proofreading tips and techniques

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PROOFREADING TIPS AND TECHNIQUES

PROOFREADING TIPS AND TECHNIQUES

Presented for the summer course in Science Editing

Texas A&M University

Susan E. Aiello, DVM, [email protected]

WordsWorld Consultingwww.words-world.net

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Column head in a table about the competitor’s drug:

PatientExpiration

Date

InternationalPostage Rage IncreaseThe Post Office will increase their international rates, effective 12:01 A.M. on July 9. Letters weighing no more than ½ oz. for Canada and Mexico will be .46 and .40 respectively, while letters weighing no more than 1 oz. for Canada and Mexico will be .52 and .46. All other countries will cost .60 for letters that weigh no more than ½ oz., and $1 for letters that weight no more than 1 oz. For more information, call your site Mailing Services.

Talking about a sleep disturbance side effect:“the low-doze response”

In an article about petroleum toxicity:“pope dope”

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Basic Techniques: Comparison Proofreading

Basic Techniques: Comparison Proofreading

Direct word-by-word comparison of “dead” copy (previous version) with “live” copy (new version)

“Live” copy should reflect any changes made to “dead” copy

Ensure no new errors introduced Can be done solo or as a team

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Comparison Proofreading: SoloComparison Proofreading: Solo

Most common method Slowest Cheapest Best for short copy or special type

(eg, mathematical formulas)

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Comparison Proofreading: TeamComparison Proofreading: Team

Fastest Most expensive Most accurate for tables, long lists of numbers,

dead copy that is hard to read Must read everything – words, punctuation, type

description (caps, underline, bold, etc), changes in spacing, changes in indentation

Clear enunciation, steady, near-monotone, soft-spoken to lower fatigue

Can use tape to do yourself, but time disadvantage

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Basic Techniques: Noncomparison Proofreading

Basic Techniques: Noncomparison Proofreading

No “dead” copy Most commonly an electronic file “Dead” copy is available, but only

“live” copy is read word for word

Note: Proofing on screen vs on hard copy affects both accuracy and speed!

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Noncomparison ProofreadingNoncomparison Proofreading

Fast Cheap Editorial questions may be unanswered

Is document complete? Are data accurate? Are proper names spelled correctly?

Lower accuracy Easy to miss mistakes, eg, “not” guilty

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Noncomparison ProofreadingNoncomparison Proofreading

For scientific, medical, or legal material, the proofreader should be knowledgeable in the subject matter; if he or she is not, the material should also be reviewed by a subject matter expert.

Many journals leave final responsibility for accurate live copy with author.

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Basic Techniques: Proofreading versus Copyediting


Proofreaders have a limited level of authority.

Usually, proofreaders are not subject matter experts.

Authors and editors retain the authority to decide on changes.

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Copyeditors Correct an author’s work Prepare document for next stage in publication

process

Proofreaders Correct keyboard operator’s work Correct compositor’s work

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Obstacles to Good ProofreadingObstacles to Good Proofreading

Failure to differentiate from editing Electronic age, the Internet, e-mail Track Changes Time constraints, ie, the need for speed Distractions, eg, visual, sound, etc

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Complicating FactorsComplicating Factors

Length and technical level of document Tables Figures and legends References Type size, font, and quality Electronically regenerated copy New copy Rekeyed copy Deleting or adding copy (resulting in more

or less space)

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Characteristics of Good ProofreadersCharacteristics of Good Proofreaders

Excellent memory and ability to concentrate

Familiar with relevant editorial style

Exercise good judgment whether to mark, query, or ignore

Exercise good judgment and sensitivity as to different stages of copy, deadlines, other requirements

A proofreader who is also the copyeditor should follow these same guidelines (with greater level of authority).

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Characteristics of Good ProofreadersCharacteristics of Good Proofreaders

Excellent spelling ability Thorough understanding of grammar,

punctuation, and sentence structure Understanding of typographic detail;

technical knowledge about type, page design, printing, etc

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Approaching a Proofreading ProjectApproaching a Proofreading Project

Project deadline Level of authority assigned or expected Nature of the document Stage of the copy Previous reviews Others involved later in the process (eg,

who will respond to queries, produce clean copy, proofread next version)

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Proofread for ─Proofread for ─

Deviations from dead copy (if comparison proofread) Inconsistent editorial style

punctuation capitalization Number style abbreviations units of measure. use of italics, bold, etc references

Sequence errors (alphabetical and numerical)

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Typos (omissions of letters, transpositions, etc) Missing or repeated words or lines Nonstandard grammar or poor exposition (eg,

incomplete sentences, obvious omissions or discrepancies)

