Difference between revisions of "Report format"

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A [[report format]] (hereinafter, the ''Format'') is the form of a [[report]] presentation. The ''Format'' is a conditional part of report's front matter; the ''Format'' is included when the original is created in digital format. When the ''Format'' is included, it functions as a part of report's [[administrative metadata]].
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A [[report format]] (hereinafter, the ''Format'') is the physical or digital manifestation of a [[report]]. This manifestation include:
 +
#Media-type that identifies the software or hardware needed to display and/or operate the [[report]];
 +
#Layout that organizes various sections of the [[report]]; and/or
 +
#Appearance of the [[metadata]] and [[report content]] that is known as formatting.
  
  
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:Reports produced in digital format should provide easily-accessible metadata describing the programs used in producing the report. Creators of reports should also consider the original and on-going accessibility of items requiring unique or specialized hardware or software not normally used by their primary audience.
 
:Reports produced in digital format should provide easily-accessible metadata describing the programs used in producing the report. Creators of reports should also consider the original and on-going accessibility of items requiring unique or specialized hardware or software not normally used by their primary audience.
  
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===Presentation Format===
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===Information===
 +
:The ''Format'' information is a conditional part of report's front matter; the ''Format'' is included when the original is created in digital format. When the ''Format'' information is included, it functions as a part of report's [[administrative metadata]].
  
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The physical appearance of a report, both text and graphics, constitutes format. The goal of
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===Dublin Core element===
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any format is to enhance readability and comprehension by providing visual uniformity and a
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:The ''Format'' is an element of the [[Dublin Core Set]]. Format may be used to identify the software, hardware, or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended [[best practice]] is to select a value from a controlled vocabulary (for example, the list of Internet Media Types [MIME] defining computer media formats).
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consistent subordination of ideas. Decisions about report formats should be based on
 
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principles of graphic design, keeping in mind format choices may be limited by contract
 
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specifications, in-house requirements, or the equipment used for publication or display. (See
 
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also Appendix A.7, Graphic Arts.)
 
  
 +
==Appearance==
 +
According to the [[ANSI/NISO Scientific and Technical Reports]] standard,
 +
:The physical appearance of a report, both text and graphics, constitutes format. The goal of any format is to enhance readability and comprehension by providing visual uniformity and a consistent subordination of ideas. Decisions about report formats should be based on principles of graphic design, keeping in mind format choices may be limited by contract specifications, in-house requirements, or the equipment used for publication or display.
  
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6.3.1 General
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===Line Length===
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:Ragged right margins make reading easier. Avoid excessively ragged right margins by using a standard and a minimum line length. The minimum line length is 2 to 3 12-point characters (8 to 13 mm) shorter than the standard line length. A line ends with the word falling nearest the standard length, but does not exceed the standard length by more than two characters. For example, a single column of text intended for continuous reading (as opposed to reference material) may be presented in standard lines equivalent to 40 to 43 picas (169 to 182 mm) wide. To minimize ragged right margins, a recommended minimum line length is equivalent to 38 picas (161 mm). If a report is presented in double-column format, the image area includes the space necessary to separate the columns, 1 to 2 12-point characters (4 to 8 mm). A recommended minimum line length for double columns is 20 12-point characters (85 mm) per column with 2 additional 12-point characters (8 mm) between each column, a total of 42 12-point characters (178 mm).
  
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6.3.1.1 Line Length
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===Font Choice===
 +
:A font size and style should be clearly legible.  
  
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Ragged right margins make reading easier. Avoid excessively ragged right margins by using
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:For report text, including mathematical notations, a 10- or 12-point (4- or 5-mm) serif font is the most comfortable font for readers. Smaller sizes can be used for non-text matter (for example, footnotes and indexes); however, 8 points (3 mm) is the smallest acceptable size for non-text matter.  
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a standard and a minimum line length. The minimum line length is 2 to 3 12-point characters
 
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(8 to 13 mm) shorter than the standard line length. A line ends with the word falling nearest
 
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the standard length, but does not exceed the standard length by more than two characters.
 
−
For example, a single column of text intended for continuous reading (as opposed to
 
−
reference material) may be presented in standard lines equivalent to 40 to 43 picas (169 to
 
−
182 mm) wide. To minimize ragged right margins, a recommended minimum line length is
 
−
equivalent to 38 picas (161 mm). If a report is presented in double-column format, the image
 
−
area includes the space necessary to separate the columns, 1 to 2 12-point characters (4 to
 
−
8 mm). A recommended minimum line length for double columns is 20 12-point characters
 
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(85 mm) per column with 2 additional 12-point characters (8 mm) between each column, a
 
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total of 42 12-point characters (178 mm).  
 
