Content aid

A content aid (hereinafter, the Aid) is a multimedia, tabular, or visual matter that supports textual content.

General

According to the ANSI/NISO Scientific and Technical Reports standard,

Many of the data in reports are presented in figures and tables as well as in the text. Figures provide visual representations in the form of graphs, line drawings, diagrams, photographs, etc. Tables arrange large amounts of quantitative data in an ordered space.

Guidelines

Follow these guidelines to ensure that figures and tables are effectively integrated with the text of a report:

• Mention each figure and/or table in the text.
• Locate each figure or table near, but never before, its first mention in the text of print reports. Provide an interior link between the mention of a figure or table and its place in a digital document if not on the same screen as the text.
• If a figure or table is central to the comprehension of the text, include it in the text. If figures or tables provide only supplementary information, place them in an appendix. Mention any material in an appendix in the text; otherwise it lacks context.
• Ensure that the amount of text discussion associated with each figure or table adequately reflects its importance to the report, the level of complexity of the information illustrated or tabulated, and the level of knowledge of anticipated readers. Figure legends can be used to provide further explanation.
• Number figures in the text with consecutive Arabic numbers (for example, Figure 1, Figure 2). Number those pertaining only to appendices consecutively for each appendix (for example, Figure A1, Figure A2, Figure B1). Number tables consecutively and independently of figures, with Arabic numbers (for example, Table 1, Table 2,...Table 8). If an appendix contains its own tables in addition to tables in the text, identify and number the appendix tables consecutively after the text tables (for example, Table 22, Appendix Table A1). If there is more than one appendix, begin table numbers again in each (for example, Table A1, Table A2, Table B1, Table B2).
• Provide a descriptive title for figures and tables to aid in comprehension and to be used in the front matter list of figures and tables.

Figures

Figures (for example, graphs and charts, diagrams, photographs, schematic drawings, etc.) play a significant role in presenting and clarifying technical ideas. Normally, a figure should emphasize one main idea and show no more than is necessary. Figures should have informative titles (captions) that summarize the figure and, as needed, callouts that clearly and concisely identify each part. The figure number and title should appear below the figure. The title describes the content without giving background information, results, or comments about the figure. The placement and alignment of callouts should be consistent within the report. Callouts are best placed horizontally and unboxed, and straight lines (leaders) connect callouts to the part(s) identified in a figure. Any symbols, abbreviations, or acronyms that appear in figures or tables but not in the text should be explained in a key or defined in a caption. Identify footnotes to figures independently of text footnotes using superscript, lowercase letters beginning with “a” in each figure. If using lowercase letters leads to ambiguity, as with chemical or mathematical formulas, use a sequence of symbols (*, t, t, §, ||, #, **, etc.). The type of figure used depends on the type of information being presented: graphs show relationships among data; diagrams portray relationships among components; photographs realistically depict general appearance; and drawings emphasize essential elements and omit unnecessary details.

The purpose of a figure, its reproducibility, and convenience of location for report readers are factors in preparation. Line art, original photographs, and digital image files are preferable for reproduction. Color is often necessary for comprehension. If not, its use should be carefully considered because of limited reproducibility as well as cost. Figure 7 shows an example of color substitutes: screens, crosshatching, patterned lines or similar techniques are effective substitutes for color.

Gauge graphic techniques to viewing capabilities. Choose symbols, letters, and lines that are legible at the lowest likely resolution used by readers. Position letters and numbers on graphs and charts so they can be easily read from the bottom and right-hand side of the graphical representation. When graphs represent trend curves, place tick marks along the axes to indicate the required degree of approximation. If highly accurate readings are needed, use grid lines (or, better, use a table). Crop and size photographs to show only significant details. To ensure legibility, the minimum acceptable line weight for drawings is 8 points (3 mm). Do not use graphic devices such as borders, frames, title blocks, and background tones unless their use significantly improves clarity.

Non-Print-Specific

If possible, format visual material so it can be viewed on a single screen at normal resolution, taking into consideration the variations found in viewing items on the Web through different browsers.

Tables

Tables present detailed facts or statistics concisely in row-and-column format. A formal table has a table number and title placed above the data. The title describes the content without giving background information, results, or comments about the table. The first principle words of the title should reflect the content of the first column. The row head and column heads identify the tabulated data that appear in the body or cells of the table.

Identify footnotes to tables independently of text footnotes using superscript, lowercase letters beginning with “a” in each table. If using lowercase letters leads to ambiguity, as with chemical or mathematical formulas, use a sequence of symbols (*, t, t, §, ||, #, **, etc.). Assign footnote letters in left-to-right and top-to-bottom order; place footnotes below the bottom line of the table. If a table or data in a table was obtained from a reference source, include a source line that identifies the reference.

Indicate units of measurement in the table title, the column heads, or in a note. If presented in the column heads, place units and symbols in parentheses and do not repeat them in the columns. If data are unavailable for a particular cell, use a dash to fill the vacancy.

Use horizontal rules to separate a table from the title and row heading and column heads from the body of the table. Use vertical rules to separate columns if needed to ease reading/viewing of tabular material.

Non-Print-Specific

Format tables so they can be viewed on a single screen at normal resolution, taking into consideration the variations found in viewing items on the Web through different browsers.

List

A list of figures and tables is a numerical listing of those Aids that are presented in a report or another document.

Report inclusion

The list is a conditional part of report's front matter; the list is included when the report content has more than 5 figures and/or tables. When the list is included, it functions as a part of report's structural metadata.

Report details

The ANSI/NISO Scientific and Technical Reports standard details,

If a report contains more than five figures or tables, or some combination totaling more than five, a list of figures and/or tables is required. If a report contains fewer than five figures or tables, a list is optional. Figures and tables in the table of contents are numbered, worded, spelled, and punctuated exactly as they are in the report. The lists of figures and tables, titled "Figures" and "Tables," respectively, follow the contents section. If the table of contents fills only half a page, the lists of figures and tables may follow the table of contents on the same page. If lists of figures and tables are included in a report, all figures and tables are listed with their corresponding locations. A list of figures precedes a list of tables. If a report has many figures and few tables or few figures and many tables, they can be combined into a single list ("Figures and Tables") with figures preceding tables.