Incorrect math Errors in equations and formulas, including symbols Errors in headings, captions, etc Errors in references (eg, callout does not correspond) Errors in tables, graphs, charts (both text and graphics)

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Type specifications/type style errors Formatting

misalignment spacing errors (eg, line, word, or letter

spacing; note justification) line breaks, word division errors positioning faults (eg, uneven placement

of running heads, page numbers, etc)

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Missing material (pages, tables, illustrations, graphics)

Blanks in text (where items are to be inserted)

Mechanical faults (smudges, uneven ink color, registration, type quality, etc)

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Proofread a Second TimeProofread a Second Time

Don’t read for sense Try different methods and find a system

“Read” backward

Read lines from bottom of page up

Read lines from middle to the end, and then from the beginning to the middle

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Myiasis caused by larval stages of Cochliomyia hominivorax is one of the most important ectoparasitic problems in the New World. It affects domestic and wild animals, including people, in the tropical and subtropical areas of Latin America. It is found from southern Mexico to northern Argentina. Economic losses are difficult to estimate, but different authors have given annual values varying from US $100 to US $330 million (Baumhover, 1966, Horn, 1987). Female flies lay eggs on dry areas around fresh wounds. The eggs hatch quickly and, under proper climatic conditions, the parasite can complete its life cycle in about 21 days (FAO). If the parasite population is high and preventive treatment is not undertaken, most of the castrated, dehorned or newly born calves may suffer myiasis. Untreated, the calves may die, or weight gain will be severely depressed. In late spring/summer, flies can be so numerous that some common practices, such as castration and dehorning, are delayed until colder temperatures reduce the fly population.

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Myiasis caused by larval stages of Cochliomyia hominivorax is one of the most important ectoparasitic problems in the New World. It affects domestic and wild animals, including people, in the tropical and subtropical areas of Latin America. It is found from southern Mexico to northern Argentina. Economic losses are difficult to estimate, but different authors have given annual values varying from US $100 to US $330 million (Baumhover, 1966, Horn, 1987). Female flies lay eggs on dry areas around fresh wounds. The eggs hatch quickly and, under proper climatic conditions, the parasite can complete its life cycle in about 21 days (FAO). If the parasite population is high and preventive treatment is not undertaken, most of the castrated, dehorned or newly born calves may suffer myiasis. Untreated, the calves may die, or weight gain will be severely depressed. In late spring/summer, flies can be so numerous that some common practices, such as castration and dehorning, are delayed until colder temperatures reduce the fly population.

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Standard Proofreaders’ MarksStandard Proofreaders’ Marks

Universally understood Used to mark errors in text and format, ie,

moving type and space Must be legible Use different color ink than text on page No pencil! No red ink!

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Mark errors twice in the text to indicate the location of

the correction in the margin to show the correction

itself If multiple errors, mark from left to right,

separating marks by slashes Use both margins

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Italics vs underline Circle all instructions and explanations

to indicate that the instruction is not to be typeset

Cross out with a single line so that the deletion can be seen and read

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He had cute appendicitis.

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He had a cute appendicitis.

He hada cute appendicitis.

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The epiploic foramen is a natural opening bounded by the caudate lobe of the liver, the portal vein, and the interior vena cava.

Linus Pauling lived to be 93 years odd.

Einstein’s principal of equivalence states that it is impossible to distinguish between an inertial force and a gravitational one.

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Gingival growths are usually relatively insensitive and have the density of connective fibrous tissue.

Its’ associated with diffuse inflammatory infiltrates in the lungs and a pronounced peripheral eosinophilia.

What is it? Its pulmonary infiltration with eosinophilia (PIE syndrome.)

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Proteolytic enzymes from the stomach

and pancreas degrade protein into short-

chain oligopeptides, dipeptides, and

proteins

amino acids.

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proteins

amino acids.stet

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proteins

amino acids.stet

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QueriesQueries

Misspellings (if unsure or cannot verify) Incorrect arithmetic (Note: If column of

numbers does not add up, must determine which number[s] is incorrect.)

Blatantly bad grammar – not style (only if it would embarrass author or editor)

Illogical statements (eg, 33-week vacation) Inconsistent editorial style, including

punctuation

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QueriesQueries

Write in margin on live copy Post-it™ notes – can fall off, suggest

record page number on note Query list – ask author whether

acceptable; list should be typed Don’t edit or rewrite!

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QueriesQueries

Specify location of problem Indicate nature of problem If necessary, explain why it is a problem.

Example: “Compare to pg 7, line 17. Different acronym used. Should it be the same?”

“Is this OK?” is not a good query. “?” is even worse.