  
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6.3.1.2 Font Choice
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:The availability and appearance of specialized characters for symbols, formulas, and equations are important considerations in selecting a font.
  
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A font size and style should be clearly legible.  
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==Layout==
 +
Formats for organizing a scientific or technical report vary. According to the [[ANSI/NISO Scientific and Technical Reports]] standard,
 +
:The way a scientific or technical report is organized has evolved over the past 30 years from a content-based organization pattern to a user-based organization pattern. What follows are three outlines typical for reports that solve problems, make recommendations, etc., presented in historical order. These patterns are included for illustration; they do not necessarily conform to all of the requirements and recommendations in this Standard.
  
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For report text, including mathematical notations, a 10- or 12-point (4- or 5-mm) serif font is
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===Traditional Pattern===
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the most comfortable font for readers. Smaller sizes can be used for non-text matter (for
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:;Front matter
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example, footnotes and indexes); however, 8 points (3 mm) is the smallest acceptable size
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::Title page
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for non-text matter.
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::Table of Contents (includes list of appendix materials)
 +
::List of Illustrations/Figures
 +
::Abstract
 +
:;Body of report
 +
::Problem/background
 +
::Methodology to solve
 +
::Results
 +
::Discussion
 +
::Conclusion/Summary/Recommendations
 +
:;Back matter
 +
::References
 +
::Index
 +
::Appendix materials
  
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The availability and appearance of specialized characters for symbols, formulas, and
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===Modified Traditional (intermediate pattern)===
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equations are important considerations in selecting a font.
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:;Front matter
 +
::Title page
 +
::Table of Contents (includes list of appendix materials)
 +
::List of Illustrations/Figures
 +
::Executive Summary (approximately 10% of body of report)
 +
:;Body of report
 +
::Problem/background
 +
::Methodology to solve
 +
::Results
 +
::Discussion
 +
::Conclusion/Summary/Recommendations
 +
:;Back matter
 +
::References
 +
::Index
 +
::Appendix material
  
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6.3.2 Print-Specific
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===Modern===
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:;Front matter
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6.3.2.1 Image Area
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::Title page
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::Table of Contents (includes list of appendix materials)
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The space allotted on a page or screen for textual, visual, or tabular matter is the image area.
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::List of Illustrations/Figures
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Observing a standard image area ensures the information on a page will not be lost during
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:;Executive Summary (ranges from 3-15 pages)
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printing and binding. The normal image area on U.S. standard paper that is 8-1/2 by 11
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::Background/Problem
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inches (216 by 279 mm) is 7-1/8 by 9-3/16 inches (182 by 233 mm) or, in type-setting
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::Methods
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terminology, 43 by 55 picas. The image area includes headers and footers, if used, and page
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::*Rarely appear
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numbers. For lead pages (for example, stand-alone material, such as the [[foreword]] or [[table of
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::*Reader assumes writer is competent professional
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contents]], and the first page of a chapter) subtract 1 inch (25 mm) from the top of the image
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::*Executives typically do not care about details
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area.
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::*At most, 1-2 sentences
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::*Used to make your results credible
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6.3.2.2 Margins
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::Solutions, recommendations, conclusions
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::Implications
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Margins set off the image area, which includes headers and footers. Although they are
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::*Political
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proportional, margins are not equal on all sides. By printing convention, the top margin is the
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::*Fiscal
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narrowest, usually 1 inch (25 mm), and the outer margin is wider. The bottom margin is wider
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:;Appendix materials -- for example
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than both top and outer margins. To accommodate binding, the inner or gutter margin is the
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::Background/Statement of problem/Assignment
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widest. The default margins for most word processing software observe these printing
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::Methods used to solve problem
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conventions.
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::Results
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::Discussions
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6.3.2.3 Paper and Ink
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::Conclusion
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:;Indices (usually more than one)
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Use U.S. standard size (8-1/2 by 11 inches (216 by 279 mm)) acid-free paper to produce
 
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paper copies of scientific and technical reports. Color, smoothness, and weight are factors in
 
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selecting paper. Type is most easily read against an off-white, uncoated stock; however,
 
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halftone illustrations (photographs) printed on coated paper are superior to those printed on
 
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uncoated. To ensure legibility and reproducibility, use black ink.
 
