Copyediting Notes from Ch 7 and Ch 8

Goals for Copy Editing Correctness Consistency Accuracy Completeness Chapter 7 focuses on accuracy and completeness

Correctness “conforms to the standards … of the language in which it is published” (108) “Errors in language use are more apparent to readers than are errors of argument and organization” (108) “Errors distract readers from the content” and interfere w/ the document’s effectiveness (108)

Consistency Document Basic standards of consistency listed on page 108 Avoids arbitrary and confusing shifts in terminology, spelling, numbers, and abbreviations Uses predictable visual features such as placement of elements on the screen or page Basic standards of consistency listed on page 108

Accuracy What is the difference between accuracy and correctness?

Accuracy Incorrect content damages the document’s credibility Confuses readers Invites possible legal entanglements Endangers users (in extreme cases)

Accuracy Check for accuracy in elements such as the following (109): Quantitative data Words Illustrations Organizational information

Accuracy Check simple calculations Be alert to possible errors If errors are detected, check other calculations Query writer to determine the source of the error. Be alert to possible errors Check for inconsistencies (dyadic vs. dynamic) Query writer

Accuracy Avoid introducing error Check context for meaning Frequent queries annoy writers Use specific evidence from the text to support queries (109) Spot facts that contradict logic For example, photographic process in 1796 (109)

Accuracy Catching one error should alert you to other errors in similar instances (110) Attending to a suspicion of error may lead to more accurate copy (110)

Completeness A complete document contains all its verbal and visual parts as well as the necessary front matter and back matter. (110)

Completeness Check for all parts Index missing? Blank pages? All pages included? Pages in order?

Completeness Preliminary elements Body elements Back matter

Copy Editing Illustrations Correctness and Consistency Accuracy Completeness Readability

Parts of Illustrations Labels Numbers Titles Callouts

Parts of Illustrations Column/Row Headings Legends Captions Footnotes

Figure 2.4 EPA National Priorities List from www.EPA.gov

Steps in Copyediting Read document more than once Be methodical Read with an agenda (119-120)

Consistency Same elements are treated the same uniformly throughout the document (124) Headings Illustrations/graphs Type (size, font) Hyphenation Spelling

Consistency Verbal Visual

Verbal Consistency Definition: Clarifies meaning “meanings and arrangements of words” (125) Clarifies meaning Types of Document Consistency (125-126)

Visual Consistency Definition: Role of copyeditor: “anything a reader can see on the page or screen, including typography, spacing, and illustrations” (127) Role of copyeditor: To ensure consistent placement of visual elements

Consistency Mechanics (128-130) Structural (130) Content (130-131) Foolish (131)

Style Manuals Definition: Save time “establish conventions accepted in various disciplines or organizations” (132) Save time Ensure consistency among corporate documents

Style Manuals Comprehensive (132) International (132) Chicago Oxford Guide to Style International (132) Interinstitutional The Canadian Style Discipline Specific (133-134) APA MLA CBE

Style Sheet Definition: Records editorial choices Includes choices about punctuation, abbreviations, spelling, capitalization, hyphenation, and other matters of consistency (136) Records editorial choices

Copyediting Must ensure the following elements: Correctness Consistency Accuracy Completeness