This RFP has been extended to Friday 18th November 2016, 6pm CET. ISO now requests an
additional pricing schedule to only handle document processing in accordance with Annex B
(omitting Annex B’s Section 3 'Editing a document by clause'), in addition to the below described
pricing schedule.
This additional pricing schedule would exclude the task of editing according to the rules described
in Annex A, and the editorial tasks described in Section 3 of Annex B. The evaluation criteria
remain unchanged. The files types to be delivered remain unchanged. ISO reserves the right to
accept an offer on a full or partial pricing schedule basis. Exceptional clarification calls may be
requested during this 10-day extension.
Request for Proposal
We are ISO, the International Organization for Standardization, the world’s largest developer of voluntary
International Standards.
Publishing is a core part of our business and, in 2011, we implemented a state-of-the-art XML publishing
chain for the production of International Standards. We have an internal team of experienced technical
editors that are involved throughout the production stages of International Standards. We want to
supplement our internal team with an equally strong, enthusiastic external team to help us achieve our
production targets both in terms of volume and quality.
As such, we would like to invite your company to participate to this Request for Proposal (RFP). The purpose
of this RFP is to allow several qualified suppliers to submit their best proposals for this service.
Unless otherwise public, any information obtained through sanctioned discussions with ISO personnel
pursuant to the preparation of your response must be treated as confidential and proprietary information
of ISO. No contact should be made by your company to any of our existing or potential suppliers.
Please provide comprehensive information to the attached questions by 6PM (CET), November 18th 2016,
after which time further proposals will not be accepted without prior written agreement.
Should you have any questions, do not hesitate to contact me on the e-mail address provided in this
document, with a copy to [email protected].
Yours sincerely,
Laurent Galichet
Head, Publishing
ISO
Page 1 / 17
Index
Table of Contents
1.
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
2.
2.1
2.2
3.
3.1
3.2
3.3
4.
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
RFP Process, Terms and Conditions ...............................................................................................3
Enquiries .............................................................................................................................................3
Modifications ......................................................................................................................................3
Schedule and Deadlines ....................................................................................................................3
Format of Submission .......................................................................................................................4
Response Deadline ............................................................................................................................4
Partial Responses ..............................................................................................................................4
Clarification on RFP ...........................................................................................................................4
Validity ................................................................................................................................................4
Evaluation of Submission .................................................................................................................4
General Conditions ............................................................................................................................6
Disclaimer ...........................................................................................................................................6
Background Information ...................................................................................................................7
ISO .......................................................................................................................................................7
Business Unit owning this activity ...................................................................................................7
Project Description and Requirements ............................................................................................8
Situation today ...................................................................................................................................8
Future Situation..................................................................................................................................8
Legal Documents ...............................................................................................................................8
Supplier’s Proposal .........................................................................................................................10
Proposal Description .......................................................................................................................10
Supplier’s Profile..............................................................................................................................11
Experience and Resources within Project Area ............................................................................12
Experience within Industry..............................................................................................................13
References ........................................................................................................................................14
Additional relevant information ......................................................................................................14
Project Specific Questions ..............................................................................................................15
Project financials .............................................................................................................................16
Page 2 / 17
1.
RFP Process, Terms and Conditions
1.1
Enquiries
Any query necessary for the preparation of the response must be addressed in writing by e-mail to the ISO
Project Manager, with a copy to the Procurement Manager, ISO Central Secretariat through:
[email protected] :
ISO Project Manager:
Title:
Address:
Email:
1.2
Laurent Galichet
Head, Publishing
Ch. Blandonnet, 8, Vernier, Genève 1214
[email protected]
Modifications
No officer, agent or employee of ISO is authorised to alter orally, any portion of these documents. During
the period prior to the submission of information, any clarification or additions will be issued in the form of
written addenda distributed by ISO. Information submitted shall be final and may not be altered by
subsequent offers, discussions or commitments unless the respondent is requested to do so by the ISO
Project Manager with a copy to the Procurement Manager, ISO Central Secretariat through:
[email protected] in written form.
1.3
Schedule and Deadlines
The project will follow the dates below:
Activity
Due Date
RFP launch
1st September 2016
Clarification calls with suppliers
Mid-September
2016
Suppliers submit proposals
1st 18th November
2016
Evaluation of proposals against criteria
1st week EndNovember 2016
On-site visits of shortlisted suppliers (possible)
End-November
2016
Appointment of supplier
1st week
December 2016
Start date
1st April 2017
Electronic format of all proposals must be received by 6PM (CET), November 1st 18th 2016. Proposals not received
by this time without prior written agreement will be disqualified.
These dates are a guide to the time frame expected for this project. Dates may change and any changes will be
posted at http://www.iso.org/iso/home/about/jobs.htm, under “Procurement at ISO”.
Page 3 / 17
1.4
Format of Submission
Your response should be structured in accordance with the requirements contained in the RFP and should align with
each requirements of the RFP by cross-reference to the relevant section number.
Suppliers are encouraged to supply innovative solutions in responding to this RFP, however, suppliers must strictly
adhere, at all times, to the requirements of this RFP. You should include any additional supporting information or
alternative proposals as a separate section titled “Alternative Options”.
1.5
Response Deadline
Submissions are due as set in the paragraph 1.3 above, provided however that, if the deadline set for submission is
extended, ISO will also specify the new date and hour for submission which will replace the above deadline.
Any submission received by ISO after expiry of the deadline referred above will not be considered.
1.6
Partial Responses
Partial proposals not meeting the requirements specified in this RFP will not be considered.
1.7
Clarification on RFP
The Supplier should direct any questions arising during the preparation of the response to this RFP, or requests for
clarification, in writing by e-mail to the ISO Procurement Manager, at [email protected], copying in the designated
ISO Project Manager.
We have planned for clarification calls for the bidders, if required. Please contact the ISO Project Manager to arrange
timing.
Where appropriate, ISO reserves the right to post at http://www.iso.org/iso/home/about/jobs.htm, under
“Procurement at ISO” questions and the answers thereto to all other suppliers without disclosing the source of the
questions or revealing the substance of a proposal.
1.8
Validity
The content and pricing of the submission must remain valid for 6 months from the date of submission.
1.9
Evaluation of Submission
In evaluating responses, ISO will seek the most appropriate offer based on an evaluation of the application under
the following criteria, including weights.
Criteria
Weight
Price
15%
Language skills
Project Management
15%
12.5%
Quality of deliverables
20%
Measurement/description
Experience in technical editing/publishing
Quality control and quality assurance process
Experience in working with standards
Competitive price for delivery of 32000 pages per year:
• four file types per document (Word, XML, PDF, tracked
change PDF), plus
• separate graphic files in AI, TIF, or EPS
English mother tongue
Experience of document management
Page 4 / 17
Criteria
Weight
Technical knowledge
12.5%
Experience
7.5%
Recommendations
7.5%
Qualifications
(Education)
Certification
• IT security
• Quality
• Finance
5%
Years in business
Turnover
1.5%
1.5%
2%
Measurement/description
Experience of high-throughput publishing
How do you cope with peaks?
Composition of team
Must-haves:
• Proficient in MS Word
• Proficient in Math Equation editor (preferably
MathType)
Desirable, knowledge of:
• XML
• Adobe Illustrator
• Adobe Photoshop
• Adobe Indesign
• Adobe Acrobat
A plus:
• Science or technical background
Experience in technical editing/publishing
Experience of high-throughput publishing
Experience in working with standards
Recommendations from blue chip clients, and/or clients with
long-standing service agreements.
Description of minimum requirement for team member in terms
of both education and relevant work experience
IT infrastructure with appropriate certification
Certification on a QMS, either ISO 9001 or Six-Sigma.
Compliance with financial authorities (e.g. SarbanesOxley act)
Company at least over 5 years in business
Over 20 million USD
•
•
•
Submissions will be reviewed for compliance with this Request for Proposal and reviewed in relation to the predetermined criteria listed above.
Page 5 / 17
1.10
General Conditions
By submitting a proposal, the Supplier is agreeing to all conditions and terms stated in this RFP.
The working language for all communications is English.
By responding to this RFP, bidders agree that the decision of the evaluation team is final and binding.
ISO shall not in any way be responsible for any costs incurred in the preparation and presentation of the Supplier’s
information.
ISO reserves the right to negotiate all terms and conditions in order to enter a formal contract with the Supplier.
This RFP document, the Supplier’s response and, written addenda may form part of the contract.
Unsolicited telephone calls or visits to ISO during the RFP process to obtain proposal status information are
prohibited and may result in the supplier being disqualified from the bidding process.
News releases pertaining to this RFP or the award of any contract related to this RFP may not be made without the
prior written permission of ISO.
All work and materials shall comply with all provincial and federal laws, municipal ordinances, regulations, applicable
building leases, and directions of inspectors appointed by proper authorities having jurisdiction. Where certification
of material is required by ISO, the Supplier shall make all such certificates available for inspection.
1.11
Disclaimer
This Request for Proposal (RFP) and its attachments contain all information the Supplier may require to prepare a
proposal as requested by ISO.
