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2 Ordering of the report

Table 1 __ Ordering of a report

Front
matter

Front cover #

(cover page 1/2)

Title page #

  

Abstract

  

Table of Contents #

  

Glossary*

  

Preface*

  

Body
of
report

  

Clause

Sub-clause

Sub-sub-clause

Illustrations
Tables

Introduction

(0)

 

Core of report

1
2
3
...

2.1
2.2
2.3
2.4
...

2.2.1
2.2.2
2.2.3

Figure 1
Figure 2
Figure 3
..........
Table 1
Table 2
..........

Conclusions

(...)

 

Recommendations*

(...)

 

Acknowledgement *

(...)

 

List of references

(...)

 

End
matter

Annex A *
Annex B *
.....

B.1
B.2
B.3

B.3.1
B.3.2
B.3.3
B.3.4

B.3.3.1
B.3.3.2
B.3.3.3

Figure B.1
Figure B.2
..........
Table B.1
Table B.2
..........

.....

  

Document data sheet #

  

Distribution list * #

  

Back cover #

(cover page 3/4)

* Not obligatory
# Parts of a report require these items in each part

2.1 Division of a report

A report is considered to comprise the four major parts, front matter, body of report, annexes and end matter as shown in Table 1. This is not the precise definition, but can be appreciated to remember how a report should be constructed.


2.2 Front cover

Front cover(*1) provides the physical protection of the report as well as the back cover if added. It gives the first presentation of the report to the user. For economy, the outside front cover may be used as same as the title page [see 2.3]. The inside front cover may carry some of less important materials, such as Preface etc. The size of front cover can be a little greater than the size of A4-report, but it shall not exceed more than 15 mm at any edge.

The front cover shall consist of the following in the same order given. The layout can be designed to be well readable except the report identifier. The title page has the same materials.


2.2.1 Report identifier

Reports shall be given a unique alphanumeric designation that identifies the responsible organization, serial numbers etc. in order to facilitate computer processing, number of characters used in the report identifier shall not exceed 32 including sign and spaces. Zeros shall be slashed.
ISO 5966 shows examples below;

A memorandum issued by the Caribbean Oceanographic & Meteorological Analysis Project of the Environmental Data Service of the US National Oceanic & Atmospheric Administration;
==> US-NOAA-EDS-COMAP-TM-10

Reports are ultimately stored in a variety of ways, standing vertically, horizontally or with the spine uppermost in filing cabinets. Whatever storage method is used, the report identifier shall be easily readable. It shall be, then placed in three positions.

1) horizontally in the top right corner
2) vertically from bottom to top in the top left corner
3) vertically from top to bottom in the top left corner

The identifiers in positions 2 and 3 shall be separated by a line. The position 3 is not necessary if the spine carry the identifier.

When a report is bound in two or more parts, parts numbers shall be added, for an example;

US-NTS-75-53.1,    US-NTS-75-53.2, . . .

For administrative reasons, some reports carry more than one identifier. The principal identifier shall be emphasized and the rest should be written small. The identifier is repeated at a top or bottom corner of every report page for reprographic purpose.


2.2.2 International Standard Serial Number(ISSN)
or International Standard Book Number(ISBN)

The ISSN is given with a National Sereal Data Centre under the International Serial Data Systems. ISBN is given by the International Book Data System. It will appear under the report identifier.


2.2.3 Responsible organization

The name and address, including the nation, shall be given in the form recommended bythe national postal authority. If telephone, telex or telefax numbers are necessary, they should be clearly distinguished.


2.2.4 Titles

The good title of a report have the subject concise, clear and succinct. It has to provide efficient dissemination throuth information retrieval system. Interim report shall be identified as such. Periodical reports should tell the frequency of issue. A report published as a volume of a set shall carry a common title to all volumes of the set, and an indivisual title. ISO 5696 shows an example below;

Oceanography of the Mediterranean Sea.
Vol.3  Salinity

Oceanography of the Mediterranean Sea.
Vol.5  Currents

When a report is bound in two or more physical parts each part shall carry the same title with the adjunct Part 1, Part 2,etc. Example from ISO 5696 is;

Use of epoxy resins in the tranducer industry
Part 1(pp. 1-123) of two parts

Use of epoxy resins in the tranducer industry
Part 2(pp. 124-235) of two parts

When later editons(drafts, versions, revisions etc.) of a report are issued, they shall retain the same title as the original report, but carry the new status such as [Version 5 etc.] Notes may be added such as "Replaces document XXX, dated XXX".