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6.3.2.4 Printing Equipment
 
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A laser or laser-quality printer with a minimum 300-dpi (dots per inch) resolution produces
 
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acceptable camera-ready copy for text and line work. If photographs or high-resolution
 
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graphics are included electronically in a report, use a printer with 600-dpi or higher resolution
 
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to print them.
 

Latest revision as of 20:06, 27 December 2020

A report format (hereinafter, the Format) is the physical or digital manifestation of a report. This manifestation include:

  1. Media-type that identifies the software or hardware needed to display and/or operate the report;
  2. Layout that organizes various sections of the report; and/or
  3. Appearance of the metadata and report content that is known as formatting.


Description

The ANSI/NISO Scientific and Technical Reports standard details,

Reports produced in digital format should provide easily-accessible metadata describing the programs used in producing the report. Creators of reports should also consider the original and on-going accessibility of items requiring unique or specialized hardware or software not normally used by their primary audience.

Information

The Format information is a conditional part of report's front matter; the Format is included when the original is created in digital format. When the Format information is included, it functions as a part of report's administrative metadata.

Dublin Core element

The Format is an element of the Dublin Core Set. Format may be used to identify the software, hardware, or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary (for example, the list of Internet Media Types [MIME] defining computer media formats).

Appearance

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

The physical appearance of a report, both text and graphics, constitutes format. The goal of any format is to enhance readability and comprehension by providing visual uniformity and a consistent subordination of ideas. Decisions about report formats should be based on principles of graphic design, keeping in mind format choices may be limited by contract specifications, in-house requirements, or the equipment used for publication or display.

Line Length

Ragged right margins make reading easier. Avoid excessively ragged right margins by using a standard and a minimum line length. The minimum line length is 2 to 3 12-point characters (8 to 13 mm) shorter than the standard line length. A line ends with the word falling nearest the standard length, but does not exceed the standard length by more than two characters. For example, a single column of text intended for continuous reading (as opposed to reference material) may be presented in standard lines equivalent to 40 to 43 picas (169 to 182 mm) wide. To minimize ragged right margins, a recommended minimum line length is equivalent to 38 picas (161 mm). If a report is presented in double-column format, the image area includes the space necessary to separate the columns, 1 to 2 12-point characters (4 to 8 mm). A recommended minimum line length for double columns is 20 12-point characters (85 mm) per column with 2 additional 12-point characters (8 mm) between each column, a total of 42 12-point characters (178 mm).

Font Choice

A font size and style should be clearly legible.
For report text, including mathematical notations, a 10- or 12-point (4- or 5-mm) serif font is the most comfortable font for readers. Smaller sizes can be used for non-text matter (for example, footnotes and indexes); however, 8 points (3 mm) is the smallest acceptable size for non-text matter.
The availability and appearance of specialized characters for symbols, formulas, and equations are important considerations in selecting a font.

Layout

Formats for organizing a scientific or technical report vary. According to the ANSI/NISO Scientific and Technical Reports standard,

The way a scientific or technical report is organized has evolved over the past 30 years from a content-based organization pattern to a user-based organization pattern. What follows are three outlines typical for reports that solve problems, make recommendations, etc., presented in historical order. These patterns are included for illustration; they do not necessarily conform to all of the requirements and recommendations in this Standard.

Traditional Pattern

Front matter
Title page
Table of Contents (includes list of appendix materials)
List of Illustrations/Figures
Abstract
Body of report
Problem/background
Methodology to solve
Results
Discussion
Conclusion/Summary/Recommendations
Back matter
References
Index
Appendix materials

Modified Traditional (intermediate pattern)

Front matter
Title page
Table of Contents (includes list of appendix materials)
List of Illustrations/Figures
Executive Summary (approximately 10% of body of report)
Body of report
Problem/background
Methodology to solve
Results
Discussion
Conclusion/Summary/Recommendations
Back matter
References
Index
Appendix material

Modern

Front matter
Title page
Table of Contents (includes list of appendix materials)
List of Illustrations/Figures
Executive Summary (ranges from 3-15 pages)
Background/Problem
Methods
  • Rarely appear
  • Reader assumes writer is competent professional
  • Executives typically do not care about details
  • At most, 1-2 sentences
  • Used to make your results credible
Solutions, recommendations, conclusions
Implications
  • Political
  • Fiscal
Appendix materials -- for example
Background/Statement of problem/Assignment
Methods used to solve problem
Results
Discussions
Conclusion
Indices (usually more than one)
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