The Supplier is advised that if confirmation or clarification of the contents or any further information is required, it
should contact the ISO Procurement Manager, at [email protected], copying the ISO Project Manager in this RFP in
the first instance.
The acceptance of a submission to this RFP is not to be construed as representing or creating any binding obligation
on ISO to enter into any legal commitment whatsoever. Furthermore, in responding to this RFP, the Supplier is
deemed to specifically acknowledge the following:
Notwithstanding any representation by or on behalf of ISO or any estimate of quantities by ISO shown in this RFP or
otherwise given to the Supplier (now or in the future) ISO shall be under no obligation to purchase any particular
quantity of products or services.
The Supplier places no reliance on any such representation or estimates and will place no reliance upon any future
representation or estimate that may be provided unless that representation or estimate is noted in the written
contract.
ISO shall have no liability to the Supplier whether in contract, tort or otherwise with respect to the giving of any such
representation or estimate.
Page 6 / 17
2.
Background Information
2.1
ISO
a)
History
ISO (International Organization for Standardization) is the world’s largest developer of voluntary International
Standards. International Standards give state of the art specifications for products, services and good practice,
helping to make industry more efficient and effective. Developed through global consensus, they help to break down
barriers to international trade.
ISO was founded in 1947, and since then have published more than 21150 International Standards covering almost
all aspects of technology and business. From food safety to computers, and agriculture to healthcare, ISO
International Standards impact all our lives.
b)
Today
Today ISO is a non-for profit membership organization with members from 162 countries and thousands of technical
bodies to take care of standard development.
For more detailed information on our organisation, including a description of our key projects and an organisation
chart, please visit our website: www.ISO.org
2.2
Business Unit owning this activity
The business unit is STP, the standards and technical policy unit. The unit is responsible for the development of
standards from the initial proposal to publication. The unit is also responsible for setting technical policy for ISO and
its members.
The key people working on this project are Sophie Clivio (director of unit), Laurent Galichet (head, publishing),
Marie-Noelle Bourquin (technical group manager), Jose Alcorta (technical group manager), Henry Cushieri (technical
group manager), and Martine Gaillen-Guedy (head, committee service centre).
Page 7 / 17
3.
Project Description and Requirements
3.1
Situation today
There are three main stages of publication in the standards development process:
1. Draft International Standard (DIS) stage
2. Final Draft International Standard (FDIS) stage
3. Publication stage
At present, our internal editorial team handles 1) and 3), and an off-shore team handles 2).
Quality of our deliverables is our primary concern and we need to ensure our publications are error-free. A close
secondary concern is processing speed and so the challenge is to keep those two aspects in balance.
To this end, we have a number of checks embedded in our process and also in the tools we use in our publishing
chain, we also keep a close eye on timelines for all our publications.
All our documents are edited following the rules described in the ISO Directives Part 2 (Annex A).
We implemented an XML-based publishing chain in 2011, using eXtyles from Inera, Inc to aid the editorial process
and to produce XML. Crudely put, eXtyles is an MS Word add-on and so our editors work within MS Word. Our
rendering system is Typefi, an automation engine for Indesign. Editors are expected to have a very good command
of MS Word and to be able to handle XML-related problems. We also expect our editors to handle math equation
editors (we currently use MathType version 6.0), and to be able to make simple edits on graphic files in Adobe
Illustrator and Photoshop. A more detailed description of the tasks is included in Annex B.
In 2015, we published 1505 English-language standards. We cover a very broad range of subjects and therefore
handle complex content.
3.2
Future Situation
We need to have a team in place by 1 April 2017 to handle the FDIS stage of the process. It is vital that the team can
hit the ground running to avoid any delays in our production.
We would expect the team to be familiar with the ISO Directives Part 2 and the tools used before live production
starts on 1 April 2017.
The team would be expected to deliver 32000 pages per year, or roughly 630 pages per week (assuming 51 weeks
per year). The team would be expected to prepare batches of documents to edit/process according to the
documents in Annexes A and B.
The document source files are MS Word files. The graphics files can be .ai, .eps, .tiff, visio, or graphics created with
MS Office tools.
For each document, the expected deliverables are:
1. PDF
2. Edited Word file
3. Converted Word file (this is a word file equivalent of the PDF)
4. XML file with no parsing errors against the DTD or schematron rules
5. Graphics files in .eps and native formats
6. Tracked changes PDF file showing edits made
The team members would also be expected to update our document database.
We would expect regular project meetings and also editorial meetings between the teams to discuss any issues
arising in the documents.
3.3
Legal Documents
We would request a copy of your standard services agreement. The contract would be for a period of 3 years, starting
1st April 2017. Please note the following clause would be included in any agreement:
Deliverables should be prepared in accordance to ISO's business rules as defined in Annexes A and B.
There are typically two error types that can be introduced:
Page 8 / 17
-
-
Technical errors: these are critical and best defined as content introduced by the editor that can
lead to a misinterpretation of the standard. Examples include when retyping an equation, a
symbol, making incorrect changes to figures, etc. This error type leads to the issuance of a
corrigendum.
Editorial errors: these are less critical and can arise from the non-application of some of the ISO's
business rules. Typically, these errors do not lead to a misinterpretation of the standard and are
less severe than technical errors. Therefore, they do not always result in the issuance of a
corrigendum. However, these types of errors adversely affect the image of ISO.
A total error rate will be calculated as a combination of both types of errors, detected post-delivery of the
files. An acceptable error rate will be agreed upon between ISO and the successful bidder, and included in
the services agreement.
Page 9 / 17
4.
Supplier’s Proposal
Please provide comprehensive responses to all questions in this section.
4.1
Proposal Description
Please describe a in a maximum of one page your understanding of this project and what you will be
delivering.
Page 10 / 17
4.2
Supplier’s Profile
a) History
Date and place founded
Short history of your company, general presentation
Locations
Headquarters
Other key locations
Detail your presence in:
Geneva
Key numbers
Worldwide and at your location:
b) Headcount
Sales ($m) for the last 3 years
Sales Growth ($m) for the last 3 years
Number of customers
Top 5 Corporate clients in terms of revenue
Other (specify)
c) Financial Statements
To gain an understanding of your company’s financial performance, for the division of your business which
will be providing these services, please provide ISO with 3 years’ worth of certified actuals and a 3 year
business plan going forward:
Profit and Loss
Balance Sheet
Cash Flow
Note that to be qualified it is a requirement that private companies also provide sufficient certified financial
information to allow a thorough assessment of company stability. Failure to do so may result in
disqualification to participate in this RFP.
d) Key strengths
Specific competencies or skills
Competitive advantage
Formal Accreditations
e) Other (specify)
Business Continuity
Please provide details of the Business Continuity Planning process you have in place. You may wish to
include corporately developed documentation and brochures on the subject. Indicate whether you have
ever invoked the Business Continuity Plan.
f) Company Ownership
Is your company publicly traded?
If privately held, list the name(s) of all significant stakeholder(s)/owner(s).
g) Bankruptcy
Has the company ever filed for bankruptcy?
If yes, explain in detail the reasons why, the filing date and the current status.
Industry Certification and Relevant Ratings
Page 11 / 17
4.3
Experience and Resources within Project Area
a) Major projects
Describe 3 previous similar projects in the scope of this RFP your company has delivered for other
customers.
Explain why those projects are relevant to the scope of this RFP
Detail major issues or problems that may have occurred and how they were resolved.
Detail when those projects were delivered.
b) Specific skills and Technical Know How
List here any specific skills you have in the area relative to the scope of this RFP.
c) Turnover
Indicate the % of your sales on Services relevant to this RFP only
d) Market position and development plans
Please detail you market position and development plans in the area relative to this RFP.
Page 12 / 17
4.4
Experience within Industry
a) Knowledge of ISO
Describe any previous experience with ISO. Provide ISO contact person(s) and location.
Is any of the employee in your organization related, either personally or professionally, to a person currently
employed by ISO?
To the best of your knowledge, was any ISO employee or contractor was previously employed by your
organization?
b) Industry Experience
Describe your previous experience and number of customers within the standardization and education
fields.
Page 13 / 17
4.5
References
Provide 2 relevant current customers references with:
• Project short description
• Company name
• Location
• Contact person, position
• Email or phone
Please note that references provided above may be directly contacted by ISO during the evaluation phase
of this proposal.
4.6
Additional relevant information
Provide any additional information on your company, which you believe is useful for ISO to know in the
context of this project.
Page 14 / 17
4.7
Project Specific Questions
a)
In scope items, deliverables
Describe the services you intend to provide as part of this project. and match with our requirements/
b)
Out of scope items
Describe all items or requirements of this RFP that you will not address
c)
Locations covered
For each location, specify whether you have the ability to install and maintain the solutions described above.
