Features of drawing up multipage documents, Using abbreviations...

Features of creating multi-page documents

The original (1 st copy) of the document should be printed on one side of a sheet of A4 paper in accordance with GOST 9327-60 through one and a half line spacing. It is possible to print through two line spacing when later replicating with a smaller format.

The quality of text printing and reproduction of the illustrative material should enable the subsequent reproduction of the document (including microfilming). Errors, mistakes and graphical inaccuracies found during the design process must be corrected (as a rule, black ink can be corrected after accurate erasing).

Multipage, as a rule, organizational documents (regulations, instructions, rules, etc.) can be drawn up on a common form, but in practice it is customary to make out them using a title page.

The title page should be drawn up in accordance with the required form-sample (Figure 5.6).

Field 1 is intended for placing the official name of the organization-author of the document in accordance with GOST P 6.30-2003.

The left side of field 2 is intended for placing codes (UDC index, state registration number, document document number). These data are placed in a column - one below the other.

Field 3 is intended for the placement of vultures about the agreement and approval of the document: on the right side - the neck and the date of approval, on the left - the consent and registration bar (s), for example:

The name of the document, for example, the topic of the essay, the course project, is indicated in column 4. The name of the document type is printed in capital letters, headings, topics - lowercase, for example:

In field 5, the numbers (ciphers) of topics (problems) are put, for example:

In field 6 on the left, the posts, academic degrees and titles of performers and heads of topics, projects, documents, as well as the dates of signing (verification, acceptance of work) are indicated.

Location of the document's details on the title page

Fig. 5.6. Location of the document's details on the title page

In the case of several authors of the document, their names are taken out in a separate list of performers, which are listed, as a rule, in alphabetical order; after the surname it is necessary to put the initials, and through the comma, the position held, academic degree and academic title. Next, the number of the section (sub-section) of the document compiled by the given executor is indicated in parentheses.

In field 7 indicate the city and year of issue of the document, for example:

Using abbreviations, symbols and special terms

If the document does not use generally accepted (narrowly specialized) abbreviations, symbols and terms, and when their total number is more than 20 and each of them repeats in the text at least 3-5 times, the list should be compiled and included in the document. Abbreviations, symbols and terms are placed in the list by the column in which the abbreviation (symbol, special term) is given on the left, and its detailed decoding is shown on the right.

If their number and frequency are less, the list is allowed not to be made, it is enough to decipher them at the first mention either directly in the text (in parentheses) or in the footnote.

At the first mention in the text of foreign firms, little-known names or geographical names they are written both in United States transcription and in the original language (in parentheses).

Text description, page numbering, content (table of contents)

The text should be divided into sections, subsections (paragraphs) and paragraphs. With a large volume (80-100 pages), it is advisable to divide the document into chapters.

Chapters (sections) should be numbered with Arabic numerals within the whole document or part of it. Introduction and Conclusion are numbered as chapters (sections). After the chapter number, a dot is placed.

Sections, subsections and paragraphs should be numbered in Arabic numerals within each chapter. The number should consist of the chapter number and the section number, separated by a dot, at the end of the number also put a period, for example:

Chapters (sections) must have meaningful headings. Titles are printed, usually in capital letters, the headings of subsections (paragraphs) - lowercase (except the first capital). If the header consists of two or more sentences, they are separated by a period. At the end of the title, the point is not put. It's not advisable to emphasize words in headings.

The distance between the title and the last line of the previous text (for those cases where the end of one and the beginning of another sub-section is placed on one page) should be increased by one or two intervals compared to the text inside the sections.

Document page numbering must be transparent:

- the first page is the title page;

- an abstract (abstract) is placed on the second page;

- then a new table of contents is placed from the new page;

- Next, a new page begins the introduction.

If the document contains drawings and tables that are located on separate pages, they must be included in the overall numbering, regardless of their format. Applications and bibliography should be included in end-to-end numbering.

In the table of contents, the headings of chapters, sections, subsections and applications are listed in succession and indicate the page numbers on which they are placed. The table of contents should include all the headings that are available in the document. In a document with a volume of less than 10 pages, the table of contents is not necessary.

In the documents for clarity and in addition to textual information, illustrations may be included, the number of illustrations placed in the document is determined by its content and should be sufficient to give clarity and concreteness to the presented text.

Illustrations are prepared in such a way that the details and inscriptions ensure the possibility of qualitative reproduction. In an instance of a document intended for microfilming, only line drawings are used, no color illustrations are allowed to be placed in a copy of the document intended for microfilming.

All illustrations (photographs, diagrams, drawings, etc.) are called drawings. Figures are numbered consecutively within the chapter (chapter) by Arabic numerals.

Drawings should be placed immediately after they are referenced in the text of the document. If the document consists of a small number of pages of text and a large number of figures, they can be placed in numerical order at the end of the document. Drawings should be placed so that they can be viewed without turning the document.

The digital material placed in the document is recommended to be formatted in the form of tables. The table should be placed after the first mention of it in the text. If the document contains a small number of pages of text and a large number of tables, it is allowed to put the tables in numerical order at the end of the text.

Each table must have a meaningful title. The title is placed above the corresponding table and starts with a capital letter. It is not necessary to emphasize the title. Above the upper-right corner of the table is labeled Table , indicating the sequence number of the table.

Headings of table columns should start with capital letters, graphs and subheadings - from lowercase, if they constitute one sentence with a header, and from capital letters, if they are independent.

The column No. of the the table should not be included. Divide the heads of the table but the diagonals is not allowed.

Tables should be placed so that they can be read without turning the sheet. If this placement is not possible, the table is positioned so that to read it you have to rotate the sheet clockwise.

When moving the table to the next page of the document, it is advisable to repeat the table head for readability, and above it place the entry: No. __________ with the number. If the head of the table is cumbersome, it is allowed not to repeat it; in this case, number the graphs and repeat their numbering on the next page. The title of the table does not repeat when you move it.

Tables must be numbered within a section (chapter) in Arabic numerals. When referring to a table, indicate its number, and the word table write in abbreviated form tab. 2 ". Repeated references to tables should be given with the abbreviated word see & quot ;, for example: (see Table 2). It is permissible to number through tables throughout the document with their small (3 -5) quantity.

If there is only one table in the document, then it is not numbered and the word table do not write.

If the text repeating in the graph consists of one word, it can be replaced with quotation marks if the repeating text consists of two or more words, then the first iteration is replaced with the word the same . Put the quotes in place of repeated digits, marks, signs, mathematical and chemical symbols are not allowed. If digital or other data in any row of the table does not lead, then a dash is placed in it.

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