Copyediting and Proofreading: Some Basics

Barbara Gastel, MD, MPH Texas A&M University Knowledge Community Editor, AuthorAID @ INASP

www.authoraid.info

Overview
Definitions Copyediting: reasons, levels, tasks, tools, advice, resources Proofreading: purposes, types, things to look for, ways to indicate changes, advice Characteristics of good copyeditors and good proofreaders

Definitions
Copyediting (also called manuscript editing) revision of material written by others to increase its suitability for publication or distribution Proofreadingcorrection of typographical and other errors in written material before it is published or distributed

Copyediting

Reasons to Copyedit: The 4 (or 5) Cs

Clarity (defined in terms of the intended reader) Correctness
Of grammar, spelling, punctuation, usage Of facts

Conciseness (briefness)(saves reader time, saves publisher space) Consistency

Within a manuscript With the publications style

(Courtesyrespectful wording)

Whom does the copyeditor serve?

At least 3 constituencies:
Reader Author Publisher

Ideally, reader comes first Should try to serve the interests of all

Levels of Editing
Light editinglimited largely to correcting mechanical problems (such as errors in grammar, spelling, punctuation, and reference format) Medium editingalso can include, for example, making wording more concise and improving sentence structure Heavy editingcan include, for example, reorganizing a document or rewriting part of it

Levels of Editing: Some Notes

Tends to be a continuum Boundaries can vary Underlying concepts to remember
Existence of various extents of editing Helpfulness of determining early what extent of editing is desired

Level of editing doesnt mean how many editorial changes were made; something can be lightly edited but contain many corrections

Microediting and Macroediting

Microeditingfocuses on small-scale aspects of a manuscriptfor example, grammar, spelling, and punctuation Macroeditingdeals with large-scale aspects of a manuscriptfor example, the overall structure

Copyediting: Some Examples of Common Tasks

Correcting errors in grammar, spelling, punctuation, and usage Making sure the specified style and format are followed Making wording clearer, more concise, and more graceful Making language by non-native speakers more idiomatic Checking logic

Copyediting: More Examples of Common Tasks

Improving the organization of the manuscript and its parts Improving the design of tables In some cases, inserting instructions for typesetting or posting Querying the author when information is needed to ensure that the writing is clear, correct, and consistent

Querying
Definition: asking the author questions Some items to query about
Missing information Inconsistencies (for instance, between table and text) Ambiguities Possible inaccuracies (for example, unusual spellings) Revisions that might change meaning

Something not to query about: routine editorial changes

Possible Formats for Querying

Attaching paper tags or self-adhesive notes Writing notes by hand in the margin Inserting queries in textfor example:
Using the Comments feature in Track Changes Inserting the queries in the text, for example in boldface or in a different color

Providing a separate list of queries Combining two or more of these methods

Some Advice on Querying

Use wording that helps elicit the needed information:
Not: Is this correct? But: These numbers dont seem to add up. Please check them and make any needed corrections.

Word queries concisely. Word queries politely and respectfully.

Some Tools
Dictionaries
General Specialized (for example, medical dictionaries)

Other reference works in the journals field Online resources

OneLook Dictionary Search (www.onelook.com) Various sources for fact checking Other

More Tools
Style manuals Style sheets
For a journal as a whole For specific manuscripts

Other

Style Manuals
The ACS (American Chemical Society) Style Guide AMA (American Medical Association) Manual of Style The Chicago Manual of Style The MLA (Modern Language Association) Style Manual and Guide to Scholarly Publishing Publication Manual of the American Psychological Association Scientific Style and Format Other

Some Advice on Copyediting

Make changes only if you can state reasons for them. Dont over-copyedit. (If an item is clear, correct, concise, consistent, and courteous, leave it as is, even if you would have said it another way.) If in doubt, check. Review the piece of writing more than once. Keep learning. Enjoy copyediting! It can be fun and satisfying.

Some Resources
The Copyeditors Handbook, 2nd edition, by Amy Einsohn. University of California Press, 2005. Editing and Publication: A Training Manual, by Ian Montagnes. International Rice Research Institute, 1991.
Posted on Google Books and at books.irri.org/getpdf.htm?book=9712200094 Also available through the AuthorAID website (www.authoraid.info)

Proofreading

Some Purposes of Proofreading

To correct typographical errors To correct serious errors somehow not corrected during copyediting To correct some kinds of page-layout problems Other

Types of Proofreading
Comparison: compare current version (live copy) and previous version (dead copy) possible approaches:
One person (looking back and forth) One person plus voice recorder Two people (with one person reading aloud) Other

Noncomparison: proofread without looking at previous version

Proofreading: Some Things to Look For

Main Source: Proofreading by Russ Sprague. In: Essays for Biomedical Communicators: Volume 2 of Selected AMWA Workshops. American Medical Writers Association, 1997.

Some Things to Look For

Typographical errors Errors in grammar and punctuation Deviations from the requested editorial style Inconsistencies in editorial style Inconsistencies in information Mechanical problems (smudged type, misaligned type, etc) Incorrect typefaces or type sizes Spacing errors

More Things to Look For

Problems in positioning (for example, of page numbers or running heads) Failure to update material in template (for example, issue numbers) Widows (single lines of text at tops of columns) Orphans (single lines of text at bottoms of columns) Consistency between captions and figures

Still More Things to Look For

Omissions Errors in alphabetical or numerical sequence Incorrect cross-references Incorrect arithmetic Poor appearance of graphics Poor appearance of tables Poor spacing of type (for example, rivers or lakes)

Some Ways to Indicate Changes

By hand
Use standard proofreading marks (available in many reference works and, for example, at www.merriamwebster.com/mw/table/proofrea.htm) . Clearly mark both the text and the margin. Circle instructions.

Electronicallyfor example on a PDF file

Mark changes in text. Highlight changes that might not be noticed. Use the comment feature.

Some Advice on Proofreading

Find out and follow the editorial style. Consider using a checklist. Review the document more than once. Query if necessary. Dont make excessive changes (proofreading isnt copyediting). Proofreaders mainly delete, insert, replace, and transposenot rewrite. Keep learning. Enjoy proofreading! It can be fun and satisfying.

Some Characteristics of Good Copyeditors and Good Proofreaders

Some Characteristics of a Good Editor

(from Editing and Publication, by Ian Montagnes)
reads widely and has great curiosity can analyze a manuscript even when the subject is unfamiliar, spot difficulties, and suggest solutions is tactful and persuasive in working with authors is enthusiastic about work and can inspire enthusiasm in others has good judgment about what is important and what isnt has a sensitive understanding of language keeps secrets shows initiative is resourceful and enjoys solving problems cares about details does everything possible to meet schedules understands what happens to a manuscript after it leaves the editorial department: design, production, distribution

Characteristics of Good Proofreaders (from Proofreading by Russ Sprague)

Excellent memory Understanding of and eye for linguistic and typographical detail Thorough understanding of grammar, punctuation, and sentence structure Excellent spelling ability Good judgment, tact, and diplomacy; sensitivity to deadlines and issues Technical knowledge about type, page design, printing Persistence A sense of humor

Thank you!