Describe your presence for each location with respect to:
• Direct presence
• Existing partnership
• Potential partnership
• Subcontractors
If you are planning to subcontract part of the scope of this RFP, please enter details here. Explain reason for
selection, and previous experience with subcontractor(s).
d)
Service Levels
Explain the Service Level alternatives you can provide to ISO for each of the service you are proposing to
offer to us.
e)
Transition
Explain how you will manage the transition of services for ISO from current providers.
f)
Training
Explain training plans you will have in place for use of the proposed products / services
g)
ISO involvement, deliverables
Describe what you need from ISO in order to perform successfully
h)
Project Management, approach
Describe how you will manage this engagement
i)
Implementation plan
Describe your implementation plan and timeline for this project:
• Resources, including resume
• Roles and responsibilities
• Overall lead-times
• Requirements
• Governance, including escalation process, meetings, reporting
j)
Account Management post implementation
Post implementation, please detail:
• Account management plan
• Local organization model (structure, business organization)
• Governance including escalation process and operational / strategic meetings
k)
Reporting
Detail the reports that ISO will have access to during the implementation or project phase. If available,
provide samples.
Detail the reports that ISO will have access post implementation. If available, please provide samples.
l)
Services Performance Metrics
If applicable, describe some performance metrics that will be used to measure vendor performance of the
contract in the future. If this will include a performance scorecard, provide details.
m)
List electronic systems you will grant ISO access to
n)
Services description
If you disagree with any statement in the attached Appendix xxx, please provide your comments in this
section.
o)
Additional services
Describe additional services or improvement you might provide in the future related to this project.
Page 15 / 17
4.8
Project financials
The proposed charging mechanism must:
• incentivise the Supplier both to reduce costs and to improve performance
• be simple to administer and monitor
• reduce processing costs involved
All prices should be expressed in US Dollars. Recurring expenses should be shown monthly.
We are requesting you to propose in this paragraph the most suitable pricing structure matching those
criteria. The prices supplied must give ISO a full picture of all expenses or costs and ISO will assume that all
provided costs are exhaustive and thus will not allow further costs to be introduced during contract
negotiations, should you be selected.
Based on this, provide a detailed breakdown for each of the following:
a)
b)
c)
d)
e)
f)
g)
Implementation and set-up costs
• Running costs
• Ad Hoc Costs (specify)
• License costs (if any)
• Transition Costs
How can you mitigate the cost of transition for ISO?
Currency
Prices should be quoted in USD.
However, if the supplier sees potential benefit may accrue to ISO in pricing the service in a
currency other than that stated then this should be offered as an additional alternative.
Reduction in Total Costs
It is a requirement for ISO to continuously improve its cost base that in the process may
reduce the financial value of its contracts with its suppliers. Please detail how you envisage
your charging structure working to encourage this to happen to the satisfaction of both
parties.
Payment Terms
ISO will expect any selected Service Provider to provide consolidated invoices on a monthly
basis to include all charges for that month.
ISO payment terms are 30 days from the date a correctly detailed invoice is received. Please
confirm your agreement with those terms.
Criteria for Rates revisions
We expect the unit prices provided to be fixed for the duration of the agreement. If this will
not be the case, please indicate here the criteria that will be used for rate revision.
Benchmark
ISO holds the right to invoke a procurement audit to compare current rates with market rate.
Page 16 / 17
Annex A
The ISO Directives Part 2 (2016)can be found at
http://isotc.iso.org/livelink/livelink?func=ll&objId=4230456&objAction=browse&sort=su
btype
Page 17 / 17
Annex B
1 Pretreatment guidelines
1.1 General
When pretreating a document, you are going to work on the source Word file. Use the source PDF file
as reference (revised and previous for revision documents) if you need to verify indentations and
images and placement of figures to be inserted.
1.2 Performing manual cleanup
Before you activate eXtyles in a document, you have to perform manual cleanup on the document.
To perform manual cleanup:
1.
Delete unnecessary section breaks and page breaks.
2.
Delete images in the Word document and replace them with the correct figure paths.
NOTE
a.
Ideally, page breaks are allowed only after the Introduction and, sometimes, after the Foreword.
Quickly scan the whole Word document.
b.
Look out for images formatted as jpeg or bitmap or any similar picture format.
c.
Delete the image.
d.
Insert the correct path.
You can determine the figure path through the new naming convention as follows:
―
―
G0proj_ID_Fig1.eps ― for formal figures; where “ID” is the document ID and “Fig1” varies
from figure to figure, depending on figure number
G0proj_ID_img1.eps ― for graphics; where “ID” is the document ID and “Fig1” varies from
image to image, depending on the sequence of the image in the document
Annex B
e.
3.
Ensure that subclauses without titles (styles <p2>, <p3>, <p4>, <p5>, and <p6>) have manual
numbering. If not, delete the number and rekey manually.
NOTE Styles <p2> to <p6> are those paragraphs mostly found in Apparatus and Reagentsclauses (see
also 7.1.8 and 7.1.9).
Set all figure legend elements (key table elements) in a key table (see also Clause 6).
(Incorrect)
(Correct)
The following snippet shows how a key table should look when you have not cleared the borders
yet.
4.
NOTE
You can get the correct key table layout from Tables model.dot.
Set all formula legend elements—those introduced, or should be introduced, by the word “where”
immediately after a formula—to a where table (see also Clause 6).
(Incorrect)
Annex B
(Correct)
The following snippet shows how a where-table should look like when you have not cleared its
borders yet.
5.
Determine which of the tables in the document are for special layout. Inform your lead, if there
are any.
IMPORTANT — Special-layout tables are those tables that contain a layout that cannot be captured by
Typefi (see Clause 8). This case includes those tables that have formats with special meaning, such as
shaded cells, broken lines, overly merged columns that the document content cannot allow them to be split,
data forms, and so on. (See also 6.3.)
You are now done with the manual cleanup.
1.3 Converting equations to MathType 6
1.3.1
General
All equations in the document have to be in MathType 6. When you select an equation, you can see
the format in the bottom-left corner of the window of MS Word..
Annex B
1.3.2
Converting equations to MathType
IMPORTANT — Before performing this procedure, ensure that you close MS Outlook, if you are using
this program in the office.
To convert equations to MathType:
1.
From the MathType ribbon, click Convert Equations. The Convert Equations dialog box is
displayed.
2.
Select the Whole document option under the Range group.
3.
4.
Click Convert. After conversion, the Convert Equations message box is displayed.
Click OK.
1.3.3
1.3.3.1
Formatting equations to MathType 6
General
If the equations in a document are already in MathType, but not in version 6 and with profiles other
than Cambria, you should apply the ISO Cambria preference file.
There are two ways to apply the ISO Cambria preference file:
— Apply to the whole document
— Apply to each equation (individually)
1.3.3.2
Applying the preference file to the whole document
To apply the preference file to the whole document:
1.
From the MathType ribbon, click Format Equations. The Format Equations dialog box is
displayed.
Annex B
2.
3.
Select MathType preference file under the Format equations using preferences from group.
Click Browse. The Choose MathType Preference File dialog box is displayed.
4.
Select ISOPreferences_2016.eqp and then click Open.
6.
Click OK.
5.
Click OK. When the preference file has been applied throughout the document, the Format
Equations message box is displayed.
1.3.3.3
Applying the preference file to each equation
This should be done only when you encounter math symbols that do not display correctly in the
generated PDF. See 4.3.
1.4 eXtyles functions
Perform the eXtyles functions with the launching of the ISO macros and the breaking of the link to
STD (standard).
1.
Click Document Audit>Font Audit. The eXtyles message box is displayed.
3.
Click Activate and Normalize in the Activation/Metadata group. The Document Information
dialog box is displayed.
2.
Click OK.
a.
b.
From the Document Information dialog box, click the drop-down arrow in the eXtyles doc
language box under the ISO metadata search group.
Select the language (en for English documents and fr for French).
c.
In the Document ID field, enter the document ID.
d.
In the Language box, click the drop-down arrow to select the document language.
NOTE
You can determine the correct document ID using the folder of the document you are working
on. For example, the document ID number for ISOFDIS 17491-5 (id55327) 1st edition is “55327”.
Annex B
e.
4.
f.
Click Generate Metadata. The metadata of the document should appear in the fields under
the Metadata group.
Click OK.
Click Cleanup in the Document Preparation group. The Cleanup dialog box is displayed.
NOTE 1
If multiple spaces are used for special alignment in the document (for example, when the
document has lines of codes), clear Remove Multiple Spaces.
5.
6.
NOTE 2
If the document is in “bad shape”, that is, when there are a number of hidden characters and
misaligned text, you can select the option Normalize Styles with Style and then select Body text from the
drop-down arrow.
Click OK. Wait for the cleanup to be completed.
From the ISO macros tab, click Cleanup Paragraph styles.
Annex B
7.
8.
9.
The Microsoft Word message box is displayed after the cleanup.
Click OK.
Click Deactivate autonum in figure and table titles. The Microsoft Word message box is
displayed after the cleanup.
Click OK.
10. From the Developer tab, click Document Template. The Templates and Add-ins dialog box is
displayed.
11. Clear the box under the Document template group to break the link to the STD.
12. Click OK.
13. From the eXtyles ribbon, click Style Paragraphs in the Document Preparation group. The
Paragraph Styles (eXtyles styling palette) is displayed.
14. Style the document, line by line, paragraph by paragraph (see Clause 6).
15. Click Auto-Redact in the Edit group. The Auto-Redact Dictionaries dialog box is displayed.
16. Click OK. Wait for the process to complete.
17. Click the drop-down arrow in the Advanced Processing and perform the advanced processes in
the following order:
a.
b.
c.
