JAPANESEINDUSTRIAL

STANDARD

TranslatedandPublishedbyJapaneseStandardsAssociation

JISZ6016:2003(JIIMA/JSA)

Electronicimagingprocessof

paperdocumentsandmicrofilmeddocuments

ICS01.140.30;35.240.30

Referencenumber:JISZ6016:2003(E)

一

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Foreword

ThistranslationhasbeenmadebasedontheoriginalJapaneseIndustrialStandardestablishedbytheMinisterofEconomy,TradeandIndustrythroughdeliberationsattheJapaneseIndustrialStandardsCommitteeaccordingtotheproposalofestablishingaJapaneseIndustrialStandardfromJapanImageandInformationManagementAssociation(JIIMA)/JapaneseStandardsAssociation(JSA),withadraftofIndustrialStandardbasedontheprovisionofArticle12Clause1oftheIndustrialStandard-izationLaw.

AttentionisdrawntothepossibilitythatsomepartsofthisStandardmayconflictwithapatentright,applicationforapatentafteropeningtothepublic,utilitymodelrightorapplicationforregistrationofutilitymodelafteropeningtothepublicwhichhavetechnicalproperties.TherelevantMinisterandtheJapaneseIndustrialStandardsCommitteearenotresponsibleforidentifyingthepatentright,applicationforapatentafteropeningtothepublic,utilitymodelrightorapplicationforregistrationofutilitymodelafteropeningtothepublicwhichhavethesaidtechnicalproperties.

DateofEstablishment:2003-11-20

DateofPublicNoticeinOfficialGazette:2003-11-20

Investigatedby:JapaneseIndustrialStandardsCommittee

StandardsBoard

TechnicalCommitteeonTestingandMeasurementTechnology

JISZ6016:2003,FirstEnglisheditionpublishedin2004-09

Translatedandpublishedby:JapaneseStandardsAssociation4-1-24,Akasaka,Minato-ku,Tokyo,107-8440JAPAN

Intheeventofanydoubtsarisingastothecontents,

theoriginalJISistobethefinalauthority.

◎JSA2004

Allrightsreserved.Unlessotherwisespecified,nopartofthispublicationmaybereproducedorutilizedinanyformorbyanymeans,electronicormechanical,includingphotocopyingandmicrofilm,withoutpermissioninwritingfromthepublisher.

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Contents

Page

1Scope 1

2Normativerefcrences 1

3Definitions 1

4Specificationofelectronicallyimageddocumentsandsettingupof

inputandoutputapparatus 2

4.1Specificationofelectronicallyimageddocuments 2

4.2Settingupofinputandoutputapparatus 3

4.3Recordoftestchart,etc 4

5Preparationforelectronization 4

5.1Preparationandcheckbeforeconversionwork 4

5.2Documentstobeelectronicallyimagedandindex 5

5.3Preparationofregistrationslips 6

6Electronicimagingprocessofdocuments 8

6.1Conversionofpaperdocumentsandtheliketoelectronically

imageddocuments 8

6.2Registrationsystemofelectronicallyimageddocumentstocommon

server 9

6.3Storageofelectronicallyimageddocuments 12

6.4Disposaloforiginalpaperdocumentswhichhavebeenelectronically

imaged 12

7Systemandimagequalityinspectionmethodforelectronically

imageddocuments,andimagequalityinspection 12

7.1Systemandimagequalityinspectionmethodforelectronically

imageddocuments 12

7.2Inspectionofimagequalityofsystemandelectronicallyimaged

documents 14

7.3Storageofinspectionrecord 16

8Inspectionofindexandthelike 16

8.1Inspectiononretrievalsoftware 16

8.2Inspectiononregistrationslips,ete 16

8.3Inspectiononhousing 16

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9Utilizationofelectronicallyimageddocuments 17

10Maintenanceanddisposalofdocumentsandrecordingmedia 17

10.1Maintenanceperiod 17

10.2Disposal 17

Annex1(normative)Countermeasuresforsecurityofelectronically

imageddocuments 18

Annex2(informative)Storageandperiodicinspection 20

(ii)

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JAPANESEINDUSTRIALSTANDARDJISZ6016:2003

Electronicimagingprocessofpaperdocumentsandmicrofilmeddocuments

1ScopeThisJapaneseIndustrialStandardspecifiesaseriesofelectronicimag-ingprocessesincludingelectronization,utilization,disposal,qualitycontrol,secu-ritymeasuresandsooninthelifecycleofpaperdocumentsandmicrofilmeddocuments.

