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Home::Copywriting
Proofreading and Copy Editing
Author : The AVS Group
Technology has changed the standards for proofreading and copy
editing, and even caused the roles to overlap in some
situations. "Traditionally, proofreaders are responsible for
finding errors during the typesetting or formatting of a final
document," notes Darryl Brunsvold, The AVS Group's technical
writer and copy editor. "On the other hand, copy editors work on
draft information, correct inappropriate grammar, check word
usage, and make sure the document follows the rules of English.
The copy editor also checks the document for a consistent look
and feel."
It is important to know that proofreading and copy editing are
done at varying levels. Each requires different skills and
experience. "A higher level of copy editing may be needed, for
example, when the author is providing technical information to a
non-technical audience," says Brunsvold.
Proofreading
Originally, proofreading was the late-stage correcting of
material that had already been professionally set in type.
Proofreading literally means "the reading and checking of
proofs" against the original. Today, the term is generally used
to mean the final checking of any text-based information. There
are two levels of proofreading:
Basic proofreading. In basic proofreading, proofreaders
check copy word-for-word against a marked-up draft and identify
errors for correction. Basic proofreaders may also check for
typographical errors, repetition of small words, and correct
styles.
Editorial proofreading. In editorial proofreading,
proofreaders also check for errors in word usage (for instance,
the use of to instead of too), hyphenation, and subject-verb
agreement. If asked, editorial proofreaders can look for grammar
problems (using which instead of that). They can also recommend
changes in word choice or inappropriate punctuation. Editorial
proofreading is usually done on material that has already been
edited or reformatted.
Copy editing
Alternatively, copy editors review finished copy for spelling,
grammar, consistency, and format. "In many ways, being a copy
editor is like taking an English exam that never ends: one's
knowledge of spelling, grammar, punctuation, word usage, and
syntax is continuously being tested," notes Brunsvold.
At all levels of copy editing, copy editors correct errors,
point out conflicting statements to the author, and request
advice when the means of resolving a problem is unclear.
Throughout all this, copy editors fix whatever is incorrect,
confusing, ambiguous, or inappropriate.
Take for example the ambiguous phrase, "Replace the old
component." Depending on context, this could mean "Return the
old component to its original place" or "Substitute a new
component for the old one." After a discussion with the author,
the copy editor would rewrite the phrase to clarify the meaning.
Levels of editing
Three levels of copy editing are normally adequate for most
jobs: light, medium (standard), and heavy. An additional level,
globalization copy editing, is used for information that is
likely to be translated.
Light (baseline) copy editing. Light copy editing is very
similar to editorial proofreading but does a more thorough check
of grammar rules.
Medium (standard) copy editing. Medium copy editing also
checks for style consistency and relationships between text and
graphics. Table-of-contents entries and organizational problems
are also corrected.
Heavy (substantive) copy editing. The main difference
between medium and heavy copy editing is the level of judgment
and rewriting involved. In a heavy copy edit, editors try to
improve the flow of text by rewriting portions to enforce a
uniform level, tone, and focus. They change passive voice to
active voice and add missing articles (a, an, the). They also
rearrange sentences to improve readability. This is particularly
true with technical copy. For example, the phrase "hermetic two
stage gear drive compressor," is made more readable by adding a
bit of punctuation, like this: "hermetic, two-stage, gear-drive
compressor."
Globalization copy editing. The globalization copy editor
is trained in international and cultural issues and familiar
with the challenges that translators face. In addition to all
the normal functions of copy editing, globalization copy editing
focuses on eliminating ambiguity of any form. The purpose is to
make the translation process easier, while working with authors
to ensure that changes do not affect technical accuracy of the
information. The globalization copy editor also advises
customers about aspects of writing that are affected by
international publishing of information. This includes
characters such as "#" and "&" that do not exist in some
languages or have multiple meanings. Another problem area is
dates, where 2/5/02 in the United States generally means
February 5, but in most European countries, it means May 2.
Both proofreading and copy editing can be valuable to the
documents you publish. With a copy editor's ability to make your
message clear and a proofreader's eye for detail, your documents
will be well respected and professional.
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