Bibliographic References
Standard Citation Matching/Linking
URL Checking
Annex B
d.
e.
Convert/Clean Numbered Citation Style
Citation Matching
NOTE When running the advanced processes, if a message box prompting you if you want to apply the
<Normal> style in the document, you should select No.
18. Click the drop-down arrow in Insert Tag to insert sizing tags for tables.
19. Click Update Document Information>Generate Metadata>OK.
NOTE
This step ensures that your cover page is updated with the latest information available on the
ISO database.
20. Click Export and select EXPORT:ISO XML to export the file to XML. This action generates the
XML file. Wait for the export process to complete. After the export, the eXtyles message box is
displayed.
IMPORTANT —You should select only the option Export>EXPORT: ISO XML when exporting because,
normally, you would be working on documents that are in a specific ISO stage requiring files to be run using
this option.
Prior to export, ensure that you accept all changes in the Word document, if it was tracked, and
delete all comment balloons.
21. If the message prompts that there are parsing errors, resolve the errors in the document (see 3.3,
3.4, 3.5, and 3.6).
If there are no parsing errors, convert the XML file through Typefi (see Clause 8).
IMPORTANT — If the document has MathType objects and special-layout tables, ensure that these elements are
uploaded to the ISO shared drive prior to converting the XML to PDF through Typefi (see Clause 8).
2 Styling guidelines
2.1 General
This clause provides guidelines only on:
— Inline text styling — styling of content in the body of a document, such as those of ISO references
and figure, table, formula cross-references (those that eXtyles Advanced Processing might miss)
— Tables for special layout — a simple explanation of special-layout tables and a step-by-step guide
in creating screen captures for tables that should be in special layout
Annex B
— Manual splitting of long tables in the Word file
For a detailed styling guide, refer to the ISO Style Guide, Version 2013.
2.2 Inline text styling
The eXtyles tool has the tendency to miss or incorrectly style some cross-references to bibliographic
entries, figures, tables, clauses, and formulas, as well as ISO references. In this case, you can style them
manually.
NOTE
Report any instances of incorrect tagging so that ISO can file report to eXtyles and get refinement.
To style them manually:
1.
Highlight the text.
3.
Enter the correct style under Style Name.
2.
4.
Press Ctrl+Shift+S. The Apply Styles window (or pane) is displayed.
NOTE
You can also click the drop-down arrow to select the style.
Press Enter (or click Reapply).
In selecting the correct tag for cross-references, follow these guidelines.
— Style cross-references to figures as cite_fig.
— Style cross-references to formulas as cite_eq.
— Style cross-references to tables as cite_tbl.
—
Style cross-references to clauses as cite_sec.
— Style cross-references to bibliographic entries as cite_bib.
NOTE
When cross-references are not tagged, the cause, most of the time, is field codes. Field codes are
the gray shadings that become visible when you select a particular text. These field codes are supposed to
be addressed during cleanup. But if you encounter cross-references that have field codes:
Annex B
i.
ii.
Highlight the occurrence.
Press Ctrl+Shift+F9.
iii. Apply the correct style.
Ensure that the titles for tables, figures, and so on—which the untagged cross-references
refer to—do not have field codes as well.
IMPORTANT —Not all untagged cross-references should be styled. There are cases when cross-references to
tables, bibliographic entries, figures, and clauses and subclauses are not styled by eXtyles because their
corresponding tables, bibliographic entries, figures, and clauses and subclauses do not exist in the document.
When applying the correct style for ISO references, see the following snippet and follow the
succeeding guidelines:
— Style the publisher as std_publisher.
— Style the ISO number as std_docNumber.
— Style the part number as std_docPartNumber.
— Style the year as std_year.
2.3 Creating special-layout tables
2.3.1
General
Creating special-layout tables requires performing a screen capture of the table that needs to be in
special layout. How the screen capture of the table looks is how it will appear in the generated PDF
file, provided you have inserted the correct path name.
NOTE
Special-layout tables work the same way as figure paths. The only difference is the tag: <Figure
graphic> for figure paths, <Table graphic> for special-layout paths. See 6.1.
See guidelines in 6.3.2 and 6.3.3.
Annex B
2.3.2
Creating the screen capture for special layout
ISO normally uses Acrobat X Pro and Adobe Illustrator to create TIF images and EPS images,
respectively. The team does not have these programs yet. As an alternative, you may use SnagIt or
Adobe Photoshop to create TIF images and send them to ISO to be converted to EPS images, if needed.
To create the screen capture:
1.
Create a copy of the original source Word document.
3.
Save the Word file in PDF.
2.
Press Ctrl+A to select all and change font style from Arial to Cambria.
a.
b.
4.
c.
Click File>Save As. The Save As dialog box is displayed.
Select PDF in the Save As drop-down arrow combo box.
Click Save.
In the PDF file, go to the page where the table that needs special layout is.
5.
Create the screen capture.
6.
Save the screen capture in TIF format, with a file name in accordance with the guidelines in 6.3.3.
NOTE
This step depends on the tool you are using.
IMPORTANT —Ensure that you select 300 dpi to 600 dpi for image setting and image size not greater than
225 mm by 170 mm.
2.3.3
File naming convention for special-layout tables
Naming the screen capture is important. The filename will automatically be the path you need to
insert in the Word file and tag as <Table graphic> after inserting “.EPS” as file name extension.
In naming the screen capture, follow these guidelines:
SLYYYYYY-x-x_e
SLYYYYYY-T-x_e
SL stands for "special layout";
YYYYYY is the six-digit document ID;
x is the number of the heading;
e (or f) is the language (e for English, f for
French).
SL stands for "special layout";
YYYYYY is the six-digit document ID;
T stands for “Table”;
x is the number of the table, if on several pages,
named a, b, and so on, after the x;
Annex B
e (or f) is the language (e for English, f for
French).
SLYYYYYY-A_e
SL stands for "special layout";
YYYYYY is the six-digit document ID;
A is the Annex letter;
e (or f) is the language (e for English, f for
French).
2.4 Inserting titles for manually split tables and figures
2.4.1
Tables
You should split long tables that span across more than 5 or 10 pages in the Word file, in case they
trip up Typefi or they do not completely display in the generated PDF file. In doing so, follow these
rules in titling:
1.
Ensure that the first part of the table has the table number and its title.
2.
Ensure that the second, third, and other succeeding parts of the table have the title
“Table <No.> (continued)” as shown in the following snippet.
2.4.2
Figures
IMPORTANT — This applies to figures whose graphics are set in a table. (See the ISO Style Guide, Version 2013.)
You should split long figures that span across two pages or more in the Word file, in case they do not
completely display in the resulting PDF file. In doing so, follow these guidelines in titling:
Annex B
1.
Ensure that the first part of the figure has the title “Figure <No.>(continued)” as shown in the
following snippet.
2.
Ensure that the very last part of the figure has the correct figure number and the complete title.
3.
If the figure has second, third, fourth, and other succeeding parts, except the very last part, ensure
that they follow the guideline in item 1.
3 Editing a document by clause
3.1 Cover page/front matter
The cover page is out of scope, but you still have to:
1.
2.
Ensure that the PDF file has the correct cover page. That is, it was run with the correct job option
on Typefi and that the title is correct (see 8.4.2 and Appendix A).
Ensure that the final Word file has the cover page.
3.2 Table of contents (TOC)
1.
Delete the TOC for documents with less than 10 pages.
Annex B
3.3 Foreword
1.
Use the correct boilerplate text in the Foreword:
For all documents (except JTC1, CEN VAS lead, and TC 44 documents):
“ISO (the International Organization for Standardization) is a worldwide federation of national
standards bodies (ISO member bodies). The work of preparing International Standards is
normally carried out through ISO technical committees. Each member body interested in a
subject for which a technical committee has been established has the right to be represented on
that committee. International organizations, governmental and non-governmental, in liaison
with ISO, also take part in the work. ISO collaborates closely with the International
Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance
are described in the ISO/IEC Directives, Part 1. In particular the different approval criteria
needed for the different types of ISO documents should be noted. This document was drafted in
accordance
with
the
editorial
rules
of
the
ISO/IEC Directives,
Part 2
(see www.iso.org/directives).
Attention is drawn to the possibility that some of the elements of this document may be the
subject of patent rights. ISO shall not be held responsible for identifying any or all such patent
rights. Details of any patent rights identified during the development of the document will be in
the Introduction and/or on the ISO list of patent declarations received (see
www.iso.org/patents).
Any trade name used in this document is information given for the convenience of users and does
not constitute an endorsement.
For an explanation on the meaning of ISO specific terms and expressions related to conformity
assessment, as well as information about ISO's adherence to the WTO principles in the Technical
Barriers to Trade (TBT) see the following URL: Foreword - Supplementary information
The committee responsible for this document is ISO/XXX
(Add information about replaced standards and other parts as necessary.)”
For JTC1 documents:
"ISO (the International Organization for Standardization) and IEC (the International
Electrotechnical Commission) form the specialized system for worldwide standardization.
