Proofreading

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Proofreading is an iterative process of comparing galley proofs against the original manuscripts or graphic artworks to identify transcription errors in the typesetting process. [1] [2] In the past, proofreaders would place corrections or proofreading marks along the margins. [3] In modern publishing, material is generally provided in electronic form, traditional typesetting is no longer used and thus (in general) this kind of transcription no longer occurs. [lower-alpha 1]

Contents

Professional

Traditional method

A "galley proof" (familiarly, "a proof") is a typeset version of copy or a manuscript document. It may contain typographical errors ("printer's errors"), as a result of human error during typesetting. Traditionally, a proofreader looks at an portion of text on the copy, compares it to the corresponding typeset portion, and then marks any errors (sometimes called "line edits") using standard proofreaders' marks. [4] Unlike copy editing, the defining procedure of a proofreading service is to work directly with two sets of information at the same time. Proofs are then returned to the typesetter for correction. Correction-cycle proofs will typically have one descriptive term, such as "bounce", "bump", or "revise" unique to the department or organization and used for clarity to the strict exclusion of any other. It is a common practice for all such corrections, no matter how slight, to be sent again to a proofreader to be checked and initialled, thus establishing the principle of higher responsibility for proofreaders as compared to their typesetters or artists.

Alternative methods

"Copy holding" or "copy reading" employs two readers per proof. The first reads the text aloud literally as it appears, usually at a comparatively fast but uniform rate. The second reader follows along and marks any pertinent differences between what is read and what was typeset. This method is appropriate for large quantities of boilerplate text where it is assumed that there will be comparatively few mistakes.

Experienced copy holders employ various codes and verbal shortcuts that accompany their reading. The spoken word "digits", for example, means that the numbers about to be read are not words spelled out; and "in a hole" can mean that the upcoming segment of text is within parentheses. "Bang" means an exclamation point. A "thump" or "screamer" made with a finger on the table represents the initial cap, comma, period, or similar obvious attribute being read simultaneously. Thus the line of text (He said the address was 1234 Central Blvd., and to hurry!) would be read aloud as "in a hole [thump] he said the address was digits 1 2 3 4 [thump] central [thump] buluhvuhd [thump] comma and to hurry bang". Mutual understanding is the only guiding principle, so codes evolve as opportunity permits. In the above example, two thumps after buluhvuhd might be acceptable to proofreaders familiar with the text.

"Double reading" is when a single proofreader checks a proof in the traditional manner and then another reader repeats the process. Both initial the proof. With both copy holding and double reading, responsibility for a given proof is necessarily shared by the two proofreaders. Recently, artificial intelligence (AI), such as ChatGPT by OpenAI, has been used in this process; however, there is deep concern about the effectiveness of using artificial intelligence for a human task like editing.

"Scanning" is used to check a proof without reading it word for word, has become common with computerization of typesetting and the popularization of word processing. Many publishers have their own proprietary typesetting systems, [5] while their customers use commercial programs such as Word. Before the data in a Word file can be published, it must be converted into a format used by the publisher. The end product is usually called a conversion. If a customer has already proofread the contents of a file before submitting it to a publisher, there will be no reason for another proofreader to re-read it from the copy (although this additional service may be requested and paid for). Instead, the publisher is held responsible only for formatting errors, such as typeface, page width, and alignment of columns in tables; and production errors such as text inadvertently deleted. To simplify matters further, a given conversion will usually be assigned a specific template.

Checklists

Proofreaders are expected to be consistently accurate by default because they occupy the last stage of typographic production before publication.

Checklists are common in proof-rooms where there is sufficient uniformity of product to distil some or all of its components into a list. They may also act as a training tool for new hires. Checklists are never comprehensive, however: proofreaders still have to find all mistakes that are not mentioned or described, thus limiting their usefulness.

Proofreading and copy-editing

The term "proofreading" is sometimes incorrectly used to refer to copy editing, and vice versa. Although there is necessarily some overlap, proofreaders typically lack any real editorial or managerial authority. What they can do is mark queries for typesetters, editors, or authors. To set expectations before hiring proofreaders, some employers post a notice that the job advertised is not a writing or editing position and will not become one. Creativity and critical thinking by their very nature conflict with the strict copy-following discipline that commercial and governmental proofreading requires. Thus, proofreading and editing are fundamentally separate responsibilities. In contrast to proofreaders, "copy editors" focus on a sentence-by-sentence analysis of the text to "clean it up" by improving grammar, spelling, punctuation, syntax, and structure. The copy editor is usually the last editor an author will work with. Copy editing focuses intensely on style, content, punctuation, grammar, and consistency of usage. [6]