Remarks:ThisStandarddoesnotapplytodocumentsofwhichtheimportantcomponentiscolouridentification.

2NormativereferencesThefollowingstandardscontainprovisionswhich,throughreferenceinthisStandard,constituteprovisionsofthisStandard.Themostrecenteditionsofthestandards(includingamendments)indicatedbelowshallbeapplied.

JISX6933Informationtechnology—Oficemachines—Methodofspecifyingim-agereproductionofcolourcopyingmachinesbyanalogtestcharts—Realisationandapplication

JISZ6014Micrographics—Testchartsfordigitizingimage—Descriptionanduseinelectronicimagery

ISO/IEC15775Informationtechnology—Oficemachines—Methodofspecifyingim-agereproductionofcolourcopyingmachinesbyanalogtestcharts—Realisationandapplication

3DefinitionsForthepurposeofthisStandardthefollowingdefinitionsapply:

a)documentPaper,microfilm,magnetictape,opticaldisk,ormagneticdisk,ete.onwhichinformationanddataisrecordedbymeansofletters,imagesorothersymbols.

Magnetictape,opticaldisk,magneticdisk,etc.arecalledelectromagneticre-cordingmediumandtheelectromagneticrecordistherecordmadebythemethodssuchaselectronicmethodandmagneticmethodwhichareunabletoberecog-nizedbyhumanperception.

b)microfilmeddocumentDocumentsrecordedonmicrofilm.

c)electronicimagingprocessProcesstoproduceelectronicimagesfrompa-perdocumentsormicrofilmeddocumentsandtheprocedurestousethem.

d)lifecycleofdocumentsLifepropertiesofdocumentsoratotalperiodofaseriesofprocessesduringwhichthedocumentsareproduced,registered,used,stored,maintainedanddisposed.

e)electronicimagingCreationofelectronicimages(bit-mappedimage)ofthepaperdocumentsormicrofilmeddocumentsusingascannerorthelike.

f)conversionElectronicimagingofthepaperdocumentsormicrofilmeddocu-ments.

g)gradationStagesofbrightnessofimagefromlighttodark.

h)registrationslipAsliponwhichanindexofthedocumentstobesubjectedtoelectronicimagingisrecorded.

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i)bit-mappedimageElectronicimageinwhichletters,symbols,figures,etc.areexpressedwithacollectionofdots(pixels).

j)electronicdocumentDocumentscomposedofthecodedataproducedwiththesoftwareofawordprocessor,PC(personalcomputer),etc.

k)electronicallyimageddocumentDocumentmadebybit-mappedimageoftheletterdocumentormicrofilmeddocument.

1)storageRegisteringtheelectronicallyimageddocumentsorelectronicdocu-

mentsintheelectromagneticrecordingmediumsuchasmagneticdisk.

m)commonserverSupplierofamechanismusedcommonlyonthenetworkinanapparatustostoretheelectronicallyimageddocumentsorelectronicdocu-ments.

n)registrationWritingtheelectronicallyimageddocumentsorelectronicdocu-mentsinanelectromagneticrecordingmediumafterpassingverification.

o)recordingmediumAmediumonwhichthedocumentisrecorded.Forex-ample,paper,microfilm,magnetictape,opticaldisk,magneticdisk,etc.Therecordingmediaincludeelectromagneticrecordingmediaandtheexpressionastowhethertheyarecalledelectromagneticrecordingmediaisdecidedaccord-ingtoacontext

p)partitionpaperPaperusedforpartitioningtheunitsofindex.

q)TIFF(TagImageFileFormat)Atypeofelectronicallyimageddocumentfile.

r)PDF(PortableDocumentFormat)Atypecorrespondingtoelectronicdocu-mentandelectronicallyimageddocumentfile.

s)OCR(OpticalCharacterRecognition),(OpticalCharacterReader)Torecognizetheelectronicallyimageddocumentsincodedataorthetechnologytorecognizeit.Anabbreviationofapparatusforopticalcharacterrecognitionoropticalcharacterreading.Theformeristheappellationofthetechnologyandthelatteristheappellationofthesystemtowhichtheformerisapplied.

t)colourreproducibilityThesimilarityofthecolouroftheelectronicallyim-ageddocumenttotheoriginaldocument.