National bodies that are members of ISO or IEC participate in the development of International
Standards through technical committees established by the respective organization to deal with
particular fields of technical activity. ISO and IEC technical committees collaborate in fields of
mutual interest. Other international organizations, governmental and non-governmental, in
liaison with ISO and IEC, also take part in the work. In the field of information technology, ISO
and IEC have established a joint technical committee, ISO/IEC JTC 1.
International Standards are drafted in accordance with the rules given in the ISO/IEC Directives,
Part 2.
Annex B
The main task of the joint technical committee is to prepare International Standards. Draft
International Standards adopted by the joint technical committee are circulated to national
bodies for voting. Publication as an International Standard requires approval by at least 75 % of
the national bodies casting a vote.
Attention is drawn to the possibility that some of the elements of this document may be the
subject of patent rights. ISO and IEC shall not be held responsible for identifying any or all such
patent rights.
ISO/IEC XXXX was prepared by Joint Technical Committee ISO/IEC JTC 1, ..."
For documents from TC 44:
“ISO (the International Organization for Standardization) is a worldwide federation of national
standards bodies (ISO member bodies). The work of preparing International Standards is
normally carried out through ISO technical committees. Each member body interested in a
subject for which a technical committee has been established has the right to be represented on
that committee. International organizations, governmental and non-governmental, in liaison
with ISO, also take part in the work. ISO collaborates closely with the International
Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance
are described in the ISO/IEC Directives, Part 1. In particular the different approval criteria
needed for the different types of ISO documents should be noted. This document was drafted in
accordance
with
the
editorial
rules
of
the
ISO/IEC Directives,
Part 2
(see www.iso.org/directives).
Attention is drawn to the possibility that some of the elements of this document may be the
subject of patent rights. ISO shall not be held responsible for identifying any or all such patent
rights. Details of any patent rights identified during the development of the document will be in
the Introduction and/or on the ISO list of patent declarations received (see
www.iso.org/patents).
Any trade name used in this document is information given for the convenience of users and does
not constitute an endorsement.
For an explanation on the meaning of ISO specific terms and expressions related to conformity
assessment, as well as information about ISO's adherence to the WTO principles in the Technical
Barriers to Trade (TBT) see the following URL: Foreword - Supplementary information
The committee responsible for this document is ISO/XXX
(Add information about replaced standards and other parts as necessary.)
2.
Requests for official interpretations of any aspect of this International Standard should be
directed to the Secretariat of ISO/TC 44/SC XXX via your national standards body. A complete
listing of these bodies can be found at www.iso.org.”
Ensure that you have updated the revision information of a document correctly in the Foreword
with any of the following, whichever is applicable.
Annex B
(Generic statement)
This second edition cancels and replaces the first edition (ISO XXXX:YYYY), which has been
technically revised.
(Specific)
This second edition cancels and replaces the first edition (ISO XXXX:YYYY), of which it constitutes
a minor revision with the following changes:
— Normative References has been updated;
— Annex A has been removed.
(Specific)
This second edition cancels and replaces the first edition (ISO XXXX:YYYY), Figures 1 and 3 of
which have been technically revised.
NOTE 1
NOTE 2
XXXX is the ISO document number and YYYY is the publication year.
New documents do not contain revision information.
NOTE 3
If there are changes stated in the revision statement provided by ISO, verify if the changes have
been incorporated. If not, send a query to ISO.
3.
NOTE 4
Verify the names of the technical committee (TC) and subcommittee (SC) on the ISO Web site.
Navigation path is www.iso.org.
a.
b.
At the top of the homepage, click Standards Development.
Scroll down to the bottom of the Web page and click Technical committees under the
Standard Development group.
c.
Search for the TC number (not the ISO number) through the List of ISO technical
committees.
d.
Look for the TC number you want to verify. In the first column is the ISO/TC number and in
the second column is the TC name.
e.
f.
4.
If both generic and specific statements exist, then delete the generic one and retain the specific.
If you have an SC name that you need to verify, click the ISO/TC <no.> to redirect you to the
ISO/TC page.
Click the Structure tab. The name of the subcommittees under the technical committee you
have selected should be listed here.
Verify titles of document parts.
a.
On the ISO home page, type the number of the document in the search field.
Annex B
b.
c.
5.
Review titles for consistency.
Query titles that do not match those on the ISO Web site.
NOTE
You need to post a query because there are times when the ISO Web site is updated, but there
are also instances when it is the Web site that needs to be updated.
Ensure that a footnote is not used to refer to unpublished parts of a standard. Correct instances,
if necessary.
(Incorrect)
(Correct)
6.
Delete any mention of Working Groups (WGs) but insert the correct name of technical
committees if the standard is a collaboration between two technical committees.
(Incorrect)
The committee responsible for this document is ISO/TC 163/WG 4 (Joint TC 163-TC 205 WG,
Energy performance of building using holistic approach.
(Correct)
The committee responsible for this document is ISO/TC 163, Thermal performance and energy
use in the built environment, in collaboration with Technical Committee ISO/TC 205, Building
environment design.
3.4 Introduction
1.
Change instances of “Part N of ISO XXXX” to “ISO XXXX-N”
(Incorrect)
Part 1 of ISO 4491
Annex B
(Correct)
2.
ISO 4491-1
Flag any reference to a patent.
3.
Highlight text that includes the words "shall" or "should" or both. The Introduction clause should
not have any requirements or recommendations or both.
1.
For a document that is part of a series, verify that the first element of the first sentence contains
the following wording and the correct ISO number: "This part of ISO XXXX…"
3.5 Scope
2.
Ensure that the Scope does not contain requirements (“shall” or sometimes “must”) or
recommendations (“should”).
3.
Query ISO if a graphic/figure is used in the Scope of a new document.
If any, flag the occurrence of “shall” and “should” in documents for first delivery (see PTW-EMC3xxx Editing ISO Work Instructions v0.1).
For a revision document, if the graphic appears in the previous edition, leave as is.
3.6 Normative references
1.
2.
3.
Use the following boilerplate text to introduce the normative references:
“The following documents, in whole or in part, are normatively referenced in this document and
are indispensable for its application. For dated references, only the edition cited applies. For
undated references, the latest edition of the referenced document (including any amendments)
applies.”
Ensure that all ISO references are listed in numeric order (see also the guidelines in 7.1.12).
Ensure that all references in the Normative referencesclause are used normatively in text. That is,
they are identified as required to perform the operations described in the current standard by
references. This may include use of any of the following phrases:
— “In accordance with standard title/number”
— “Shall be performed <done> according to standard title/ number”
— “Applied as described in standard title/ number”
— “Complying with…"
— “Given in"
— "Shall be as described in…"
Annex B
4.
— "According to…"
If a source/s listed in Normative references is/are not used normatively, move them to the
Bibliography and:
a.
b.
Place them at the end of the list if there are bibliographic cross-references to any
bibliographic entry in the body.
(If a bibliographic entry is cited in the body, it is time consuming to rearrange the
bibliographic entries in the Bibliography; it opens potential for error to renumber all the
citations in the body.)
Place them to the Bibliography ensuring that ISO references are in numerical order (see
7.1.12) if there are no bibliographic cross-references to any bibliographic entry.
(This step requires the need to rearrange and renumber bibliographic entries.)
5.
6.
7.
8.
9.
IMPORTANT — If there is no Bibliography in the document, create one. If the sources are already
mentioned in the Foreword, there is no need to add them to the Bibliography.
Verify if those references unidentified with an ISO or IEC number (that it is not a standard-type
reference, for example, ASTM, EN, and other books) are allowed in a particular document.
Flag any source that appears in both the Normative references and the Bibliography.
Ensure that there is no full stop (period) at the end of each document title.
If no documents listed in Normative references are used normatively (that is, they do not meet the
criteria stated for normative use), delete the Normative references clause, renumber remaining
clauses, and move the sources to the Bibliography.
Leave undated ISO references in the Normative references as is. An undated title means the latest
edition is referenced; a dated title means only the edition of the date specified is used
normatively.
NOTE
If a normative reference is not dated anywhere in the standard and does not point to a specific
clause or class or test method and the like, remove the date from the Normative references.
10. Insert the date of the standard in the Normative references if it appears dated in the body. This is
because it refers to a specific clause or subclause somewhere.
NOTE
A mix of dated and undated references is allowed.
11. Replace all citations of withdrawn standards with their new ISO number or year or both, unless
the TC is referring to that particular withdrawn standard (which is a very rare case).
You will know that a standard has been withdrawn if eXtyles flags it with the comment “The
reference is to a withdrawn standard that has been replaced”, as shown in the following snippet:
Annex B
NOTE
Only the year of the withdrawn standard has been changed.
NOTE
The ISO number, the part number, and the year of the withdrawn standard have been changed.
Annex B
To verify if the standard has been withdrawn:
a.
From the ISO Web site home page, search for the withdrawn standards number. The results
are displayed.
b.
Clear Published and select Withdrawn.
c.
Click the link to the withdrawn standard. The revision information is displayed.
Annex B
3.7 Terms and definitions
1.
Ensure that the clause title is plural.
(Incorrect)
Terms and definition
Term and definition
Term and definitions
(Correct)
Terms and definitions
2.
NOTE
This rule does not apply to vocabulary documents (see 7.2.7).
