Document management -- Machine-readable paper forms -- Optimal design for user friendliness and electronic document management systems (EDMS)

ISO 12029:2010 specifies requirements concerning the design of forms for user friendliness, with optimal machine readability for processing by electronic document management systems (EDMS). These requirements are limited to forms using roman characters.

Gestion de document -- Formulaires papier exploitables par machine -- Conception optimale pour la facilité d'emploi et systèmes de gestion de document électronique (EDMS)

General Information

Status
Published
Publication Date
22-Jul-2010
Current Stage
9093 - International Standard confirmed
Start Date
07-Jun-2021
Ref Project

RELATIONS

Buy Standard

Standard
ISO 12029:2010 - Document management -- Machine-readable paper forms -- Optimal design for user friendliness and electronic document management systems (EDMS)
English language
17 pages
sale 15% off
Preview
sale 15% off
Preview

Standards Content (sample)

INTERNATIONAL ISO
STANDARD 12029
First edition
2010-08-01
Document management — Machine-
readable paper forms — Optimal design
for user friendliness and electronic
document management systems (EDMS)
Gestion de document — Formulaires papier exploitables par
machine — Conception optimale pour la facilité d'emploi et systèmes de
gestion de document électronique (EDMS)
Reference number
ISO 12029:2010(E)
ISO 2010
---------------------- Page: 1 ----------------------
ISO 12029:2010(E)
PDF disclaimer

This PDF file may contain embedded typefaces. In accordance with Adobe's licensing policy, this file may be printed or viewed but

shall not be edited unless the typefaces which are embedded are licensed to and installed on the computer performing the editing. In

downloading this file, parties accept therein the responsibility of not infringing Adobe's licensing policy. The ISO Central Secretariat

accepts no liability in this area.
Adobe is a trademark of Adobe Systems Incorporated.

Details of the software products used to create this PDF file can be found in the General Info relative to the file; the PDF-creation

parameters were optimized for printing. Every care has been taken to ensure that the file is suitable for use by ISO member bodies. In

the unlikely event that a problem relating to it is found, please inform the Central Secretariat at the address given below.

COPYRIGHT PROTECTED DOCUMENT
© ISO 2010

All rights reserved. Unless otherwise specified, no part of this publication may be reproduced or utilized in any form or by any means,

electronic or mechanical, including photocopying and microfilm, without permission in writing from either ISO at the address below or

ISO's member body in the country of the requester.
ISO copyright office
Case postale 56 • CH-1211 Geneva 20
Tel. + 41 22 749 01 11
Fax + 41 22 749 09 47
E-mail copyright@iso.org
Web www.iso.org
Published in Switzerland
ii © ISO 2010 – All rights reserved
---------------------- Page: 2 ----------------------
ISO 12029:2010(E)
Contents Page

Foreword ............................................................................................................................................................iv

Introduction.........................................................................................................................................................v

1 Scope......................................................................................................................................................1

2 Normative references............................................................................................................................1

3 Terms and definitions ...........................................................................................................................1

4 Layout and design.................................................................................................................................2

5 User guidance........................................................................................................................................8

6 Post-printing features .........................................................................................................................13

7 Materials ...............................................................................................................................................14

8 Form testing.........................................................................................................................................15

9 Reference criteria for designing forms .............................................................................................15

10 New technology...................................................................................................................................16

Bibliography......................................................................................................................................................17

© ISO 2010 – All rights reserved iii
---------------------- Page: 3 ----------------------
ISO 12029:2010(E)
Foreword

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.

International Standards are drafted in accordance with the rules given in the ISO/IEC Directives, Part 2.

The main task of technical committees is to prepare International Standards. Draft International Standards

adopted by the technical committees are circulated to the member bodies for voting. Publication as an

International Standard requires approval by at least 75 % of the member 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 shall not be held responsible for identifying any or all such patent rights.

ISO 12029 was prepared by Technical Committee ISO/TC 171, Document management applications,

Subcommittee SC 2, Application issues.