4Specificationofelectronicallyimageddocumentsandsettingupofin-putandoutputapparatus

4.1Specificationofelectronicallyimageddocuments

4.1.1ResolutionatthetimeofconversionForpaperdocuments,theresolu-tionatthetimeofconversionofthegeneraldocumentsrequiringnogradationshouldbe8dots/mm(200dpi)andtheresolutionatthetimeofconversionofthedocumentsrequiringprecisereversionshouldbe12dots/mm(300dpi)or16dots/mm(400dpi).

Highdegreeoftheresolutionoftheelectronicallyimageddocumentsisrecom-mended,buttheoptionalresolutionisdeterminedinaccordancewiththepurposesandusesofthedocuments,thesizesofthelettersofthemanuscript,andsoon.

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Inparticular,inthecolourconversioninwhichthecontentsofthefilebecomelargecomparedwiththeblack-and-whiteconversion,itisnecessarytopayatten-tiontomaketheresolutionoftheelectronicallyimageddocumentsexcessivelyhigh.Incolourconvertedelectronicallyimageddocuments,thecontentsmaybeunder-stoodeveniftheresolutionisthesameincomparisonwiththeblack-and-whitecon-vertedelectronicallyimageddocuments.Inthiscase,theoptionalresolutionshouldbedeterminedbyconvertingthedocumentstobeelectronicallyimagedwithaspeci-fiedresolutiontoconfirmwhetherthecontentscanbeunderstoodornot.

Inthecaseofthemicrofilmeddocuments(black-and-whitedocuments),thereso-lutionatthetimeofbeingreturnedtothesamesizeasthatoftheoriginalmanu-scriptismadetobethesamevalueastheresolutionoftheabove-mentionedpaperdocuments.

Information:Scanresolutiononthefilmbecomestheset-upresolution×M(Misthevaluewhenthephotographicreductionratiois1:M).

4.1.2GradationatthetimeofconversionThegradationatthetimeofcon-versionshallbeasfollows:

a)Black-and-whiteconversionForthegeneraldocumentsnotrequiringhalf-tone,twogradations(twovaluesofblackandwhite)areessential.

Inthecaseofthedocumentsrequiringthehalftone,multi-gradations(multi-values)arerecommended.Forexample,forthedocumentsincludingphotographs,atleast64gradations(6bits/pixel,alsocalledphotographicmode)arerecom-mended.

b)ColourconversionForthedocumentsrequiringthecolourreproduction,256gradation(24bits/pixel)ofeachcolourofR(red),G(green)andB(blue)shouldbeused.

4.1.3FileformatatthetimeofconversionandcompressionThefilefor-matatthetimeofconversionandthecompressionshallbeasfollows:

a)FileformatThefileformatatthetimewhenthedocumentsareconvertedtotheelectronicallyimageddocumentsispreferabletobeTIFFtypewhichfaith-fullykeepsthestateoftheimagesofpaperdocumentsandmicrofilmeddocu-mentsatthetimeofinput,makespossiblethereversionwithoutfailureevenafterthestorageforalongtimeandissuitableforthepreventionoffalsifica-tion.Inaddition,forthefileformat,PDFmaybeusedincompliancewiththepurposeofthedocumentationsystem.

b)CompressionInordertomakethecontentsofthefilesmaller,thedataareliabletobecompressedintheformatofthefile.Thereforecareshallbetakentopreventinformationofthedocumentsfrombeinglostbecauseofthedatacompressionsystem.

4.2Settingupofinputandoutputapparatus

4.2.1ResolutionTheresolutionofdisplaydeviceandprintingdeviceforelectroni-callyimageddocumentsshallbeasfollows:

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a)ResolutionofdisplaydeviceThedisplaydeviceis,incaseofCRT,approxi-matelyofpixelpitch0.25mm[imageplaneresolution4dots/mm(equivalentto100dpi)]andthedisplaydeviceofatleasttype17shouldbeused.