2.2.5 Author(s)

As an aid to identification, each author's name shall be presented in full with the name by which he wishes to be known professionally indicated in a distinctive manner: first letter underlined, name underlined, name in upper-case type, name in sloping (italic) type etc. Special cares should be taken for the information retrieval system to identify the persons with the same name.

If there is more than one author, their names should be listed alphabetically, unless the report is predominantly the work of the first author.

If there is no personal author, the name of the responsible organization shall be placed as author.

If the author's affiliation is not that of the corporate source, its full name and address should be given in parentheses or in smaller print after name.


2.2.6 Publication date

The year shall state in full 4 numbers. The month shall state in full or as a three-letter abbreviation. If the day is stated it shall precede the month and shall not include ordinal abbreviations.

(Ok) March 1975,    Mar 1975,     30 Mar 1975,
(X)    Mar 75,    30th March 1975

If the date is stated in all-numeric form, ISO 2014 shall be followed, such as 1975-03-30.


2.2.7 Priority Date

If it is required to give a priority date to the author's work, the date shall be written with a statement, such as "Manuscript completed Mar 1975". It may be placed on the title page or its verso.


2.2.8 Price and sales point

These may appear if the report has other sales point different from responsible organization.


2.2.9 Special notices

Any special notices concerning copyright, security, legal, supersedure or disposal instruction, sponsorship, submitting comment etc. may be placed together in one of front cover, title page or their versos. Professor's signature on thesis is one of such notices.


2.2.10 Distribution limitations

If required, indications of limitations on the distribution of the report shall be given, preferably, on the upper left and lower right of the cover or title page. Even the high security report may use the title and abstract for the aids to the handling of bibliographic information when marked as (U) or 'Unclassified'


2.3 Title page

The title page is the first recto page of a report and presents all the preferred source of bibliographical information as described on the front cover. The aim of the front cover has the physical protection of a report at the same time. It is recommended the title page serves as the outside front cover for economy.

As long as the title page does not substitute for the outside front cover, it may form, for economy, a masthead above the abstract and table of contents. A document data sheet is recommended to become the front cover for more economy.


2.4 Abstract

Every report shall contain an abstract(*2). About 250 words or less is recommended for the length, never to exceed 500 words. It should be completed within a paragraph. It gives the bibliographic information along with title and author(s). Useful keywords for information retrieval should be included. The text of abstract shall be as informative as the nature of the document permits, so that readers may decide whether they need to read the entire document. State the purpose, methods, results and conclusions. Make the abstract self-contained without reference to the document itself.


2.5 Table of contents

Unless a report is short, a table of contents shall be placed immediately after the abstract. It shall consists of the titles of the principal sub-division and of any annexes together with page numbers. Lists of illustrations and tables should be included. When a report is bound in two or more parts, each part shall have the complete table of contents. When several reports are issued as separate volumes, each report shall contain a table of contents for itself. The final volume may also contain that of whole set.


2.6 Glossary of signs, symbols, units, abbrebiations, acronyms or terms

Glossary should be defined in one or more lists after the table of contents for the immediate understanding to the expected readers. The existence of such lists does not justify omission of an explanation in the text where the item first appears


2.7 Preface

A preface is not always needed. If it is required, it should appear at the end of the front matter. It may have a covering note to define the study, emphasize certain of its aspects, show its relateion to associated work, or trace the historical circumstances. A preface shall appear only in the first part of report if it has two or more parts.

(*1) Numbering of pages for front and back cover calls cover page 1 through 4.
(*2) ISO 214-1976, Documentation - Abstracts for publications and documentation.

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