Report format

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.

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.

Presentation Format

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. (See also Appendix A.7, Graphic Arts.)

6.3.1 General

6.3.1.1 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).

6.3.1.2 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.

6.3.2 Print-Specific

6.3.2.1 Image Area

The space allotted on a page or screen for textual, visual, or tabular matter is the image area. Observing a standard image area ensures the information on a page will not be lost during printing and binding. The normal image area on U.S. standard paper that is 8-1/2 by 11 inches (216 by 279 mm) is 7-1/8 by 9-3/16 inches (182 by 233 mm) or, in type-setting terminology, 43 by 55 picas. The image area includes headers and footers, if used, and page numbers. For lead pages (for example, stand-alone material, such as the foreword or [[table of contents]], and the first page of a chapter) subtract 1 inch (25 mm) from the top of the image area.

6.3.2.2 Margins

Margins set off the image area, which includes headers and footers. Although they are proportional, margins are not equal on all sides. By printing convention, the top margin is the narrowest, usually 1 inch (25 mm), and the outer margin is wider. The bottom margin is wider than both top and outer margins. To accommodate binding, the inner or gutter margin is the widest. The default margins for most word processing software observe these printing conventions.

6.3.2.3 Paper and Ink

Use U.S. standard size (8-1/2 by 11 inches (216 by 279 mm)) acid-free paper to produce paper copies of scientific and technical reports. Color, smoothness, and weight are factors in selecting paper. Type is most easily read against an off-white, uncoated stock; however, halftone illustrations (photographs) printed on coated paper are superior to those printed on uncoated. To ensure legibility and reproducibility, use black ink.

6.3.2.4 Printing Equipment

A laser or laser-quality printer with a minimum 300-dpi (dots per inch) resolution produces acceptable camera-ready copy for text and line work. If photographs or high-resolution graphics are included electronically in a report, use a printer with 600-dpi or higher resolution to print them.