Remarks:Becarefulbecausetheinformationexceedingtheimageresolutionof4dots/mm(equivalentto100dpi)maynotbediscriminatedwhenobservinginthesamemagnificationonthedisplaydevice.Inthiscase,observebyincreasingthemagnifyingpowerofthedisplayde-vice.

b)ResolutionofprintingdeviceFortheresolutionoftheprintingdevice,thedeviceoftheresolutionatleasttwotimestheresolutionatthetimeofconver-sionshouldbeused.

4.2.2GradationThegradationofthedisplaydeviceandprintingdeviceforelec-tronicallyimageddocumentsshallbeasfollows:

a)GradationofdisplaydeviceThedisplaydeviceofthecapabilityofatleastthegradationatthetimeofconversionshouldbeused.

b)GradationofprintingdeviceTheprintingdeviceofthecapabilityofatleastthegradationatthetimeofconversionshouldbeused.

4.3Recordoftesttarget,etc.Inordertoprovethequalityofelectronicallyimageddocuments,thefollowingtwokindsoftargetarerecordedatanappropriateplace,eitheronthestartingorendingpoint,togetherwiththeelectronicallyimageddocumentsonthesameelectromagneticrecordingmedium.

Ifitisunnecessarytoberecordedforeachelectronicallyimageddocument,therecordmaybemadeatanappropriateplace,eitheronthestartingorendingpointinrelationwiththefolderincludingtheelectronicallyimageddocumentsorthesameelectromagneticrecordingmedium.

a)TesttargetInordertoprovethequality,thetesttargetspecifiedtobefortheinspectionin7.1shallbeused.Forblack-and-whitedocuments,thetesttargetfordigitaluseisusedandforcolourdocuments,thetesttargetfordigi-taluseandthetesttargetforcolouruseareused.

b)DocumentationtargetThedocumentationtargetistoprovethatanelectroni-callyimageddocumenthasbeenpreparedinaccordancewithapredeterminedworkingprocess.Onthistarget,thenameofdocument,nameandsignatureoftheresponsiblepersonforthemanagementofthedocumentand,thenameandsignatureofthepersoninchargeofproducingtheelectronicallyimageddocument,theplaceofelectronization,thedateofelectronization,damageontheoriginaldocumentbeforeelectronized,etc.arerecorded.Inthiscase,thedamageonthedocument,etc.aretobeitemssuchasthedifficultyofreadingtheoriginaldocu-ment,breakage,missingpages,etc.

Inaddition,thedocumentationtargetmay,ifnecessary,extendovermul-tiplepages.

5Preparationforelectronization

5.1Preparationandcheckbeforeconversionwork

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5.1.1PreparationfordocumentsIntheconversionofpaperdocuments,thefol-lowingpreparationisnecessary:

a)Inordertopromotesmoothconversionworkbythescanner,confirmpriortobeginningtheworkthattheclip,staple,slip,foldofpaper,wrinkles,stain,ad-heredpaperpowder,etc.donotremainonthedocumentstobeconverted.

b)Confirminadvancewhethertheblack-and-whitedocumentsandthecolourdocu-mentscoexistand,incaseofcolourconversion,inordertoincreasethework-ingefficiency,thetotalvolumeofthedocumentsandmixingfrequency.Theconversionmaybecarriedoutseparatelyforblack-and-whitedocumentsandforcolourdocuments.

5.1.2Checkoninput-and-outputapparatusThecheckshallbecarriedoutasfollows:

a)confirmthatthereadstationofthescannerandthepaperfeedingandtravel-lingpartoftheautomateddocumentfeedingdevicearefreefromdebrisorstainssuchaspaperpowder;

b)confirmwhether,whenthedocumentsareactuallyelectronicallyimagedandfiledwiththeresolution,gradation,fileformatandcompressionspecifiedpre-viouslyinclause4,theyareappropriateornotforthedocumentationsystem.

Ifthereisproblemontheimagequality,inputworkefficiency,transmissionefficiencyinservice,operationalperformance,etc.,checkonceagaintheresolu-tion,gradation,fileformatandcompressionsoastodetermineapropervalue.

