Interpretation of the Format of Official Documents of State Administrative Organs
This standard specifies the common paper requirements, printing requirements, arrangement order of elements in official documents and identification rules for official documents of state administrative organs.
this standard is applicable to official documents issued by state administrative organs at all levels. Other official documents can refer to the implementation.
the format of official documents printed in minority languages can be implemented according to the relevant provisions of this standard.
this chapter specifies the content scope, application scope and specific scope of the standard.
(1) Content scope
The content scope only covers the paper requirements, printing requirements, the arrangement order and identification rules of the elements in the official document format of the state administrative organs (hereinafter referred to as "official documents"), and is not the whole scope of the official document format. The complete requirement of official document format should be to combine the requirements of official document format in the Measures for Handling Official Documents of State Administrative Organs with this standard.
(2) Scope of application
This standard is applicable to official documents of state administrative organs at all levels, and official documents of other organs, enterprises and institutions can be implemented with reference. The so-called reference execution means that it can be implemented in combination with one's own reality.
(3) Specific scope
According to the Measures, official documents in ethnic minority autonomous areas can use ethnic minority languages at the same time. Because the fonts, fonts and writing habits of minority languages are different from those of Chinese characters, the implementation of this standard can be stipulated separately with reference to this standard in some places.
2 reference standard
GB/t148—1997 printing, writing and drawing paper format size
The national standard GB/t148—1997 printing, writing and drawing paper format size cited in this standard mainly specifies the format size of printing, writing and drawing paper. In general official document paper, printing paper and writing paper are mainly used. Because this standard is adopted equivalently according to the international standard ISO218, the paper size in it is completely consistent with the international standard. In the A series of paper types, the paper type of official document paper is A4, that is, the format size is 21mm×297mm, and the error of each trimming is specified to be 3 mm. Therefore, GB/T 974-1999 "Official Document Format of State Administrative Organs" stipulates that the basis of the paper format size for official documents is GB/T 148-1997 "Printing, Writing and drawing paper Format Size".
3 definitions
the following definitions are adopted in this standard.
3.1 Word
identifies the length unit of the horizontal distance in the official document. A word refers to the space occupied by a Chinese character.
line 3.2
identifies the length unit of the vertical distance in the official document. This standard takes the height of No.3 plus the distance of 7/8 times of the height of No.3 as a benchmark line; The document title is based on the distance between the height of No.2 word and 7/8 times of the height of No.2 word.
in this standard, in order to determine the positions of various elements in official documents, it is necessary to give uniform provisions on the vertical and horizontal positioning of official documents. Therefore, the horizontal description of official documents is "word" and the vertical description is "line". In these two definitions, "Zi" refers to the horizontal distance of Chinese characters. The concept of "line" (except for heading No.2) refers to the height of No.3 plus its distance of 7/8 times. Therefore, a line referred to in the standard is a fixed unit of quantity. From these two definitions, we can accurately locate any element in the official document.
4 Main technical indicators of official document paper
Official document paper generally uses offset printing paper or copy paper with a paper weight of 6g/m-8g/m2. Paper whiteness is 85%-9%, transverse folding endurance ≥15 times, opacity ≥ 85%, and pH value is 7.5-9.5.
due to the special status of official documents, on the one hand, we should consider their serious and solemn appearance, on the other hand, we should also consider the requirements of their frequent use and long-term preservation as files, so we must make corresponding regulations on the technical indicators of official document paper.
The quality of official document paper is 6g/m2-8g/m2 offset printing paper or copy paper, which comprehensively considers the economy and aesthetics of official document paper. Units with relatively poor economic conditions can use offset printing paper with a paper quality of not less than 6g/m2, and offset printing paper with a paper quality of 7g/m2 can be used for general official documents. For some units that use high-grade printing equipment, offset printing paper or copy paper with paper quality not higher than 8g/m2 can be used. This relatively flexible regulation avoids a one-size-fits-all approach, and each user can grasp it according to his own situation, as long as it is not lower than the lower limit or higher than the upper limit, it meets the standards.