This first edition cancels and replaces ISO/TS 12029:2007, which has been technically revised.

iv © ISO 2010 – All rights reserved
---------------------- Page: 4 ----------------------
ISO 12029:2010(E)
Introduction

This International Standard discusses issues and provides guidance for the design of forms that are used for

electronic capture of handwriting information. Features include colour dropouts, type fonts, printing screen

tints, line width, data storage and other interrelated issues. It is necessary to balance conflicting requirements

of user-friendliness and electronic capture. Making a form appealing by use of colour or graphics could assist

users when they complete the form but could also decrease the form's scannability or other automated,

related functions. This conflict might require compromise in the design of a form.

While this International Standard focuses on the design and structure of paper-based forms, it is worth noting

that the design and structure of electronic based forms can have different characteristics, ensuring usability

and readability. The user is advised that use of these specifications when developing paper-based forms while

keeping in mind that electronic forms can be easily replicated in an electronic format (with the same content

as in the paper-based form), but with differing fonts and spacing.
© ISO 2010 – All rights reserved v
---------------------- Page: 5 ----------------------
INTERNATIONAL STANDARD ISO 12029:2010(E)
Document management — Machine-readable paper forms —
Optimal design for user friendliness and electronic document
management systems (EDMS)
1 Scope

This International Standard specifies requirements concerning the design of forms for user friendliness, with

optimal machine readability for processing by electronic document management systems (EDMS). These

requirements are limited to forms using roman characters.
2 Normative references

The following referenced documents are indispensable for the application of this document. For dated

references, only the edition cited applies. For undated references, the latest edition of the referenced

document (including any amendments) applies.

ISO 1073-1, Alphanumeric character sets for optical recognition — Part 1: Character set OCR-A — Shapes

and dimensions of the printed image

ISO 1073-2, Alphanumeric character sets for optical recognition — Part 2: Character set OCR-B — Shapes

and dimensions of the printed image

ISO 12651-1, Electronic document management — Vocabulary — Part 1: Electronic document imaging

3 Terms and definitions

For the purposes of this document, the terms and definitions given in ISO 12651-1 and the following apply.

3.1
alphanumeric

pertaining to a character set that contains letters, numbers and other characters, such as punctuation marks

and symbols
NOTE Adapted from ISO/IEC 2382-4.
3.2
character pitch
number of characters per unit length of a line of print
3.3
dropout ink
ink of a colour that cannot be detected by a scanner
© ISO 2010 – All rights reserved 1
---------------------- Page: 6 ----------------------
ISO 12029:2010(E)
3.4
font

complete set of characters of a given size, weight and style of type, including capitals, small capitals and

lower-case characters, together with figures, punctuation marks, ligatures, etc.
NOTE Adapted from ISO/IEC 2382-23.
3.5
ICR
intelligent character recognition

advanced optical character recognition (OCR), or rather more specifically, hand-printed recognition system

that allows fonts and different styles of handwriting to be learned by a computer during processing to improve

accuracy and recognition levels
3.6
MICR
magnetic ink character recognition
machine recognition of digits printed with magnetizable ink
3.7
OMR
optical mark recognition

machine recognition of a mark such as a tick, cross or spot based on minimum area rather than shape of the

mark
[ISO 2033]
3.8
recognition zone
area around a recognition data field that is free of other data
4 Layout and design
4.1 General

The design of a form easiest for a person to complete can be in conflict with the most machine-readable form.

For example, in a user-friendly layout, the following items, all interspersed with printed instructions next to

specific areas, might be desirable:
⎯ large print,
⎯ colour-coded areas, and
⎯ areas to be completed with both alphabetic and numeric information.

