood by the expected readership, they should be defined in one or more glossaries after the table of contents. The existence of such glossaries does not justify omission of an explanation in the text where the item first appears. 5.9 Preface A preface may be included in the report as a covering note to define the area of study, emphasize certain of its aspects, show its relation to associated work(s), or provide other background information. If a preface is provided, it should appear at the end of the front matter and immediately before the body of the report. However, for some purposes it may be convenient to draw attention to the statements contained in the preface by placing it more prominently within the front matter (e.g. on the inside front cover of a printed report). When a report is issued in two or more parts, the preface should appear only in the first part. Where several reports are issued as separate volumes of a set each report may contain its own preface. 6. Body of the report 6.1 Introduction Each report should start with an introduction that states briefly the scope and objectives of the work described, its relation to other work and the broad line of approach to its subject. The introduction should not repeat or paraphrase the abstract, nor give a detailed account of experimental theory, method, or results, nor anticipate the conclusions or recommendations. If there is no separate preface, the information that would have been contained there may be included in the introduction. 6.2 Core of the report, with illustrations and tables The emphasis in the core of the report should be placed on new work, with only brief descriptions of, or references to, standard techniques and equipment. The descriptions of theory, methods and results in the core of the report should enable a reasonably knowledgeable worker in the field to retrace the steps of the investigation without undue difficulty. Full details of experimental procedure, techniques and equipment or full mathematical proofs, if required, should be presented in annexes so that they do not digress from the core text of the report. ISO All rights reserved 13

18 All illustrations and tables essential to the understanding of the core text should be included in the core of the report (see also and 7.1.2). A separate discussion clause may elaborate on any new aspects of the reported work and interpret or comment on the results and the reasoning on which the report's conclusions and recommendations are founded. Alternatively, discussion subclauses may be included in the clauses that describe results. The core of the report should be divided into numbered clauses that cover such items as theory, method, results and discussion. These clauses may be further subdivided as necessary (see 10.4). To allow identification of reprographic extracts from printed reports, the ISRN or equivalent report identification shall be repeated at a top or bottom corner of every page of the report (see 10.6). 6.3 Conclusions and recommendations The conclusions shall represent a clear and orderly presentation of the deductions made after full consideration of the work reported in the core of the report. Quantitative data may be included but the details of an involved argument or result should not be given in the section on conclusions. Recommendations are concise statements of further action deemed necessary as a direct result of the conclusions reached or of experience during the work reported. They are not always required, but if presented shall be fully justified by the work reported. In most reports the conclusions and recommendations should be combined in a single final clause. However, where the recommendations are extensive they may form a separate clause. 6.4 Acknowledgments Acknowledgments of help in performing the work and in preparing the report should be made, although it is not usual to acknowledge routine checking, minor assistance, or general advice. If a colleague or assistant of the author has made a major contribution he should appear as co-author or, when his contribution can be presented independently, as author of an annex (see 7.4). Acknowledgment of other work used should be made in the form of references (see 6.5). Acknowledgment to quoted text and to the use of illustrations and tables may also require the acknowledgment of a copyright; such references should be made in conformity with the provisions of the applicable copyright laws. ISO All rights reserved 14

19 6.5 List of references ISO/TC46/SC9 N 260 A list of all sources on which the report depends shall be given at the end of the body of the text and citations shall be made to this list at appropriate places in the text. General references on the broad subject of the report may be cited in the introduction and hence included in this list; however, supplementary literature not cited in the text but considered of interest to the reader shall be listed in a separate bibliography as an annex (see 7.3). Entries in the reference list should comply with ISO 690 and should be numbered consecutively. When references are made to "personal communication", the full name and office address of the communicator shall be given, as well as the date of the communication. 7. Annexes and other end matter 7.1 Annexes Annexes are not always required, however, they may form a substantial part of some reports. They should be used to present material that: a) is necessary for completeness but which, if inserted in the core of the report, would detract from the orderly and logical presentation of the work; b) cannot conveniently be placed in the body of the report because of its size or method of reproduction; c) may well be omitted by the general reader but would be valuable for a specialist in the field. Annexes need not be issued with the body of the report but may form a separately issued part or parts of the report. Possible types of material that may be included as annexes are : Supplementary illustrations or tables Supplementary figures or tables that are not needed for an immediate understanding of the text but provide extra examples should be placed in annexes. Annexes should not be used, however, to present every piece of data obtained in an experiment if such data is not necessary to an understanding of the report. ISO All rights reserved 15

