EH&S Style Guide

18 Graphic Elements When using graphic elements in a document, proper reference should always be made to the copyright owner(s) of the images. As more and more graphic elements are obtained via the Internet, it is important to ensure that EH&S is permitted to use a given element. If there is a question about whether we may use an element, please contact the site owner. Often, explaining that we are affiliated with a public university is all that is needed to obtain permission to use an element. Please note there are many acceptable file formats, clip art is never an appropriate image format to use. Storage of Graphic Elements / Images Introduction Images are stored in a centralizing file so they may be used by multiple staff members. This will serve a two-fold purpose: 1) to ensure files are easy to locate, minimizing the amount of time required for searching, and 2) to eliminate duplication of files. Statement of Need In order to reduce the amount of file duplication on the file server, common files, such as forms and graphic elements, should be located in a single easily identifiable location. To aid in organization, master directories may have multiple subcategories. Graphic Elements A graphic element is any image file, including photos and illustrations. Acceptable graphic element formats for use in EH&S presentations and communications include Location, Directory Structure and Naming Conventions All graphic elements should be contained in subdirectories under H:\Groups\Allstaff\Graphic Elements. Subdirectories should be descriptive in nature (Incident Response, PPE, Autoclaves, etc.). All graphic elements contained within these subcategories should have a descriptive name as well (see below). For multiple elements with a common theme, sequential numbering after the name should be used. Program or section name should not be used as a subdirectory descriptive name. Please note – Many of our graphic elements are used for training purposes; however, these elements should be located under their descriptive category, rather than placed in a similar category under Train- ing. Photos depicting actual training in progress would be the exception. This will help avoid duplication. Basic rules for renaming photos: • Tell what it is • If the location is important, list it • No camera numbers • If there’s a photo series, number sequentially Examples Location-related Gilman1308Nitric Acid.jpg Sequential EH&S Christmas Party1.jpg EH&S Christmas Party2.jpg EH&S Christmas Party3.jpg