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Chinese Laws and Regulations
Explanation of XML Format Files in Electronic Patent Applications

      When applicants and attorneys compile the XML format files, they shall use the characters within the GB18030 character set, not self-created characters.
   The picture format referenced in the XML format files shall be JPG and TIF; the number of drawings attached to the specification shall not be included in the picture; the size of the appearance pictures or photographs shall not exceed 150mm x 220mm; the size of other pictures shall not exceed 165mm x 245mm, the resolution of the pictures or photographs shall be in the range from 72 to 300DPI.
   Where mathematical formulas and chemical formulas are involved in the XML format files, applicants and attorneys shall insert them into the corresponding position in the files in picture format.

      Where N×M tables (simple tables) and tables including merged cells in the table head are included in the XML format files, applicants and attorneys may submit them after editing by electronic application offline client editor; other complex tables shall be submitted in picture form.
   Where new applications are submitted in XML format file form, paragraph numbers of the specifications and item numbers of claims are generated automatically by the system.

        Explanation of MS-WORD and PDF format files in patent electronic applications
   Where applicants and attorneys submit patent applications of invention and utility model in electronic application form, files such as abstract of the specification, drawings attached to the abstract, claims, specifications, drawings attached to the specification and nucleotide and amino acid sequence lists of the specification and so on may be submitted in MS-WORD and PDF format.

      Noted that where the electronic applications submitted in MS-WORD format file shall be compiled with files whose extensions are doc and docx of OFFICE 2003 or OFFICE 2007 edition the; where the electronic applications submitted in PDF format file shall be compiled with the software of PDF Reference Version 1.3(included) or more editions.

      In addition, no functions such as password protection, document protection and so on shall be set when compiling MS-WORD files. Print permissions shall be set, but no encryption functions shall be set when compiling PDF files.   

      When applicants and attorneys compile the MS-WORD and PDF format files, they shall use the characters within the GB18030 character set, not self-created characters. Where pictures are involved in the files,  their sizes shall be limited within the single-page file, and no grayscale or color pictures shall be included. No paragraph numbers shall be added in the specification in any form, the page setup of documents shall be A4 size and longitudinal. That is to say, all files shall meet the relevant requirements of the Guidelines for Patent Examination. Moreover, no watermark, macro command, embedded object, hyperlink, ActiveX, postil, amended mode and so on shall be included in the electronic applications submitted  MS-WORD and PDF format files.
   Maintenance of registration information of the patent electronic applications

      The kinds of maintenance of registration information include full address, zip code, telephone, e-mail, information prompt mode and so on.
   Electronic application users can log on the electronic application website to modify registration information by themselves. Wherein, the modifiable information includes full address, zip code, telephone, e-mail and information prompt mode.

       Noted that where user name or title, certificate type, number and so on are varied, registration information variation requirement of electronic application users shall be submitted in paper form,  variations shall be made by the State Intellectual Property Office uniformly.

      Applicants and attorneys can log on the patent electronic application website to modify the entry password at any time. The password can be retrieved by “retrieve password” function on the homepage of the patent electronic application website when lost.


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