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Proofreading TablesProofreading Tables

Check everything checked in regular text Try different methods and find a system Proof column heads Proof stub Proof columns Proof rows Spacing and alignment

align columns according to content left, center, decimal points, en-dashes

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Proofreading TablesProofreading Tables

Use of rules and straddle rules Arithmetic

verify calculations transposition slide errors, ie, numerals mistakenly

added or omitted Consistency in editorial style Footnotes – callouts in tables go left to

right and top to bottom

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Frequent ErrorsFrequent Errors

Omissions and repetitions, esp at beginning and end ofof lines

Headlines, titles, headings, etc

Not using a spell checker

Depending on a spell checker errors that spell other words (eg, food/foot, its/it’s) words that sound alike, but are spelled differently and have a

different meaning (eg, there, their) two-letter words (eg, in, it, if, is)

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Proofreading MethodProofreading Method

Proof separate items separately and use a checklist!

Much easier and much faster to proof for a specific item on all pages than it is to proof for all items on each page.

Combining tasks leads to errors.

Make a list of each item and check off as you complete.

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Proofreading MethodProofreading Method

Headings and subheadings Running heads Table of contents – sequence, accurate page numbers Text Tables, figures, references – sequence and format

consistency Graphic elements Page numbers (folios) – sequence, accuracy in

references Consistency of styles (specification [spec] sheet)

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Proofreading Other Typeset ElementsProofreading Other Typeset Elements

Line breaks: hyphenation Page breaks: watch for subheads at bottom

of page Orphans: single word on a new line Widows: single line on a new page (or

column)

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Long ladders (stacks of line-end hyphens) and knotholes (identi-cal characters stacked up on consecutive lines) are never desir-able. How many stacked hyphens are acceptable varies among pub-lishers and type shops and depends on the width of the line mea-sure.

Standards for blocks vary with the number of characters and lines involved. They also vary with the typographic factors such as line width and line spacing and are often a matter of judgment rather than of rule.

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Rivers: vertical white spaces that meander vertically down the page

Lakes: “pools” of white space interspersed throughout text

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The Crime Crime Control Act of 1973 (Public Law 93-83). This Act further refined L.F.A.A.’s administrative structure, revised block and discretionary funding require-ments, expanded the role of the National Institute of Law Enforcement and Criminal Justice, and added security and privacy guidelines to safeguard criminal history information.

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The commission, an independent agency of 12 members of Congress and 3 executive branch officials who evaluate and encourage compliance with the 1975 agreement signed by 35 nations, held hearings Wednesday and yesterday on the human rights guarantees of individual “freedom to practice and profess… religion or belief” and “of equality before the law” for minorities.

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Letterspacing letters within words generally separated from

each other by the same amount of space watch especially for large display type in all

caps (headlines, titles, etc) certain combinations of letters need kerning

(eg, AV)

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Letterspacing

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Letterspacing

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Tracking: space between words normal word spacing is about one-third of an em all word spacing in a single line should be the same watch especially when text is justified

Leading: space between lines of type measured in points

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Specific Proofreading TipsSpecific Proofreading Tips

Read aloud (or whisper) to yourself. Improves accuracy because it forces you to look at every word.

Place your finger on each word to slow yourself down.

Concentrate on one line at a time (use a ruler or index card).

Put it away, and try again later.

Adjust the effort to the job (coffee-machine memo vs annual report).

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More Tips for the Serious ProofreaderMore Tips for the Serious Proofreader

Ensure you have adequate room (enough for four stacks of paper) and good lighting.

Eliminate distractions (eg, people traffic, talking, radio, TV, children, spouses…).

Proof on an inclined surface – much less fatiguing.

Invest in a good sleep pillow.

Break every hour and look into the distance; take a walk.

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Cup your hands and place your palms over your eyes. Position your hands so that no light is coming through. Your palm can touch your eyelashes, but do not put pressure on your eyes.

As long there is no light coming in, you can keep your eyes open or closed. Now, relax and imagine that you're looking into the distant night sky.

After 30-60 sec, the eyestrain should be less.

An Exercise to Reduce Eyestrain – “The Distant Night Exercise”

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Keep words and lines aligned – move the paper as needed to accommodate.

Tack copy on wall and stand back to look at headlines, titles, spacing, etc.

Look at copy upside down and sideways to find spacing errors and misalignments.

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If possible, ask someone else to proof also, especially if it’s your own copy. With our own copy, we tend to see what we “know” is there, rather than what really is there.

Print copy in a different font, a different line length, or on a different color paper (good for text only, not page layout or spacing).

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ProofreadingProofreading

Producing quality documents/publications takes

a lot of time, effort, and expense.

Key step in review process Proofreader may be last person to see

document before publication Quality and credibility

proofreading tips and techniques

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basic techniques

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