the whiteness of official document paper is analyzed and summarized according to the indexes of national standards and industry standards related to A-class writing paper and offset printing paper. If the whiteness of the paper is too low, it looks dark, like a newspaper, and it is not solemn; The whiteness of paper is too high, and the reflectivity increases, which makes it look dazzling, especially at night, which has a great influence on vision and is very uncomfortable after a long time. [Page]
The purpose of transverse folding endurance ≥15 times is to ensure that the paper used for official documents is not too brittle and must be flexible. Because many official documents need to be circulated at many levels, if the paper used for official documents is too brittle, the paper will break without reading it several times, which will directly affect the effectiveness of official documents.
opacity ≥ 85% is to ensure that documents do not use paper with high transparency. If the transparency of the paper used for official documents is too high, the printed words on the front and back will appear to be mutually transparent, and it seems that the words are very messy, resulting in low printing quality and affecting the reading and transmission of official documents. This is also an important index of official document paper.
the ph value of 7.5-9.5 is determined according to the relevant provisions in the industry standard da/t11-1994 "document paper durability test law" formulated by the national archives bureau.
according to this industry standard, the pH value of general durable paper that has been archived for more than 2 years should be 7.5-9.5. Because official documents will be kept and used as archives for a long time, it is necessary to stipulate this index.
5 document paper format and layout size 5.1 document paper format size A4 paper specified in GB/T148 is used for document paper, and its finished product format size is 21mm×297mm. See GB/T148 for the allowable deviation of size.
5.2 the margin of official document and the size of the plate center
the top (upper white margin) of official document paper is 37 mm LMM
the binding (left white margin) of official document paper is 28 mm 1 mm
the size of the plate center is 156mm×225mm (excluding page numbers)
This standard is changed. It should be said that this provision was made on the basis of a large number of investigations and studies and the investigation and analysis of the impact that changing the paper type for official documents will have on the corresponding industrial systems in China.
This major change is mainly based on the following three considerations:
(1) Adopting international standards has become a general trend of official paper in the international scope
As early as 1975, the International Organization for Standardization (ISO) formulated the specification standard of writing paper (that is, daily office paper), namely ISO 262: 1975, and its main content is to stipulate that the specification of writing paper is A4. Due to the full consideration of ergonomics, this paper can hold more information, and its size is moderate, which makes users feel more comfortable. At present, commonly used copiers, printers, computers, fax machines, etc. basically use A4 standard as the basic paper type.
As A4 paper is an international standard paper type, it has been widely used in various countries and international organizations, and A4 paper is mostly used for official documents. A4-type paper is used as conference document paper for international conferences. In the process of revising the standard, the revision working group specially investigated the official document paper of many countries and international organizations, and all the official document examples collected used A4 paper as the official document paper.
(2) China has basically met the requirements for adopting the international standard A4 document paper
In 1987 and 1988, China formulated the national standards GB/T788 and GB/T148 equivalent to ISO6716 and ISO216 respectively. However, considering the actual situation in China, in these two standards, China's own standard 16 is also stipulated. With the popularization of A4-type international standard, A4-type paper is widely used as official document paper and writing paper in various countries, and all kinds of office automation equipment have the function of processing A4-type paper, making A4-type paper as writing paper and book and magazine paper is the general trend in China. For this reason, GB/T148 and GB/T788 have been revised, and the international standard A series has been clearly defined as the format size of writing paper and books and magazines, which also laid the foundation for China's official document paper to adopt the international standard A4 and make China's official document paper in line with international standards. (3) Analysis of the necessity and basic conditions of eliminating the 16-format paper.
For a long time, China has been using the 16-format paper for official documents. This paper standard is actually a standard used in early Japan. This paper type is no longer used in Japan today.
official documents printed in this paper type carry little effective information, which is not conducive to official communication with governments or international organizations. Another disadvantage of 16-format paper as official document paper is that it has no uniform specifications, and it is mixed with B5-format paper and l6-format paper. Different paper specifications lead to different sizes of front and back pages of some government documents, which affects the quality of official documents and is not serious. However, the international standard A4 has strict specifications, and the error of A4 paper will not exceed lmm no matter where it is bought, which can ensure the unity of paper types for documents. Therefore, it is necessary to eliminate the paper type of l6 open document and adopt the international standard A4 as document paper. [Page]
It is a revolutionary change of official document paper in China to change the official document paper from l6 to A4. Judging from the current situation, China's printing equipment manufacturing enterprises have been able to produce and manufacture printing equipment in line with the international standard A series, and will gradually phase out the old production equipment. Moreover, the copiers, printers and light printers in use at present, most of them use A4 as the basic paper type, and the printing equipment of many government departments has been gradually updated to print A4-type official documents.
