Drafting of European Standards – Electronic preparation

This document provides guidance to TC Secretaries and others involved in the electronic preparation of drafts on the minimum requirements for file formats and file naming conventions. It makes specific reference to the ITSIG Guide.

This document does not cover the technical implementation for the management of files within database systems at ISO/CS or CCMC, e.g. E-Trans.


1.1 The text shall be written in WORD 97 ( or latest version) using the latest version of the drafting template provided by CEN, preferably the CEN Simple template for drafting standards.

1.2 Figures and graphics shall not be saved within the WORD file. Instead, the figure or graphic files shall be kept as separate tif files (or, exceptionally, eps files) and be addressed as relative links in WORD. See Clause 3.

1.3 The WORD files submitted to CCMC by the TC secretary shall carry a file name using the following convention:

EN_123-4_(E).doc, where the letter in brackets stands for the language
(E = English, F = French, D = German).

NOTE:  CCMC will continue to use the current file naming conventions for the Weekly Output file.


The PDF files shall be generated by using the Acrobat Distiller, applying the standard print settings for generating PDF files


3.1 General requirements for electronic figures and graphics

3.1.1 The images shall be in the original publication size (i.e. 100 %).

3.1.2 The image orientation shall be upright.

3.1.3 The image boundaries shall not exceed 170 mm × 250 mm or 250 mm × 170 mm, depending on the object orientation. Sufficient space shall be provided within this area to accommodate the figure title, any comment concerning dimensions and a key (if required).

3.1.4 For every figure described as a "Figure", any graphic in a table or in the text and any form that has a specific structure and presentation (e.g. an example of a form), one image file has to be assigned.

3.1.5 Figures typically include textual elements in addition to the graphical elements. The textual elements in figures carry semantic meaning and are language sensitive. They often need to be edited and translated, which leads to difficulties if contained within the graphic file. Therefore, textual descriptions in figures shall be replaced by item references (numbers) or figure footnotes, with an explanation of their meaning placed within the textual part of the document and not within the graphic file.

This greatly facilitates the editing of the labels, reduces significantly the conversion problems inherent in exporting and importing the graphic files, and allows the same graphic to be used for all language versions of a document.

The only exceptions to the above requirement are for diagrams, flowcharts, organization charts and forms where textual elements within the graphic file may be necessary.

  For the translation procedure, diagrams, flowcharts, organization charts, etc. that are not language neutral need only be delivered by the TC Secretary in the reference language.

3.1.6 Complex graphical alignments, especially figures running over several pages, figures with subdivisions and figures with large amounts of text or tables shall be avoided. These alignments are not explicitly supported through the STD-template and for XML generation. They have to be formatted manually and cause extraordinary amounts of additional work to process. Ideally, a figure should comprise only one image file, the figure title, the units, the key with the referenced texts, notes and footnotes. For examples, see Clause 7.

3.2 Specifications for tif files

For the implementation in WORD, the following file settings shall be used:
• format: TIFF up to revision 5;
• compression: LZW;

NOTE:  It is admissible to use CCITT4 compression for all monochrome figures, photos, etc. and to use LZW for coloured ones only.

• colour encoding: monochrome (1 bit) up to true colour (24 bit);
• output size: defined as the image size;
• resolution: 600 dpi.

3.3 Naming conventions of files with figures and drawings

3.3.1 General
The naming of image files for the handling of graphics in WORD shall be in accordance with the following scheme:

1.<number>full stop<format> (for graphics appropriate for all language version)2.<number>underline<language>full stop<format> (for language specific graphics)

Language is the placeholder for the language designation generated though the STD template
Number is the placeholder for the numbering in accordance with the following schema
Format, see 3.3.2 and examples in 3.3.3.

3.3.2 Numbered figures
For every figure identified as a "Figure", a figure number shall be used.  The figures shall be counted continuously, starting at 1. Moreover, the counting is done in the logical sequence of the text or likewise within tables.
For figures included in an annex, the full stop between the annex letter and the numerical part is omitted. Where possible, the number shall comprise a total of 4 characters using leading zeros if necessary, no more than 8 characters shall be used.
• 0001, 0002, ... 9999:  for Figure 1, Figure 2 ... Figure 9999
• a001, a002, ... z999:  for Figure A.1, Figure A.2 ... Figure Z.999
• za01, za02, ... za99:  for Figure ZA.1, Figure ZA.2 ... Figure ZZ.99

3.3.3 Examples
• 0001.tif = Figure 1
• a001.tif = Figure A.1
• zb04.tif = Figure ZB.4

3.4 Embedding tif files in WORD

3.4.1 General

The preferred file format used for drawings, graphics, etc. for linking with WORD is tif, as specified in Clause 3.2. In exceptional cases, the eps format may be used. Figures and graphics shall not be saved within the WORD file. The figure/graphic files shall be kept as separate tif files (or exceptionally, eps files) and be addressed as relative links (i.e. WORD and tif files must be kept in the same directory, see Clause 3.4.2).

It is very important that figures are linked and not only inserted. Linking is required for XML and if done properly during drafting, it can save time during editing.

NOTE:  This allows the files to be viewed and processed on any computer regardless of the local pathnames.

3.4.1 Procedure

At the time of creating the link, the WORD file and the tif files must be in the same directory. Go to the menu "Insert – Picture – From File". In the textbox, select the appropriate figure and then choose "Link to file", as shown in Screenshot 1.

Screenshot 1 - Insertion of relative links to tif files


When figures in eps format are delivered, the specifications given in Annex E of the ITSIG-Guide apply.

5.1 Positive examples

According to the rules given in the CEN/CENELEC Internal Regulations - Part 3 and ISO/IEC Directives - Part 2, figures may be subdivided to one level. Subdivisions of figures are numbered using small alphabetic letters (a-z).
The subdivisions are included under one figure element. The whole figure is subtitled using a normal figure number and title. The graphics are stored in one file, including the subdividing letters a, b, c, etc. Their descriptions, i.e. titles for the subdivided items, are placed above the key in a normal text font (not bold). For this method, only one graphic file, one set of units and one key may be specified. For subfigures, the figure and the subfigure title needs to be inserted into a table with or without borders.
Where each of the subfigures contains different key items, notes and footnotes, these shall only form a separate numbering sequence for each of the subfigures within this figure element. Example 1 shows a subdivided figure but with common key items for both subfigures. They therefore only appear once, in one single key.

Example 1:


       a) Vertical field of vision                                          b)Horizontal field of vision

Zone A:  Recommended
Zone B:  Acceptable
Zone C:  Not suitable
Line S:  Imposed line of sight

Figure 1 — Field of vision when line of sight direction is imposed by external task requirements

5.2 Negative examples

It is deprecated to use alternative or combined forms. In particular, it is not allowed to:
• use different numbering schemes for subdivisions, or
• use the word "Figure", a figure number and title both for the figure and for its subdivisions (both cases are shown in Example 2), or 
• continue the numbering sequence of key items, notes or footnotes through separate, independent figure elements.


Key                                                                                      Key
Zone A: Recommended                                            Zone A: Recommended
Zone B: Acceptable                                                  Zone B: Acceptable
Zone C: Not suitable                                                 Zone C: Not suitable
Line S: Imposed line of sight
Figure 2.1 — Vertical field of vision                              Figure 2.1 — Horizontal field of vision

Figure 2 — Field of vision when line of sight direction is imposed by external task requirements


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Figures need to be in tiff or eps format, language neutral with a 600 dpi. The boundaries shall not exceed 170 mm by 250 mm.


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