5.2Documentstobeelectronicallyimagedandindex

5.2.1DocumentstobeelectronicallyimagedThedocumentstobeelectroni-

callyimagedareasfollows:

a)CaseofpaperdocumentsThepaperdocumentsarecomposedofblack-and-whitedocumentsexpressedonlywithblackandwhiteandcolourdocumentsexpressedwithvariouscolours.Thepaperdocumentsareconvertedusingascanneringeneral.

b)CaseofmicrofilmeddocumentsThemicrofilmeddocumentsareconvertedusingamicrofilmscanneringeneral.Moreover,afteroutputtedonceonpaper,theythenmaybeconvertedwithascanner.

c)CaseofelectronicdocumentsTheelectronicdocumentsshould,whenstoredforalongtime,preferablybeoutputtedonceonpaperandthenconvertedus-ingascannerorchangedtoelectronicallyimageddocumentsbyconversionsoft-

ware.

Information:ElectronicdocumentsarecomposedofthecodedataformedwiththesoftwareonPC,etc.andare,therefore,ofsmallcapacity.Thismeansthattheyarenotsuitableforpreservationorpre-ventionfromfalsificationeventhoughsuitableforretrievalandstorage.

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5.2.2InputofindexTheinputofindexismadebyamethodchosen,accordingtothepurposesofuse,fromamongthefollowingthreemethods:

a)MethodtocarryoutsimultaneouslytheretrievalandtheinputofindexanddocumentsThismethodwhichusesregistrationslipandpartitionpa-perissuitableformassinput.Inaddition,theefficiencyisraisedifthekeywordsintheregistrationslipsarereadbyOCRandautomaticallyregistered.

b)MethodtoprecedetheinputofindexThisisthemethodtoclassifythedocumentsinadvance,inputtheclassesasthetitlesoffilesandhouselaterontheelectronicallyimageddocumentsinthecorrespondingfiles.Thismethodissuitableforbusinessformsandstylizeddocuments.

c)MethodtoprecedetheinputofdocumentsThismethodistoinputthedocumentsbeforehandandtobefollowedbygivingtheindexwhichisseenlateronthedocumentsstored.

Inaddition,thedocumentstobeelectronicallyimagedshouldbeinputtedaccompanyingtheregistrationslipsgivenin5.3combiningthepurposeofpar-titionpaperaswellastomaketheretrievaleasy.Iftheregistrationslipsarenotthere,thedocumentsshouldpreferablybeinputtedassigningpartitionpa-pertoeveryunitoftheindex.

5.3PreparationofregistrationslipsWhenusingtheregistrationslips,the

indexofthenameofdocuments,variousattributes,etc.(seefigure1)aresetasfollows(theitemine)andthosefollowingitaresetifnecessary):

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Titleofdocument

Nameofthepersonwhopreparedthedocument

Nameofthedepartmentresponsibleformanagementofdocument(mark√isgiventotherelevantbox)

Planningdepartment

Accounting

-department

Desisginginging

departmentPersonnel

department

Manufacturing

department

Generalaffairs

department

Inspection——Sales

departmentdepartment

Dateofpreparation

year:month:Controlnumberofthedocument

day:

Retentionperiod

yearsinperpetuity

Keywords

Gradeofimportanceofdocument(mark√isgiventotherelevantbox)

□important□general

Figure1Registrationslip(example)

a)Titleofdocument

b)Nameofpersonwhopreparedthedocument

c)Nameofthedepartmentresponsibleformanagementofthedocument

d)Dateofpreparation

e)Controlnumberofthedocument

f)Retentionperiod

g)Keywords

h)Others

……

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6Electronicimagingprocessofdocuments

6.1Conversionofpaperdocumentsandtheliketoelectronicallyimaged

documentsThemethodtohousepaperdocumentsandthelikeinacommonserverorelectromagneticrecordingmedium(hereafterreferredtoonlyas"recordingme-dium”)byconvertingtoelectronicallyimageddocumentsisinaccordancewithanyoneofthefollowinga)orb).

(Whenconvertingtotheelectronicallyimageddocuments,thepreparatoryworkforinputtingthesedocumentsisasspecifiedinclause5.)

a)Conversion