At present, it is basically ripe to replace the 16-format paper with A4-format paper. Therefore, it is clearly stipulated in the national standards of "Measures for Handling Official Documents of State Administrative Organs" and "Official Document Format of State Administrative Organs" that the paper specifications for official documents generally adopt the international standard A4.
6 colors of graphics and texts in official documents
Unless otherwise specified, the colors of graphics and texts in official documents are all black.
under normal circumstances, official documents are all black except for the logo of the issuing authority, the reverse line of the eyebrow and the seal of the issuing authority. In order to avoid repetition of descriptions in the later chapters of this standard, general provisions are made here.
7 Typesetting specifications and printing and binding requirements
7.1 Typesetting specifications
No.3 font is used for the text, and No.3 font or bold font can be used for subtitles in the text, generally 22 lines are arranged on each side, with 28 words in each line.
7.2 plate-making requirements
The layout should be clean and free of ash, with clear handwriting and no broken lines, standard size, and the center of the plate should not be inclined, with an error of less than lmm.
7.3 printing requirements
double-sided printing; The page number is set correctly, and the error on both sides shall not exceed 2mm. Black ink should reach BLl％% of chromatographic standard, and red ink should reach Y8％% and M8％% of chromatographic standard. The printed matter is solid and even; Literally, it is not flowery, white or broken.
7.4 binding requirements
official documents should be bound on the left side without losing pages. The cover and book block of the official document do not fall off, and the back is flat and empty. The error between the two page numbers shall not exceed 4 mm. For saddle stitch or flat stitch, the eye distance between the two nail saws is 1/4 above and below the book block, with an allowable error of 4 mm.. The distance between the flat staple saw and the spine is 3mm-5 mm; There are no bad nails, missing nails and heavy nails, and the nail feet are flat and firm; Do not leave the page on the back. The dimension error of the cut product is ±lmm, and the four corners form 9 degrees, without stubble or defect.
For a long time, our official documents lacked a systematic printing and binding standard. Therefore, some official documents are printed and bound because they don't know or are unclear about the unified requirements, which makes the printing and binding of official documents irregular, poor in quality and not serious. Therefore, when revising the standards, the requirements of document printing and binding are stipulated, the main purpose is to enable comrades engaged in document printing and binding to clearly understand how to print and bind documents in line with national industry standards.
(1) The typesetting specification given in the standard is to ensure the unity of the number of lines and words in official documents. This regulation is a necessary measure to solve the above-mentioned frequent problems. In the normal case of a full row of official documents, this provision should be implemented. However, if a blank page is likely to appear on the next side, it is necessary to adjust the number of words and lines on a certain side to ensure that there is the body content of the official document on the next side. This situation is a special case. Therefore, the general situation stipulated in the standard is relatively special.
(2) The requirements for plate making are given in the standard, which is to ensure that the departments that use plate making to print official documents can have an operable regulation in the plate making process, so as to ensure the printing quality of official documents and reduce the occurrence of unqualified official documents.
(3) The requirement of printing in the standard is to ensure the quality control of official documents in the printing process. There are many indicators about the quality standard of printed products, and only the most basic and universal printing technical indicators are given in this standard; These indicators can be easily achieved as long as < P > is taken seriously. It is worth mentioning that in order to make official documents basically consistent in ink chromatography in the future, the chromatographic indexes of black ink and red ink are given in the standard. As long as official documents are printed according to the ink chromatography given in the standard, the relative consistency of official documents can be basically guaranteed.
(4) The binding requirement in the standard is to ensure the quality control of official documents in the binding process. Due to the special function of official documents and to ensure their long-term preservation, the binding of official documents is unified.