Ensure that one of the following boilerplate statements is the lead-in sentence to terms and
definitions.
(For those referring only to terms/definitions in the current document):
"For the purposes of this document, the following terms and definitions apply."
(For those referring to terms/definitions from another ISO document and the current document):
"For the purposes of this document, the terms and definitions given in ISO XXXX and the following
apply."
(For those referring to terms/definitions from another ISO document):
3.
4.
5.
"For the purposes of this document, the terms and definitions given in ISO XXXX apply."
Remove end punctuation (periods) after definitions.
Change capital letters of terms and of the first word in the definitions to lowercase unless the
word is a proper noun or acronym.
Delete leading articles in definitions (for example, “the” and “a”).
(Incorrect)
the maximum force recorded when a test specimen is taken to rupture
(Correct)
maximum force recorded when a test specimen is taken to rupture
Annex B
6.
Move cross-references to figures, clauses, and equations from definitions to notes to entries.
(Create a separate entry for the cross-references.)
(Incorrect)
(Correct)
7.
Move supplemental information for a definition from the definition to a note to entry.
(Incorrect)
(Correct)
8.
9.
Ensure that equations in the Terms and definitions are not numbered. A numbered equation in
the Terms and definitions can cause a parsing error (see also 3.3).
Ensure that sources follow any of the following formats:
— [SOURCE: ISO XXXX:YYYY, NN]
>> where XXXX is the ISO document number, YYYY is the publication year, and NN is the definition
number
— [SOURCE: ISO XXXX:YYYY, NN, modified]
Annex B
>>where XXXX is the ISO document number, YYYY is the publication year, and NN is the definition
number, and the word “modified” is constant, which means that the definition has been
adapted from a source.
— [SOURCE: ISO XXXX:YYYY, NN, modified — The word “accept” has been changed to “except”.]
>> where XXXX is the ISO document number, YYYY is the publication year, and NN is the definition
number, and the word “modified” is constant, which means that the definition has been
“adapted from a source”, and the sentence The word “accept” has been changed to “except” is
the modification information, which always varies and which should, more often than not, be
a complete sentence and punctuated with a period.
NOTE 1
Inserting definition number and modification information is not required. But if the author/s
has/have inserted them, ensure that you format them based on the preceding format preferences.
NOTE 2
Inserting sources for every entry in the Terms and definitions clause is not required.
10. Ensure that in every term entry, its corresponding acronym, variable, or symbol is moved to the
next line.
(Incorrect)
(Correct)
IMPORTANT — In case the single letter is used as a variable, ensure that it is italicized and not in boldface.
11. Ensure that cross-references to other terms in the clause are set to bold and italic.
3.8 Apparatus
1.
Apply the correct format, under Revision, for the Apparatusclause.
(Incorrect)
Annex B
(Correct)
2.
If the clause is not formatted as shown in the previous snippet, correct the formatting, unless not
applicable. That is, if several paragraphs of explanations and procedures succeed the entries.
See also 6.3.5.2 in ISO/IEC Directives, Part 2.
3.9 Reagents
See 7.1.8.
3.10 Test report
1.
Insert “(i.e. ISO XXXX-NN)” after the first occurrence of “a reference to this part of ISO XXXX”,
where XXXX is the ISO document number and NN is the part number.
EXAMPLE:
2.
Insert “(i.e. ISO XXXX:YYYY)” after the first occurrence of “a reference to this International
Standard”, where XXXX is the ISO document number and YYYY is the publication year.
EXAMPLE:
3.
NOTE
The publication year is more or less the current year you are editing the standard, unless you
are editing it on October or November of the current year. Most likely, documents you are editing on the
said months or later are to be published on the following year.
Insert the article “a” before the word “reference”.
Annex B
EXAMPLE:
4.
Ensure that the insertion of an article (“a” or “the”) to begin each list item is consistent throughout
the Test report whenever applicable.
1.
Verify that annexes are numbered alphabetically (A, B, C, D; not 1, 2, 3, 4).
3.11 Annex
2.
Verify that the numbering of all elements restarts in the Annex (paragraphs, tables, figures,
equations). For example, Table A.1, Table B.1; same with formulas, tables, and figures.
3.12 Bibliography
1.
2.
Highlight resources listed in both the Bibliography and Normative references.
Ensure that ISO documents in the Bibliography are arranged in increasing numerical order, with
the following order of hierarchy for document types:
a.
b.
ISO/IEC documents
d.
ISO/TR documents
c.
3.
ISO documents
e.
ISO/TS
Other non-ISO documents
Ensure that “and” and “&” are not used in the list of authors, even if there are only two authors
for an entry (for non-ISO documents):
EXAMPLE 1:
MENDOZA A., GAPUZ C. ….
EXAMPLE 2:
Mendoza A., Gapuz C., Santos D. …
4.
NOTE
If the ampersand (&) appears in the final PDF file, check with the technical editor (or with ISO).
More or less, this is a Typefi problem.
Ensure that no comma is inserted between an author’s surname and his initials.
EXAMPLE 1:
MENDOZA A., GAPUZ C. ….
Annex B
5.
If ISO documents from the Normative references have to be moved to the Bibliography:
a.
b.
6.
Place them at the bottom of the list if there are many bibliographic cross-references in the
body that you have to renumber. (See 7.1.6.)
Place them in between ISO documents with lower and higher ISO numbers, so that ISO
document are in increasing numerical order, if there are no bibliographic cross-references in
the body that you have to renumber.
Ensure that the publication year is not enclosed in parentheses for bibliographic entries.
3.13 Index
The team should immediately notify ISO if a document has an Index. Nonetheless, if ISO says you may
process the document, follow these guidelines:
1.
2.
Ensure that cross-references to clauses and subclauses are correct.
NOTE
The client is looking for ways to auto-generate the Index in case a renumbering of all clauses in
the document has to be done, hence a renumbering of all cross-references in the Index.
Ensure that the Index is formatted correctly in a borderless table/s.
3.14 Global checks
3.14.1 Clauses and subclauses
1.
Ensure the word "Clause" is in front of the number in all a cross-references.
(Incorrect)
Clause 1
2
Subclause 3
(Correct)
Clause 1
Clause 2
2.
Clause 3
When referring to subclauses, ensure that the word “clause”, “subclause”, “clause”, or “subclause”
does not precede the number.
(Incorrect)
…in Subclause 1.2
Annex B
…as discussed in Clause 2.3
(Correct)
…in 1.2
…as discussed in 2.3
3.14.2 Notes/examples
1.
Ensure that notes and examples do not contain requirements and recommendations.
If a note/example contains requirements or recommendations, perform any of the following
actions:
— Take the text out of the note/example and style as <Body text> (typical paragraph).
— Reword “shall” or “should” to “… is intended to be…”.
EXAMPLE:
Original: “The tester should be at least…”.
Revised: “The tester is intended to be at least…”.
IMPORTANT —Notes to entries may contain requirements and recommendations. Do not edit notes to
entries using the aforesaid guidelines.
3.14.3 Tables
1.
2.
Verify table content and format against reference documents to ensure consistency and accuracy.
Alignment for table elements is not strict in this project, but the following tips may help improve
the look and feel of ISO documents:
a.
Left-align the content of the first column if it is mostly textual.
c.
Centre-align the content for the remaining columns if it is mostly numerical, even if the first
column is left-aligned (because of textual content).
b.
3.
4.
5.
Centre-align the content of the first column if it is mostly numerical.
If a document contains only one table, number it but do not add a text reference for the table that
you have numbered.
Verify that headers for tables that span across multiple pages are logical and consistent with
reference PDFs.
Ensure that units of measure in column headings are not in bold text and that they are brought to
the next line.
Annex B
6.
7.
Ensure that all footnote callouts in a table have a corresponding footnote reference in the table
footer.
Ensure that all table footnotes are in the table footer, not in the page footer (bottom of the page).
NOTE
Typefi does not allow for footnotes inserted using the Insert Footnote function of MS Word
when in tables. Inserting footnote reference using MS Word is allowed only in text.
There are tables that require special edits; these tables are called special-layout tables. To learn more
about special-layout tables, see 6.3.
3.14.4 Figures and key tables
1.
2.
Ensure that all numbers, letters, and symbols in the key tables are found on the figure drawing.
These are called reference pointers.
If not, flag to ISO. The figure may have to be redone.
Ensure that all reference pointers on the figure drawing are found in the key table.
If not, add them if possible. For instance, if the number “8” is in the figure drawing but not in the
key table, add “8” in the key table and insert its corresponding meaning.
NOTE 1
For revised documents, you would know what the reference pointers mean by looking at the
previous edition PDF. Search for the figure and study the drawing. More or less, the meaning of the pointers
are in the previous drawing, which has been revised—replacing text with reference pointers—to make the
drawing text-independent.
NOTE 2
If you cannot decipher what the reference pointers mean, flag the issue.
Annex B
3.
If you encounter figure titles that describe legends, move the legends from the title to the key
table.
(Incorrect)
(Correct)
NOTE
To perform this edit accurately, you should compare against the reference PDF file/s.
Annex B
4.
Move figure labels for subtitles from the figure title to actual figure subtitles, if any.