However, in a form designed for an electronic image management system (EIM), strict segregation of spaces

for numeric and alphabetic information and instructional text within dropout colour areas can all be essential

features. Optimum design can require a compromise between ideal user and scanner requirements. All

logically connected information should be placed on the same page.
4.2 Data storage requirement

The designer should be aware of the impact on data storage requirements of line borders, screened tints and

logos or other design elements with large areas of reversed print. Reversed print will make heavy demands on

data storage. For all designs, particularly those having large areas of reversed print, the amount of data

storage required should be determined and compared to the amount of data storage available within the

system.
2 © ISO 2010 – All rights reserved
---------------------- Page: 7 ----------------------
ISO 12029:2010(E)
4.3 Page format

On each page of a form, the margin all around should not be less than 10 mm. If the document is bound,

padded or has punched holes or die cuts, the margin at that edge should be not less than 25 mm, and holes

and die cuts should be restricted to that margin.
Text and entry fields should not be within 6,5 mm of any crease or perforation.
4.4 Typeface and font
4.4.1 Typeface

There are two styles of typeface commonly used on forms, serif and sanserif, as illustrated in Figure 1.

a) Serif b) Sanserif
Figure 1 — Comparison of serif and sanserif typefaces

Serif style is designed for ease of legibility, has variable line width within a character and a cross-line finishing

a stroke of a letter. Sanserif has uniform line width within a character and no cross-lines. It is the style used in

ISO standards.

Serif type will inherently take more data storage capacity in a compressed image than sanserif type because

more information has to be recorded for each character. With the most commonly used compression

techniques, approximately 10 % more storage is required for a page printed in serif, as compared with one

printed in sanserif type.

Sanserif generally requires less horizontal line space and more vertical height than the same point size serif

type. Because of its uniform line width, it is preferred for photocopying, microfilming and scanning.

For forms which might be used in optical character recognition (OCR) applications, sanserif typefaces should

be used.

For information on a form that is not required to be captured by scanning, the style of typeface used is not

important.
4.4.2 Symbols

An OCR program can use a particular symbol to prompt an action. The form designer should be aware of any

such symbols and avoid their use other than as a prompt.
4.4.3 Spacing

In typesetting, character spacing can be either fixed or proportional. In fixed typesetting, each character takes

up equal horizontal space. Proportional typesetting allows for characters of different width, such as that of “i”

compared with “w” and automatically adjusts space between the individual characters to give a more natural

appearance.

There should be a clear gap between characters. The recommended minimum gap is not less than the width

of the vertical stroke of characters of the font.
© ISO 2010 – All rights reserved 3
---------------------- Page: 8 ----------------------
ISO 12029:2010(E)

The designer should also be concerned with vertical spacing requirements of an OCR system. Although

4,2 mm vertical spacing is usually sufficient for typewritten entries, at least twice that amount of space is

necessary for hand-printed entries and for separating entries for OCR.
4.4.4 Character pitch

Form design should allow no more than 0,4 characters per millimetre for character pitch.

4.4.5 Character size

In the printing industry, type size is usually specified in millimetres. In a computer or typewriter, type size is

usually indicated in points. Fortunately, the printing industry is familiar with both systems and can easily

translate requirements. The point (0,35 mm) is a unit derived from the height of metal slugs, once commonly

but now rarely, used to set type. The size of character is not directly related to point size. For a given point

size, the actual heights of the same upper-case character can be different for various typefaces. There is also

variation in the ratio of heights of lower-case “e” to upper-case characters. This means that for a given point

size, even if upper-case characters of two different typefaces have the same height, there is a possibility that

this may not be so for lower-case characters. Since it is the size of the lower-case characters that will limit

scannability, minimum acceptable point size should be determined by the height of the lower-case “e”. The

recommended minimum height of the lower-case “e” is 1,4 mm.

If the EIM system is used as a transfer medium as part of overall processing of the information extracted from

a form, the minimum type size used shall allow for any degradation of image quality resulting from subsequent

parts of the process.
4.4.6 Weight

The weight of a type font is its relative line thickness, ranging from light to extra bold. Font weight directly

affects the number of dots or pixels used to display a character of an electronic image. Different weights can

also be used to emphasize or reduce significance of text blocks or captions for the user.