Copy editing and proofreading are parts of the same process, their necessity depends on the stage of the writing process. Copy editing is required during the drafting stage. A copy editor polishes the text for precision and conciseness. The copy editors attempt to understand the purpose of the writing and the intended audience; therefore, they will ask questions such as where the document will be published and who will read it, and edit accordingly. Proofreading is the last step of the editing process. The scope of proofreading is limited as the proofreader focuses only on reading the text to ensure the document is error-free and ready for publication. [7] Proofreading generally focuses on correcting any final typos, spelling errors, stylistic inconsistencies (e.g., whether words or numerals are used for numbers), and punctuation errors. [8]

In fiction

Examples of proofreaders in fiction include:

See also

Notes

  1. An equivalent function continues in specialist scientific, technical and mathematical publications, where complex notations or diagrams are transcribed from manuscripts to electronic document form using specialist software.

Related Research Articles

Punctuation marks are marks indicating how a piece of written text should be read and, consequently, understood. The oldest known examples of punctuation marks were found in the Mesha Stele from the 9th century BC, consisting of points between the words and horizontal strokes between sections. The alphabet-based writing began with no spaces, no capitalization, no vowels, and with only a few punctuation marks, as it was mostly aimed at recording business transactions. Only with the Greek playwrights did the ends of sentences begin to be marked to help actors know when to make a pause during performances. Punctuation includes space between words and the other, historically or currently used, signs.

In English writing, quotation marks or inverted commas, also known informally as quotes, talking marks, speech marks, quote marks, quotemarks or speechmarks, are punctuation marks placed on either side of a word or phrase in order to identify it as a quotation, direct speech or a literal title or name. Quotation marks may be used to indicate that the meaning of the word or phrase they surround should be taken to be different from that typically associated with it, and are often used in this way to express irony. They are also sometimes used to emphasise a word or phrase, although this is usually considered incorrect.

In writing, a space is a blank area that separates words, sentences, syllables and other written or printed glyphs (characters). Conventions for spacing vary among languages, and in some languages the spacing rules are complex. Inter-word spaces ease the reader's task of identifying words, and avoid outright ambiguities such as "now here" vs. "nowhere". They also provide convenient guides for where a human or program may start new lines.

<span class="mw-page-title-main">Textual criticism</span> Identification of textual variants

Textual criticism is a branch of textual scholarship, philology, and literary criticism that is concerned with the identification of textual variants, or different versions, of either manuscripts (mss) or of printed books. Such texts may range in dates from the earliest writing in cuneiform, impressed on clay, for example, to multiple unpublished versions of a 21st-century author's work. Historically, scribes who were paid to copy documents may have been literate, but many were simply copyists, mimicking the shapes of letters without necessarily understanding what they meant. This means that unintentional alterations were common when copying manuscripts by hand. Intentional alterations may have been made as well, for example, the censoring of printed work for political, religious or cultural reasons.

<span class="mw-page-title-main">Typesetting</span> Composition of text by means of arranging physical types or digital equivalents

Typesetting is the composition of text for publication, display, or distribution by means of arranging physical type in mechanical systems or glyphs in digital systems representing characters. Stored types are retrieved and ordered according to a language's orthography for visual display. Typesetting requires one or more fonts. One significant effect of typesetting was that authorship of works could be spotted more easily, making it difficult for copiers who have not gained permission.

<span class="mw-page-title-main">Copy editing</span> Improving the formatting, style, and accuracy of text

Copy editing is the process of revising written material ("copy") to improve quality and readability, as well as ensuring that a text is free of errors in grammar, style and accuracy. The Chicago Manual of Style states that manuscript editing encompasses "simple mechanical corrections through sentence-level interventions to substantial remedial work on literary style and clarity, disorganized passages, baggy prose, muddled tables and figures, and the like ". In the context of print publication, copy editing is done before typesetting and again before proofreading. Outside traditional book and journal publishing, the term "copy editing" is used more broadly, and is sometimes referred to as proofreading; the term sometimes encompasses additional tasks.

An underscore or underline is a line drawn under a segment of text. In proofreading, underscoring is a convention that says "set this text in italic type", traditionally used on manuscript or typescript as an instruction to the printer. Its use to add emphasis in modern finished documents is generally avoided.

<span class="mw-page-title-main">Phototypesetting</span> Photographical analog method for text composition

Phototypesetting is a method of setting type which uses photography to make columns of type on a scroll of photographic paper. It has been made obsolete by the popularity of the personal computer and desktop publishing which gave rise to digital typesetting.

