1、| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | BRITISH STANDARD BS 5261-1:2000 Incorporat
2、ing Corrigendum No.1 ICS 01.140.40 NO COPYING WITHOUT BSI PERMISSION EXCEPT AS PERMITTED BY COPYRIGHT LAW Copy preparation and proof correction Part 1: Design and layout of documentsThis British Standard, having been prepared under the direction of the Information and Documentation Assembly, was pub
3、lished under the authority of the Standards Committee and comes into effect on 15 May 2000 BSI 05-2001 First published November 1975 Second edition May 2000 The following BSI references relate to the work on this standard: Committee reference IDT/2/6 Draft for comment 98/623200 DC ISBN 0 580 33086 9
4、 BS 5261-1:2000 Amendments issued since publication Amd. No. Date Comments 12078 Corrigendum May 2001 Correction to committees list and Foreword Committees responsible for this British Standard The preparation of this British Standard was entrusted by Technical Committee IDT/2, Information and docum
5、entation, to Subcommittee IDT/2/6, Printing style manuals, upon which the following bodies were represented: British Psychological Society European Association of Science Editors London Chamber of Commerce and Industry Examinations Board RSA Examinations Board Scottish Examinations Board The Station
6、ery Office University of ReadingBS 5261-1:2000 BSI 05-2001 i Contents Page Committees responsible Inside front cover Foreword ii 1 Scope 1 2 Normative references 1 3 Terms and definitions 1 4 Introduction to direct and indirect production 1 5 Management of directly produced documents 1 6 Presentatio
7、n and visual appearance 3 7 Navigation 6 8 Non-continuous text 7 9 Words 10 10 Quotations 13 11 Special languages and typography 14 12 Numbers 15 13 Citations and references 16 14 Bibliography 16 15 Indirect production 18 16 Preparing copy on paper 18 17 Space margins 19 18 Numbering pages of the co
8、py 19 19 Within the text 19 20 Preparing electronic copy 20 21 Use of the keyboard 21 22 Notes 21 23 Charts and diagrams 21 24 Colour separation 21 Bibliography 22ii BSI 05-2001 BS 5261-1:2000 Foreword This part of BS 5261 has been prepared under the direction of the Information and Documentation As
9、sembly, IDT/-. It supersedes BS 5261-1:1975, which is withdrawn. BS 5261 comprises three parts under the generic title Copy preparation and proof correction: Part 1: Design and layout of documents; Part 2: Specification for typographical requirements, marks for copy preparation and proof correction,
10、 proofing procedure; Part 3: Specification for marks for mathematical copy preparation and mathematical proof correction and their uses. This part gives guidance on the preparation of primarily textual documents. A British Standard does not purport to include all the necessary provisions of a contra
11、ct. Users of British Standards are responsible for their correct application. Compliance with a British Standard does not of itself confer immunity from legal obligations. Summary of pages This document comprises a front cover, an inside front cover, pages i and ii, pages 1 to 22, an inside back cov
12、er and a back cover. The BSI copyright notice displayed in this document indicates when the document was last issued. BSI 05-2001 1 BS 5261-1:2000 1 Scope This part of BS 5261 gives guidance on the preparation of primarily textual documents, both for those producing the version that will be dissemin
13、ated and for those producing text that will be printed by professionals. Two approaches to document design will be referred to as direct production and indirect production. Application of the standard will assist in the setting up of an appropriate house style, minimize the amount of additional work
14、 before production and result in documents which communicate effectively. NOTE Many of these principles apply to documents retained and disseminated in an electronic medium, but such documents may require the addition of principles not covered in this standard. 2 Normative references The following n
15、ormative documents contain provisions which, through reference in this text, constitute provisions of this British Standard. For dated references, subsequent amendments to, or revisions of, any of these publications do not apply. For undated references, the latest edition of the publication referred
16、 to applies. BS 1629:1989, Recommendations for references to published materials. BS 2979:1958, Transliteration of Cyrillic and Greek characters. BS 4000-1:1990, Sizes of paper and board Part 1: Specification for A and B series of trimmed sizes of paper and certain classes of printed matters. BS 414
17、8:1985, Specification for abbreviation of title words and titles of publications. BS 4280:1968, Transliteration of Arabic characters. BS 4812:1972, Specification for the romanization of Japanese. BS 5261C:1976, Marks for copy preparation and proof correction (extracted from BS 5261-2:1976). BS 5555:
18、1993, Specification for SI units and recommendations for the use of their multiples and of certain other units. BS 5605:1990, Recommendations for citing and referencing published material. BS 5775 (all parts), Specification for quantities, units and symbols. BS 5848:1980, Numbering of divisions and