4.4.7 Type family

Design variations on a basic typeface can include italic, condensed, expanded and others. Form designers

should try to keep the number of type families used within a form to a minimum to project an uncomplicated

appearance that is pleasing to the eye. EIM systems and particularly OCR software can also benefit from

limited use of type families.
4.5 Machine-printed stylized information
4.5.1 General

Information may be presented on a form as a bar code or in OCR or MICR characters. These bar codes and

stylized character sets are especially designed for automated processing and are machine readable with high

accuracy.

Machine reading is not always wholly accurate. The degree of accuracy achievable can be improved if forms

have error-checking features built into their design. Whenever possible, forms should be designed to use a

second source of information for cross checking. When calculation is involved, both subtotal and entry figures

should appear on forms so the processing system can recalculate the subtotal to compare it with the amount

read. Other examples of information for cross checking are account number/customer name, version

number/issue date.
4 © ISO 2010 – All rights reserved
---------------------- Page: 9 ----------------------
ISO 12029:2010(E)
4.5.2 OCR fonts

OCR fonts such as Farrington 7B, OCR-A and OCR-B are available with numeric only and alphanumeric

character sets for automated recognition. Data encoded using OCR fonts shall be printed in accordance with

the relevant International Standards listed in Table 1.
Table 1 — OCR font standards
Code types supported International Standard
OCR-A numeric ISO 1073-1
OCR-A alphanumeric ISO 1073-1
OCR-B numeric ISO 1073-2
OCR-B alphanumeric ISO 1073-2

OCR characters should be printed by a laser printer at the highest resolution whenever possible. The use of a

dot matrix printer will generally give poorer print quality and reduce the accuracy of the OCR reading. Black

characters printed on a white or light-coloured background are preferred.

OCR characters may be placed anywhere on the form, however, they should preferably be in a clearly defined

recognition zone and printed parallel to the other text. For an example of an OCR font, see Figure 2.

Figure 2 — Sample OCR code
4.5.3 MICR fonts

MICR fonts, shown in Figure 3, are limited, highly stylized character sets that are printed using magnetic ink.

Among several fonts available, E-13B and CMC-7 are the fonts frequently used on financial transaction

documents such as cheques. E-13B is highly machine readable because of its solid clear character format.

CMC-7, on the other hand, is more difficult for optical recognition because the characters are made of discrete,

thin vertical lines.
Figure 3 — Sample MICR code
© ISO 2010 – All rights reserved 5
---------------------- Page: 10 ----------------------
ISO 12029:2010(E)
4.5.4 Bar codes
4.5.4.1 General

Bar codes, as shown in Figure 4, may be placed anywhere on a form provided appropriate steps are taken to

protect their integrity.
Key
1 quiet zone (10×)
2 data
3 start
4 stop
5 typical data character
6 9 bits
Figure 4 — Sample bar code
4.5.4.2 Using bar codes on forms

Bar codes are commonly used as a faster, cheaper, and more accurate alternative for the capture of textual

information about an individual, a place, or thing. There are many different types of bar code symbolization

available with the choice of symbolization being applications driven.

Bar codes can be printed using most of the printing processes. They can also be applied as labels at different

stages of forms processing. When printing bar codes, the specifications governing the applicable

symbolization should be strictly followed so as to ensure that the codes will be successfully read.

Bar codes may be incorporated to automate forms-handling by representing the form number, certain fields of

the user-entered information, and possibly a control or tracking number to facilitate inventory requirements.

4.5.4.3 When to add bar code

If the bar code represents information that is contained on the blank form (e.g. form number), the bar code

should be placed on the original prior to making distribution copies from it. A quiet zone containing no dark

marks, lines, print, etc., should surround the bar code area.

If the bar code represents information that is filled in by the user (e.g. an invoice number), the bar code should

be created by the user, and the only form-design requirements would be to allow a sufficiently large quiet zone

and instructions for the placement of a bar code label.
6 © ISO 2010 – All rights reserved
-------------
...

Questions, Comments and Discussion

Ask us and Technical Secretary will try to provide an answer. You can facilitate discussion about the standard in here.