<span class="mw-page-title-main">Typographical error</span> Mistake made in typing printed material

A typographical error, also called a misprint, is a mistake made in the typing of printed or electronic material. Historically, this referred to mistakes in manual typesetting. Technically, the term includes errors due to mechanical failure or slips of the hand or finger, but excludes errors of ignorance, such as spelling errors, or changing and misuse of words such as "than" and "then". Before the arrival of printing, the copyist's mistake or scribal error was the equivalent for manuscripts. Most typos involve simple duplication, omission, transposition, or substitution of a small number of characters.

<span class="mw-page-title-main">Page layout</span> Part of graphic design that deals in the arrangement of visual elements on a page

In graphic design, page layout is the arrangement of visual elements on a page. It generally involves organizational principles of composition to achieve specific communication objectives.

The Latin adverb sic inserted after a quoted word or passage indicates that the quoted matter has been transcribed or translated exactly as found in the source text, complete with any erroneous, archaic, or otherwise nonstandard spelling, punctuation, or grammar. It also applies to any surprising assertion, faulty reasoning, or other matter that might be interpreted as an error of transcription.

<i>Studium Biblicum Version</i> Chinese Catholic bible translation

The Studium Biblicum Version is the predominant Chinese language translation of the Bible used by Chinese Catholics. It is considered by many to be the Chinese Catholic Bible.

Sentence spacing concerns how spaces are inserted between sentences in typeset text and is a matter of typographical convention. Since the introduction of movable-type printing in Europe, various sentence spacing conventions have been used in languages with a Latin alphabet. These include a normal word space, a single enlarged space, and two full spaces.

<span class="mw-page-title-main">Galley proof</span> First proofs printed from type, usually before breaking into pages

In printing and publishing, proofs are the preliminary versions of publications meant for review by authors, editors, and proofreaders, often with extra-wide margins. Galley proofs may be uncut and unbound, or in some cases electronically transmitted. They are created for proofreading and copyediting purposes, but may also be used for promotional and review purposes.

Muphry's law is an adage that states: "If you write anything criticizing editing or proofreading, there will be a fault of some kind in what you have written." The name is a deliberate misspelling of "Murphy's law".

<span class="mw-page-title-main">History of sentence spacing</span> Evolution of sentence spacing conventions from the introduction of movable type in Europe

The history of sentence spacing is the evolution of sentence spacing conventions from the introduction of movable type in Europe by Johannes Gutenberg to the present day.

Sentence spacing guidance is provided in many language and style guides. The majority of style guides that use a Latin-derived alphabet as a language base now prescribe or recommend the use of a single space after the concluding punctuation of a sentence.

Levels of edit describes a cumulative or categorical scheme for revising text. Beginning as a tool to standardize communication between writers and editors at a government laboratory, the levels of edit has been adopted and modified by the general public and academics in professional communication and technical communication.

A manuscript is the work that an author submits to a publisher, editor, or producer for publication. Especially in academic publishing, manuscript can also refer to an accepted document, reviewed but not yet in a final format, distributed in advance as a preprint.

References

  1. Chisholm, Hugh, ed. (1911). "Proof-Reading"  . Encyclopædia Britannica (11th ed.). Cambridge University Press.
  2. Levy B, Begin J (1984). "Proofreading familiar text: allocating resources to perceptual and conceptual processes". Memory & Cognition. 12 (6): 621–632. doi: 10.3758/BF03213351 . PMID   6533431.
  3. "Proofreading Marks and What They Mean". Editor World. Archived from the original on 2023-03-09. Retrieved 2023-03-09.
  4. "Proofreaders' Marks". Archived from the original on 2010-08-16. Retrieved 2009-06-16. from Merriam Webster
  5. See 1983 "Company timeline". Archived from the original on April 29, 2010.
  6. ProofreadingCamp.com. "Copy That: The Categories and Classes of Editing". Archived from the original on August 26, 2014. Retrieved August 25, 2014.
  7. "Editing vs. Proofreading: What's The Difference". Enago. Archived from the original on 2021-09-10. Retrieved 2021-09-10.
  8. "Guide to Proofreading". Editor World. Archived from the original on 2023-02-28. Retrieved 2023-02-28.
  9. Joyce, James (1922). "Chapter 7]". Ulysses. London, Paris: Egoist Press, John Rodker. pp. 116–117. Archived from the original on 2021-01-20. Retrieved 2021-09-10 via Project Gutenberg. (Facsimile copy at Archive.org)