20 7.1.2 Exceptional material ISO/TC46/SC9 N 260 Some material cannot easily be incorporated in the body of the report because it is too large (some illustrations and tables, for example) or because it is reproduced in a different manner from that of the report (special maps, original photographs, microfiche, for example). These can often be handled more conveniently if they are treated as annexes. If is not possible to reproduce certain material in the report, such material be listed in an annex with an indication of the relevant external source(s), e.g. the original publication details or the archive or other organization in which source material is located Bibliography A supplementary bibliography of literature not cited in the text but considered of interest to the reader may be given in an annex. Entries in this list shall comply with ISO 690 (see 9). The criteria by which the bibliography has been compiled should be indicated (for example: comprehensive; selective; material issued between specified dates) Description of equipment, techniques or computer programs A detailed description of new equipment, techniques or computer programs used in a reported study is not usually appropriate in the body of the report. If this description is not itself to be made into a separate report, it may usefully be included as an annex. Such an annex is frequently prepared by a different author from that of the body of the report. If so, this should be stated under the title of the annex and a suitable statement added on the title page/screen of the report. EXAMPLE : Geophysical measurements in the Paravanian Basin by Michel Bigoin with an annex A 30 m long explosive corer by Arne Johansen 7.2 Distribution list and sources or conditions of availability A list of initial recipients of the report may be included in the end matter, if applicable. For printed reports, this list may appear either on a separate page or on the inside of the back cover. Where a report is made available through organizations other than the responsible organization, a list of these organizations should be provided at the same place along with any other relevant information on the report's availability. ISO All rights reserved 16

21 7.3 Back cover of printed reports ISO/TC46/SC9 N 260 The inside of the back cover may be used for a distribution list (see 7.2) if necessary. The outside of the back cover shall repeat any security classification carried on the front cover. The outside of the back cover may also be used for the printer's name and address and other associated information such as the originator's storing and handling number; otherwise the outside back cover is usually left blank. If a report has also been assigned an International Standard Book Number (ISBN), the ISBN shall appear at the foot of the outside back cover, in accordance with ISO Specifications for bibliographic elements 8.1 Sources of bibliographic information The title page/screen and the document data sheet/section are the principal sources of the bibliographic information used for document processing and shall contain the fullest bibliographic information about the report. Some or all of this bibliographic information may be repeated on the cover of a printed report or of the physical carrier for a report in electronic form. 8.2 International Standard Technical Report Number (ISRN) The report shall be given a unique alphanumeric designation that identifies the responsible organization, the report series, and the individual report. For international identification, this designation should be an International Standard Technical Report Number (ISRN), in accordance with ISO The ISRN consists of the report code, which designates the issuing organization, followed by the sequential number and, optionally, the country code. It is prefaced by the letters ISRN. EXAMPLES: ISRN GSF-TL--28/90-DE 1 The international Registration Authority for the ISRN is: Fachinformationszentrum Karlsruhe Gessellschaft für wissenschaftlich-technische Information mbh D Eggenstein-Leopoldshafen GERMANY Telephone: Telefax: Internet: library@fiz-karlsruhe.de ISO All rights reserved 17

22 ISRN KT--INA/P--94/13-SE ISRN NASA-TM ISO/TC46/SC9 N 260 For administrative reasons, some reports may carry more than one report identifier. The principal report identifier, usually the ISRN, should be indicated as such by placing any other identifiers in smaller type or in parentheses. 8.3 International Standard Serial Number (ISSN) If a report is issued as part of a series, the series should be assigned an International Standard Serial Number (ISSN) and the ISSN should appear on each report in the series, in accordance with ISO International Standard Book Number (ISBN) If a report is intended for commercial distribution it should be assigned an International Standard Book Number (ISBN) which shall be printed on the report, in accordance with ISO Responsible organization The name and address, including country, of the organization responsible for the research or investigations shall be given in the form recommended by the national postal authority. If telephone or other telecommunication numbers are considered necessary, the type of number should be clearly distinguished (e.g. as: Telefax: ; Telephone:, etc.) and the applicable area codes should be included with the number. 2 The international Registration Authority for the ISSN Network is: ISSN International Centre 20 rue Bachaumont Paris FRANCE Telephone: Telefax: Internet: issnic@issnorg Web site: 3 The international Registration Authority for the ISBN is: International ISBN Agency Staatsbibliothek zu Berlin- Preussischer Kulturbesitz D Berlin GERMANY Telephone: Telefax: ISO All rights reserved 18

23 8.6 Funding/Sponsoring organization ISO/TC46/SC9 N 260 The name and address, including country, of the organization funding or sponsoring the research should be given in the form recommended by the national postal authority. If telephone or other telecommunication numbers are considered necessary, the type of number should be clearly distinguished (e.g. as: Telefax: ; Telephone:, etc.) and the applicable area codes should be included with the number. 8.7 Titles Particular care should be given to the choice of title. It should be concise and should indicate the subject of the report in a clear and succinct manner. Abbreviations and acronyms should be spelled out in full in the title. The wording of the title should be identical wherever it is used in the document. Interim reports should be identified as such in the title or subtitle; periodical reports should specify the time period covered by the report and the frequency of issue. When reports are issued on a common subject, it is frequently convenient to issue them as separate volumes within a set. A report published as a volume of a set shall carry a title that is common to all volumes of the set in addition to an individual title (see Table 2 and 10.1). EXAMPLE : Oceanography of the Mediterranean Sea. Vol. 3. Salinity Oceanography of the Mediterranean Sea. Vol. 5. Currents When a report is issued as part of a series that has its own title, the series title shall appear on the report clearly distinguished from the title of the individual report, in accordance with ISO When a single report is too large to be handled conveniently, it may be issued in two or more physical parts. Each part shall carry the same title, with the adjunct Part 1, Part 2, etc. It may be convenient to indicate the page numbers contained in each part (see 10.6) and the number of parts (see Table 2). EXAMPLE : Use of epoxy resins in the transducer industry Part 1 (p ) of two parts Use of epoxy resins in the transducer industry Part 2 (p ) of two parts ISO All rights reserved 19