(Incorrect)
(Correct)
3.14.5 Equations
1.
Ensure that all numbered equations have the number enclosed in parentheses.
3.
Ensure that the italic style is applied to all variables in equations and make that consistent with
those in where-tables (if any) and in the text.
2.
4.
5.
Verify content and format against reference documents to ensure consistency and accuracy.
Ensure that all superscript or subscript content is formatted correctly.
Verify that equations are numbered (except in Terms and definitions, see 7.1.7).
NOTE 1
If there are equations numbered like (1a) and (1b), correct the numbering as follows:
Annex B
— Equations in all clauses preceding the Annex should be numbered (1), (2), (3), and so on, in
increasing numerical order.
— Equations in the Annex should be numbered (A.1), (A.2), and so on, depending on the Annex
letter (Annex A, Annex B, and so on). That means (B.1) and (C.1) should be the numbering for
the first equations in Annex B and Annex C, respectively.
NOTE 2
This rule may not be applicable in special—and very rare—cases.
6.
Apply numbering to unnumbered equations. No need to add a cross-reference if there is none.
8.
Ensure that equations are referred to by their number in cross-references.
7.
Verify casing of elements in equations.
(Incorrect)
…in the below formula.
(Correct)
…in Formula (1).
3.14.6 Lists
1.
Verify end punctuation for each item (semicolon, period, or comma) in lists with more than two
items.
3.
Ensure that final item in all list types is closed with a period.
5.
Capitalize the first word in list items that are complete sentences.
2.
4.
Ensure that numbering has been restarted for each new list or sublist.
Use lower case for the first word (or letter) in list items that are phrases.
For more information on lists, see 5.2.5 in ISO/IEC Directives, Part 2.
3.14.7 Cross-references
1.
2.
3.
Ensure that all clauses cross-referenced in the document really exist, unless the cross-reference
is to a clause of a different document/standard.
Use only the subclause number when cross-referencing to Apparatus and Reagents (do not use
the word “see” preceding the number).
Delete titles of clauses, figures, tables, documents, and the like, in their cross-references.
(Incorrect)
See Figure 1, Direction of forces applied on straight connectors. It shall be…
Annex B
(Correct)
See Figure 1. It shall be…
3.14.8 Designations
Designations are usually included in examples, but sometimes they are in a separate clause titled
“Designations”. They are usually indented by tagging as <Example continued>. When checking
designations:
1.
2.
Ensure that they are in boldface.
Ensure that hyphen, not dash, separates the ISO number from the dimensions.
IMPORTANT —Double-check this after running the eXtyles Advanced Processing as one of the advanced
processes automatically changes them, even inserting a colon before the em dash.
(Incorrect)
(Correct)
3.14.9 Other checks
1.
2.
3.
4.
5.
6.
Change “this document” and “this standard” to “this International Standard” (for single-part
standards) or “this part of ISO XXXX” for multipart standards.
NOTE
Do not apply this rule in boilerplate text such as that in the Foreword, Normative references,
Terms and definitions, in trademark callouts, and so on.
Change all instances of “must” to “shall” where applicable.
Changes all instances of “may” to “can” where applicable.
Ensure that all superscript or subscript content is formatted correctly by comparing with the
reference PDF.
Ensure that all variables are in italic font.
Verify that symbols in mathematical expressions are correctly displayed in the final PDF.
Annex B
7.
Ensure that all superscript or subscript content in key tables and graphics is formatted correctly.
8.
Correct the use of em dash to separate parenthetical phrases. ISO does not use em dash to replace
commas and parentheses.
NOTE
Lowered and raised formats are not allowed. Change them so subscript and superscript,
respectively.
(Incorrect)
Use clean water — with 20 ppm of particles — or …
(Correct)
Use clean water (with 20 ppm of particles) or …
9.
Use clean water, with 20 ppm of particles, or …
Apply Oxford spelling throughout the document.
IMPORTANT —Oxford spelling can be recognized by its use of the suffix -ize instead of -ise: organization,
privatize and recognizable instead of organisation, privatise and recognisable. The spelling affects about 200
verbs, and is favoured on etymological grounds, in that -ize corresponds more closely to the Greek root, izo, of most -ize verbs. Therefore, “analyse” should retain its “s” because it does not fit with the said rule.
10. Apply the serial comma all throughout the document, except in published titles.
11. Verify sentence casing is applied to titles of clauses, subclauses, figures, tables, and so on, unless
a word in the title is a proper noun. For proper nouns, apply capitalization as necessary.
12. Use British style for decimals and numbers; that is, decimal comma instead of point, nonbreaking
space (Ctrl+Shift+Space) instead of comma.
(Incorrect)
0.123
11,000
(Correct)
0,123
11 000
13. Insert nonbreaking space per three digits before and after the decimal comma.
(Incorrect)
0,1234
11000,5013
Annex B
(Correct)
0,123 4
11 000,501 3
14. Highlight fragments because their use is discourage. But this rule excludes those in footnotes,
notes, definitions in Terms and definitions, and examples—where fragments are allowed.
15. Ensure that the correct order of brackets is used all throughout: { [ ( ) ] }
NOTE 1
NOTE 2
This hierarchy does not apply in cases like “…as shown in Figure 1 (see Reference [4])…”.
This rule should be strictly followed especially in equations.
16. Flag those sentences that do not make sense if you cannot decipher their meaning.
17. Ensure that URLs are activated in the PDF.
18. Ensure that instances of “national standards” are in lower case.
19. Use plural verb for the noun “data”.
20. Ensure that tolerances are expressed correctly.
(Incorrect)
20 ± 2 °C
(20 °C± 2 °C) °C
(Correct)
20 °C ± 2 °C (In this case, the unit of measure should follow each numeral.)
(20 ± 2) °C
21. Use “to” instead of an en dash for ranges.
(Incorrect)
12–17
21 mm–37 mm
(Correct)
12 to 17
21 mm to 37 mm
Annex B
NOTE
You may break this rule if they are in tables as this can be allowed to accommodate a limited
column width.
22. For units of measure referenced after the concept it measures, set off with comma or commas, if
it is in the middle of the sentence.
(Incorrect)
m) if required, the 95 % confidence limits of the relevant force, in newtons and of the relevant
(Correct)
m) if required, the 95 % confidence limits of the relevant force, in newtons, and of the relevant
23. Leave the use of “which” both in restrictive and nonrestrictive clauses. It is allowed.
24. Ensure that cross-references to bibliographic entries that are not part of the sentence are in
superscript and are placed after the punctuation:
(Incorrect)
…can be maintained[4].
(Correct)
…can be maintained.[4]
NOTE
If it is a series of bibliographic references, ensure that each cross-reference is separated by a
space (can be a nonbreaking space), not by commas.
(Incorrect)
…can be maintained.[4], [5], [6]
(Correct)
…can be maintained.[4] [5] [6]
25. Change instances of “Part N of ISO XXXX” to “ISO XXXX-N” (for example, change “Part 1 of
ISO 4491” to “ISO 4491-1”), as you should do in the Introduction(see 7.1.4).
26. Delete any mention of Working Groups (WGs) in the document, if possible. ISO does not mention
WG in its deliverables.
27. Insert a footnote for all products mentioned in the document. The footnote callout should be right
beside the product name. The footnote reference should be at the bottom of the page and should
contain the following text:
“This information is given for the convenience of users of this document and does not constitute
an endorsement by ISO TC NN/SC NN of the product named. Equivalent products may be used if
they can be shown to lead to the same results.”
Annex B
IMPORTANT —ISO TC NN/SC NN should be replaced with the correct TC and SC numbers.
NOTE 1
A footnote number (for example, footnote 1) may appear more than once in a page as long as it
refers to the same footnote text. In its second appearance in the page, however, you should insert it
manually with the closing parenthesis. Type it using the keyboard, not using the MS Word Insert Footnote
button, and format it as superscript.
NOTE 2
You should not insert a parenthesis for the original footnote number inserted using the MS
Word Insert Footnote button as the parenthesis is automatically inserted in the PDF file.
3.15 Editing a document by type
3.15.1 International Standards (revised)
1.
Compare the revised edition with the previous edition.
3.
For those sentences, paragraphs, and clauses that have been published in the revised edition,
perform a quick review just to ensure that there are no typographical errors.
2.
For those sentences, paragraphs, and clauses that have been added in the revised edition,
perform a full editorial and technical review.
NOTE
You can still perform a light edit in such instances like when you correct punctuation or any
element that is obviously wrong.
3.15.2 International Standards (new/first edition)
1.
Perform a full edit as specified in 7.1.
1.
Perform a full edit as specified in 7.1.
3.15.3 Technical reports and technical specifications
2.
When referring to technical reports that are parts of a series, change instances of “this report”,
“this document”, “this guide”, and anything similar, to:
a.
3.
b.
“this Technical Report” ― if it is the only part of a series
“this part of ISO/TR XXXX” ― if it is part of a series
When referring to technical specifications that are parts of a series, change instances of “this
report”, “this document”, “this guide”, and anything similar, to:
a.
b.
