Notice of the State Intellectual Property Office on Standardizing the Guidelines for Submitting Electronic Patent Applications-Industry News-Shenzhen deep trust patent Agency Co., LTD

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Notice of the State Intellectual Property Office on Standardizing the Guidelines for Submitting Electronic Patent Applications

Release Time：

2023-05-25

1. XML format files 2. MS-Word, PDF format files 3. System operation specifications

Patent electronic application users:

After the patent business processing system of our office was launched, we found that some application documents submitted by electronic patent application users did not meet the specifications due to file formats that caused the files to be damaged or unable to be opened after entering our office's review system, which affected the rights and interests of applicants. In order to reduce the occurrence of this problem and help users correctly prepare electronic patent application documents, these guidelines are hereby issued. Users of electronic patent applications are requested to prepare and submit application documents in accordance with the following requirements.

1. XML format file

Users should use the patent business processing system editor to edit and submit XML files.

1. Character set

When editing XML files, characters within the GB18030-2005 character set should be used, and self-made characters should not be used.

2. Pictures

Image or photo resolution should be 72-300DPI. The picture formats of the instructions and drawings should be in JPEG and TIF formats. The picture size should not exceed 165mm x 245mm. The picture number should be expressed in text form and should not be included in the picture. The appearance pictures or photos should be in JPEG format and the picture size should be Should not exceed 150mm x 220mm. The resolution of the above pictures or photos should be 72-300DPI, and the converted pixels are 467.7 pixels * 694.4 pixels - 1948.8 pixels * 2893.7 pixels. The compression method of TIF format files must be Group 4.

3. Mathematical and chemical formulas

When expressing superscripts and subscripts in mathematical formulas and chemical formulas, the ^{tag should be used to define the superscript text, and the _{tag should be used to define the subscript text. For example: "H2O" should be written as "H₂O", and "23" should be written as "2³". Complex mathematical formulas and chemical formulas in XML files should be submitted in the form of images.}}

4. Form

N×M tables in XML files and tables with merged cells in the header can be edited and submitted using an editor. Other tables should be submitted as images.

5. Segment number and title number

The specification section number and claim number in the new application XML file are automatically generated by the system.

The description section number of the XML format file submitted after application should be numbered with 4 digits; the claim item number should be numbered with Arabic numerals.

2. MS-Word, PDF format files

1. Version

Submit application documents and related documents in MS-WORD or PDF format. The MS-WORD file should be in the ".docx" format of Microsoft Office 2007 and later versions, or the ".doc" format of Microsoft Office 2003 and earlier versions; the PDF file should be in compliance with PDF Reference Version 1.3 (inclusive) and above version specification documents.

2. Permissions

MS-WORD files should not have password protection or document protection functions, and PDF files should have print permission and should not have encryption functions.

3. Character set

Characters within the GB18030-2005 character set should be used, and self-made characters should not be used.

4. Pictures

A single image should be limited to a single page and cannot be displayed across multiple pages. Images and text cannot be in floating format or stacked on top of each other.

5. Format requirements

The instructions should not add any form of paragraph numbering, and the document page layout should be A4 size in portrait orientation. Document formats such as fonts, specifications, line spacing, page settings, etc. should comply with the relevant requirements of the "Review Guidelines".

6. Other requirements

MS-WORD and PDF files should not contain watermarks, macros, embedded objects, hyperlinks, controls, reviews, comments, annotations, text boxes, AutoShapes, field objects, etc., and revision mode cannot be used.

3. System operating specifications

1. Prepare electronic patent application documents that comply with regulations

It is recommended to use Adobe Acrobat software to edit, create and save PDF documents. Use OFFICE software or other third-party PDF converters to output PDF files. The files may be damaged, formatted, garbled, etc. that do not comply with the above PDF specifications. You should use Adobe Reader software to open and comprehensively check.

2. Import the case file package or upload the file to preview and check before submitting.

After importing the case file package or uploading MS-WORD or PDF files into the patent business processing system, you should use the edit preview function page to check:

(1) Whether the MS-WORD and PDF files are normal. If the file preview fails or the system pushes an error message, you should check whether the file is damaged, formatted, encrypted, garbled, etc., and re-create and upload it in compliance with the above MS-WORD, PDF normative document.

(2) Check whether there are any errors or omissions in the information on the page. Make sure the content of the document is correct before signing and submitting it.

3. The description of the List.xml file should be consistent with the content of the files in the case file package.

The selected content of the relevant check options in the List.xml file is inconsistent with the entity file information corresponding to the actual case file package. For example, some check options are selected, but the corresponding file code table is not used in the case file package. for example:

The request for substantive examination is recorded in the new application List.xml file, but the request for substantive examination (code 110401) was not submitted in the submission package.

4. Documents should comply with electronic application data standard specifications and batch interface specifications

When making documents, users should abide by patent application request forms and electronic application data standard specifications, pay attention to system verification rules and form data structure standard adjustment notices, understand the modification content in a timely manner, and be prepared to adjust and connect their own internal management systems in advance. Avoid the following problems:

(1) The information check option does not meet the definition. The data standard for the check option is: 0 means not checked, that is, the data item is not selected; 1 means checked, that is, the data item is selected. For example, inserting redundant data such as spaces, other numbers or characters into the check boxes of the imported case file package List.xml will affect the system's judgment of the true intention of the check.

(2) Information such as "ZL+application number" or Venezuela number is incorrectly inserted into the application number information, and is submitted without preview inspection after being imported into the system. Such erroneous data affects document review and distribution.

(3) If the content of the request letter of the electronic application needs to be corrected, a correction letter or statement of opinions shall only be submitted for the defective part, and there is no need to submit a replacement page of the request letter.

For more table data structure standards, verification rules and operation specifications, please pay attention to subsequent announcements.

State Intellectual Property Office Patent Office

Intelligent system upgrade working group

May 25, 2023

Source: All-China Patent Agents Association

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