24 When later editions (drafts, versions, revisions, etc.) of a report or parts of a report are issued, they shall retain the same title as the original report but shall also carry an identification of their new status (see 10.3). A statement regarding which document they supersede should also be given, e.g. "Replaces document XXX of the same title, dated XXX". 8.8 Author(s), editor(s), compiler(s) As an aid to identification, each author's name shall be presented in full. The surname should be indicated in a distinctive manner, such as by consistent use of one of the following methods: name underlined, name in upper-case type, name in italic type, first letter underlined, etc. EXAMPLES : Alberto Arditi Lloyd ALBERTO Hanwa Yar Goro John Charles Lloyd If the report is predominantly the work of one of the authors, that person s name should be given first. Otherwise, the authors names should be listed alphabetically. If there is no personal author, the full name of the responsible organization (see 8.5) should be given as the author. If the author is affiliated with an organization other than the one which is issuing the report, the full name and address of that organization should be given in parentheses or smaller print after the author's name. 8.9 Publication date Dates shall state the year in full (i.e.. all four digits of the year shall be given). The month may be given either in full form or abbreviated according to the common practice for the language in which the report is issued. If the day is stated it shall precede the month and shall not include ordinal abbreviations. EXAMPLE : not March 1999, Mar. 1999, 30 March 1999, 30 Mar. 1999, etc. Mar. 99 or 30th March 1999, etc. ISO All rights reserved 20

25 Dates that are given in numeric form shall be in accordance with ISO 8601 which specifies, in the following order and separated by hyphens: four digits for the year, two digits for the month, and two digits for the day (i.e. YYYY-MM-DD). EXAMPLE : 8.10 Priority date for 30 March 1999 If it is necessary to establish a priority date for the author's work, this should be done by using a statement such as "Manuscript completed", followed by the date written in the same form used for the date of publication (see 8.9). EXAMPLE : Manuscript completed 30 Aug Security classification or similar restrictions on distribution Any restrictions or limitations on the distribution of a report, when applicable, shall be stated clearly and prominently. These statements should reflect the highest level of security classification used in the report, even though the front matter may itself carry material of a lower order of security classification. If the report is security-classified, the title and abstract may be marked with lower grades of security classification as aids to the handling of bibliographic information. EXAMPLE : On a security-classified report, the unclassified title may be given as : The 403/TS Rocket System (U) where (U) indicates Unclassified 9 References and citations 9.1 Reference footnotes and links To facilitate reading copies of the report, citations should appear in the text in conjunction with the material being cited (e.g. on the same page) as well as in the list of references (see 6.5). Citations in the text in the form of the author(s) name and the date of publication are generally adequate for the specialist reader. Footnotes indicated by numbers inserted in the text may also be used. In reports in electronic form, hypertext links to external sources being referenced shall ISO All rights reserved 21

26 be supplemented by reference information that clearly identifies the linked material and its network location (i.e. its URL). References in footnotes may be shortened by truncating long titles, by abbreviating titles of periodicals (in compliance with ISO 4) or by omitting the place of publication and name of publisher. When there is more than one citation on a page, the corresponding footnotes shall be ordered consecutively in order of their appearance in the text. 9.2 Citations in text The form of citation used in the text shall be one of two types, corresponding to the method chosen for ordering entries in the reference list. a) a name/date citation that corresponds with the name(s) of author(s) and a publication date in an alphabetically ordered reference list (see 6.5); or b) a citation number that corresponds with a numbered footnote, if applicable, or with a numbered entry in the reference list (see 6.5). When name/date citations are used they shall combine the name(s) of author(s) and the date of publication at an appropriate point in the text, either by combining the name(s) and date within square brackets or, when the name(s) form part of a sentence, by adding the date in parentheses after the name(s). When referring to printed sources, it is also desirable to include the specific page reference with the citation in the text. EXAMPLE : Citation:... has been noted at altitudes as low as m [MacFarland, 1974, p. 650]. or... MacFarland (1974, p. 650) has noted this at altitudes as low as 2 500m. Corresponding entry in reference list: MACFARLAND, R.A. Influence of changing time zones on air crews. Aerospace Medicine 45, 1974: Corresponding entry in footnote (shortened version), if required : MACFARLAND, R.A. Influence of changing time zones, Aerospace Med ISO All rights reserved 22