“this Technical Specification” ― if it is the only part of a series
“this part of ISO/TS XXXX” ― if it is part of a series
3.15.4 Amendments/technical corrigendum
Some guidelines:
1.
Read the document and compare it to its original full standard.
Annex B
2.
Ensure that the amendments refer to clauses that exist in the original standard.
1.
Edit up to only Clause 3 of the document.
3.15.5 JTC1 documents
2.
3.
Do not run Auto-Redact (see also 3.2).
Ensure that the entire document is properly formatted (but no need to correct any typographical
and grammatical errors from Clause 4 onward).
4.
Ensure that the correct boilerplate text for JTC1 documents is in the Foreword (see 7.1.3).
1.
Perform a full edit as specified in 7.1.
3.15.6 Documents from TC 44
2.
Ensure that the boilerplate paragraph for documents from TC 44 is applied in the Foreword (see
7.1.3).
3.15.7 Vocabulary documents
Vocabulary documents have many clauses for terms and definitions. Its clauses are still divided into
different subclauses of terms and definitions falling under a category. They still need to be edited like
standards, though with some exceptions. The following are additional guidelines:
1.
Perform a full edit as specified in 7.1, unless it contradicts the succeeding rules.
3.
Query whether the Scope clause should be unnumbered if it is numbered.
2.
4.
Retain numbering of subclauses in the Introduction (for example, 0.1, 0.2, and 0.3).
IMPORTANT — Generally the Scope clause in vocabulary documents should be unnumbered, but there are
special cases when numbering of the Scope clause is allowed, an agreement which only the ISO editor and
the TC know.
Retain customized titles for different clauses of terms and definitions. More often than not, the
clause title Terms and definitions does not apply to vocabulary documents, even if it is a strict rule
for International Standards.
Annex B
4 Using Typefi
Typefi enables you convert the final error-free XML file you have generated for a document to PDF.
You should ensure that the file has successfully parsed before converting the XML.
4.1 Procedure
To convert an XML file through Typefi:
1.
2.
From the ISO VPN home page, click Typefi Webapp. You will be redirected to the Typefi Publish
v5.1 Web site.
Sign in to Typefi.
NOTE
Your password and user name here may be different from those for the ISO VPN. Ask your lead.
If the following message prompts, click Continue (unless someone else is using your credentials
in a different computer with your permission).
3.
Under Project List, click the correct project (see 8.4.2.)
4.
Click Job Options.
5.
Under job options of the project you have selected, click the correct job option.
For instance, if you are working on an International Standard document, you should click IS - EN
- Cambria.
For instance, if you are working on an International Standard in the Proof stage (see 8.4.2), you
should select IS-Proof-EN.
Annex B
6.
7.
8.
Click Run Job with XML.
Click Choose File to select the file you want to upload.
NOTE
You can click and drag the XML file from the folder to the Choose File button if you are using
Google Chrome.
When you have selected the XML file, click Run Job.
Wait for the job to complete, as indicated in the progress bar under End Time.
NOTE 1
If there is a long queue of other editors converting on Typefi, the job will automatically be
cancelled after 30 minutes. You need to reupload.
NOTE 2
If your job has started and does not finish within 60 minutes, either you need to retry or doublecheck your file. Your XML may have a problem that trips up Typefi even if the document parses successfully
(see 8.4.3).
Once the conversion is successful, you can now download your PDF file from the PDF repository
(see 8.5). Take note of the date and time under Name, document ID under Label, as well as the project
and job option.
Under each project are mainly four job options:
— XX-FDIS-EN
Use this job option for documents at the FDIS (Final Draft International Standard) stage. You can
determine through the folder name when a document is at the FDIS stage. See hints in underlined
and boldfaced text.
— ISOFDIS XXXX (idXXXX) 1st edition
— ISOFDIS XXXX (idXXXX) rev
— XX-FDIS-Note-EN
ISO uses this job option for CEN documents classed as “harmonized".
— XX-Final-EN
You will not be using this job option.
— XX-Proof-EN
Use this job option for documents at the Proof stage. For International Standards, you can
determine through the folder name when a document is at this stage. See hints in underlined and
boldface text.
— ISOPRF XXXX (idXXXX) rev
Annex B
— ISOPRF TS XXXX (idXXXX) rev
— ISOPRF XXXX(idXXXX) 1st edition
— ISOTR XXXX (idXXXX) rev
NOTE 1
All technical specifications (TSs) and technical reports (TRs) ISO sends are in the Proof stage,
not Final.
NOTE 2
4.1.1
4.1.1.1
Specifically, use TR-Proof-EN for technical reports and TS-Proof-EN for technical specifications.
Resolving conversion issues in a document rejected by TYPEFI
TYPEFI behaviors for a reject XML file
You know that Typefi rejected your XML file when any of the following Typefi behaviors occurs:
— Job gets cancelled immediately (the “Red X Pattern”).
— Typefi page seems to load after choosing the XML file, and then it redirects you to the same page
where you should still upload the XML file (the “No-File-Chosen Pattern”).
— Typefi converts the document for more than an hour and then the job gets cancelled due to
conversion timeout (the “Hope-and-Pray-But-to-No-Avail Pattern”).
If you experience any of the said Typefi behaviours, you should consider re-reviewing your document
for proper styling and correct application of templates—unless you have confirmed with ISO that
their Typefi server is down.
See 8.4.3.2.
4.1.1.2
Possible causes of Typefi trip-up and suggested fixes
IMPORTANT —You are highly advised to turn on your paragraph marker to easily detect these possible causes.
Annex B
The following styling and template errors, though not caught by eXtyles, can trip up Typefi:
1.
A set of key text is not set in a key table.
You can determine when a key table is not in a table if you see the tabs appearing in between the
reference pointers and their meaning, and if paragraph marks appear at the end of each line.
2.
FIX: Set all key table elements tagged as <Key text> in a key table. (See 5.2.)
Figure elements are not in the correct order or are incomplete.
This error has several possibilities.
In the case shown in the next snippet, a line styled as <Body text> is misplaced and it succeeds
“Dimension in millimeters”, which is tagged as <Dimension_100>. This tag will search for table
or figure graphic elements that are not present. If you compare against the reference PDF, the
<Body text> line should be placed next to the figure image, tagged as <Body text>. This is a case
of an incorrect order of figure elements.
In the following snippet, the figure title has no corresponding figure graphic path. A line should
be spared for the path of the figure.
In the third snippet, the figure path (tagged as <Figure graphic>) is placed between the title and
the key table. This may not be allowed in Typefi and it certainly is incorrect.
Annex B
3.
FIX: Ensure that figure elements are in correct order and are complete.
An empty paragraph styled as <Table title> immediately succeeds a table, although the table title
has no corresponding table elements that follow.
Typefi will search for column and row elements succeeding a <Table title> tag. If it detects none,
it will reject the XML file you uploaded.
4.
FIX: Delete the empty paragraph or tag as <Body text>.
Empty cells in a table are styled as <Normal>.
Though sneaky, this problem can be easily detected if you carefully observe the discrepancy in
spacing. The <Normal> style in a table causes wide character spacing.
Annex B
5.
6.
7.
8.
1
FIX: Tag as <Table body> or <Table header>, whichever is applicable.
A cell in a row, where all other elements are tagged as <Table header>, is tagged as <Table body>.
FIX: Tag the cell as <Table header> as the other cells in its row.
A cell in a row, where all other elements are tagged as <Table body>, is tagged as <Table header>.
FIX: Tag the cell as <Table body> as the other cells in its row.
An overly long yet simple 1 table spans across more than 10 pages or near to that page count.
FIX: Split the table manually in the Word file (see 6.4).
A single column of numerous merged rows, in a long to medium-length table, spans across around
two pages or more.
“Simple” in this instance means that there are no long merged columns and rows.
Annex B
9.
FIX: Split the table columns where applicable.
Incorrect choice of sizing tags for tables.
A table that should be tagged as Tbl_large_... is tagged as Tbl_small_... instead and other similar
cases.
FIX: Correct the sizing tags for table.
10. Hidden characters are present in the document.
See 3.6.
11. Images (JPEG, BITMAP, and so on) are in the Word file.
These images can be tricky because some of them may appear like MathType objects.
FIX: Remove the images and replace them with figure paths or MathType objects, whichever is
applicable.
4.2 Downloading PDF files from the PDF repository
The PDF repository is where you can download the PDF files you converted from XML through Typefi.
To download the converted PDF file for your document:
1.
2.
3.
4.
From the ISO VPN home page, click PDF repository. A list of different directories named after
each project is displayed.
Click the directory for your project.
For instance, if you used the project IS- EN- Cambria, then click the IS- EN- Cambria project
directory.
In the project directory you selected, click Editions. A list of the job options for your project is
displayed.
Select the job option directory you used to convert your XML file.
For instance, if you used the job option IS-Proof-EN, then click the IS-Proof-EN directory.
Annex B
5.
Click
to search.
6.
Enter the document ID in the Search box.
7.
Click Search. A list of the most recent job options for your document is displayed.
8.
9.
Look for the conversion date and time of the job option for PDF file you want to download.
A comparison of the dates indicated on Typefi can help you.
Click the PDF file you want to download.
You can now double-check your final PDF file before submission.