19、subdivisions in written documents (point-numbering). BS ISO 690-2:1998, Bibliographic references Part 2: Electronic documents or parts thereof. 3 Terms and definitions For the purposes of this part of BS 5261, the following terms and definitions apply. 3.1 copy version of text from which a professio
20、nal keyboard operator works 3.2 direct production document production in which the person who keys in the material implements almost all the design decisions that affect the final visual appearance of the document NOTE This includes such office communications as correspondence, notices for wall disp
21、lay, newsletters, pamphlets and reports. 3.3 folio one sheet of manuscript, typescript or printed copy supplied to the keyboard operator for setting NOTE 1 Folio sheets are usually used on one side only. NOTE 2 Folios are numbered consecutively from 1, but these numbers may differ from the numbers o
22、n the printed pages, and in this connection it is important to distinguish folio numbers from page numbers. 3.4 house style set of standard practices governing design and composition associated with particular printing or publishing houses; more widely, distinctive uniform styles of design in docume
23、nts 3.5 indirect production document production in which the copy is passed to one or more persons with editorial and/or printing expertise who then largely determine the visual appearance of the document 3.6 typescript original text, for which the author is responsible NOTE This may be hard copy or
24、 electronic form, and sometimes both. 4 Introduction to direct and indirect production Clauses 5 to 14 of this standard concern the direct production of a document, where the person who keys in the material makes the design decisions that determine the final appearance of the document. Clauses 15 to
25、 24 concern indirect production of documents, in which copy specifying the content is passed to other people who determine the visual appearance of the document. The principles of good design are the same for both forms of production but the methods of achieving them can differ. 5 Management of dire
26、ctly produced documents 5.1 General The use of computers has increased the document management responsibilities of those producing documentation. They now extend beyond content to presentation.2 BSI 05-2001 BS 5261-1:2000 5.2 Audience and context Careful consideration of the message, the audience, a
27、nd the circumstances in which the document will be used should determine the content and presentation. These are also influenced by the way in which the document will be produced. 5.3 Permission and acknowledgements Written permission should be obtained from copyright holders for the reproduction of
28、 any copyright material. The author should consult the publisher before asking for permission and should give the publisher full details of original sources and present copyright holders, if known. Acknowledgements are usually required as a condition of the use of such material, and should be either
29、: a) incorporated into the acknowledgements or the list of illustrations; or b) given under the illustration or extract itself. Sometimes acknowledgements have to be made in both places. The author is normally responsible for ensuring that all acknowledgements have been incorporated appropriately. 5
30、.4 House style Where there is a need for consistency in the presentation styles of different authors, a house style should be established to provide a set of rules and guidance to assist an organization in producing correspondence, documents and publications in a predetermined manner. Such guidance
31、normally deals with preferred layout styles, typefaces, spelling, abbreviations and many other related issues covered in this standard. Good house styles can bring benefits, save time and resources, and help reduce the amount of rekeying and reworking. However, there may be circumstances where the n
32、eeds of the content or audience are better served by adapting the house style. 5.5 Templates, default settings Other time savers include templates, which are a further extension of house style whereby new documents can be styled electronically using preformatted designs. Similarly, default settings
33、(e.g. word processing styles) can be predefined in most word processing software. These defaults can include “keep together” assignments (e.g. for text and illustrations), widow and orphan control and forced page breaks. Although beneficial to writing, the need to modify defaults to better meet read
34、ers needs should always be borne in mind. 5.6 File identifiers It is important to ensure that the electronic file of the document is saved under an appropriate descriptive file name for easy retrieval. The characters differentiating files should occur early in the file name, as truncation of file na
35、mes may occur in some systems. It is helpful to use a short working title during the draft stages of a book-length text. For shorter texts and correspondence a file identifier is more likely to use a mixture of alphanumerics. Some organizations use a coding system to enable efficient retrieval of st
36、ored files. If large numbers of documents are being handled it is useful if the file identifier appears on the document. Identifiers included for the benefit of authors or document managers should be clearly distinguished from identifiers that are part of the navigation support needed by readers, e.
37、g. document management information as footers ranged left and reader information as headers ranged right. 5.7 Version control The status of the document should be clearly indicated by date and, if appropriate, draft number, originator and keyboard operator. Draft stages should be signed off by the o
38、riginator. 5.8 Backing up, storage and archiving Responsibilities for making and safely archiving backups should be clearly delineated. A three file rotation system is widely used in which the current file is stored by overwriting not the previous version but the version before that. This system has
39、 the advantage that if there should be a serious fault with the current file such that it will no longer open, in either original or backed up form, then the next most recent version is still available. 5.9 Cross platform transfer If the document is to be updated electronically and passed to another
40、 system then the procedure should be tested at the earliest stage. Not all electronic formats for text and graphics are transferable from one system to another. Similarly, not all electronic tagging is automatically transferable, and again, this should be tested as early as possible. The use of a ma
41、rk-up language e.g. the Standard Generalized Mark-up Language (SGML) does not guarantee the appearance of a document on another platform, although it will preserve the logical structure. NOTE More information on SGML is given in BS 6868. 5.10 Use of keyboard It is increasingly important that the key
42、, or combination of keys, to obtain a needed character is correctly and consistently used. Some characters such as zero and capital “o” are difficult to distinguish in some fonts, but are not interchangeable because the difference may become obvious if the font is changed. Similarly, spaces and tabs
43、 are not interchangeable. BSI 05-2001 3 BS 5261-1:2000 5.11 Checking and proof reading There should be agreement as to who is responsible for checking the final document. On long or difficult texts an independent check is recommended. The checker/proof reader should ensure that spelling is correct,
44、particularly unfamiliar words, and that numbers have been correctly transcribed. The originator should be consulted regarding queries about points that need attention, e.g. accents. Proof correction marks should be used to show where a typescript needs correcting and should conform to BS 5261C. 5.12
45、 Output and production When the final version of a document is to be output on a device other than that used during development, care should be taken to check typeface availability and the colour adequacy, especially where tints are being used under text. It is important to note that resizing a docu
46、ment, e.g. turning a memo into a poster, is not good practice. 6 Presentation and visual appearance 6.1 General Numerous texts exist giving advice on document presentation. Clause 6 focuses on the key issues. 6.2 The user/reader When designing the presentation of a document, the users needs should b
47、e addressed and users should be consulted wherever possible. Where consultation is not possible, existing publications should be assessed from a users standpoint. User convenience should take precedence over ease of production. 6.3 Ergonomics The way in which a document is designed and presented sho
48、uld be greatly influenced by the way it will be used. Special circumstances should be considered e.g. poor light or visual impairment. If a document will need to be printed or replicated, thought should be given to the ways in which the method of printing will affect the design. For instance, what q
49、uality (resolution) will be expected, how will the document be bound, is there a restricted range of colours? These questions should be asked at the beginning of the process, to help to develop a design that will be well received by the user. 6.4 Uses of colour Colour can be used to attract, to emphasize and to convey special meaning. Colour should be used carefully. A proportion of the population have a colour deficiency, mostly between the red and green part of the spectrum. If colour is used to differentiate text or lines in a chart, the difference should also be in
