Proofreading and Editing

Editing

There are three levels of the editing process and these are structural (or substantive editing), copyediting and proofreading. The Australian Standards for Editing Practice were produced by the Institute of Professional Editors Ltd (IPEd) for editors to use as a basis for their own knowledge and skills, and also to help potential clients understand the range of services editors provide. A copy of these standards can be downloaded from the IPEd website (<www.iped-editors.org>).

IPEd's Guidelines for editing research theses can also be downloaded from the IPEd website. This is essential reading for anyone wanting their thesis edited, as there are strict guidelines as to what an editor can and can't help a student with.

The three levels of editing are detailed below.

Structural editing

This involves assessing the work in its entirety. It can be defined as tailoring the structure, content, language, style and presentation to the intended reader.

Structural editing most commonly done at the early stages of the editing process and includes a structural review, language and style editing, reviewing the clarity of presentation and checking any legal requirements.

Copyediting

Copyediting is where a document is examined sentence by sentence to remove any errors in the accuracy and consistency of language; grammar; spelling and punctuation; tense and point of view; style and layout; and headings, tables etc.

The purpose is to remove any mistakes or inconsistencies that could potentially irritate or confuse the reader or embarrass the author.

The editor will ensure internal consistency by using a house style guide or by creating their own style sheet based on the author's own style preferences.

Style choices can include the use of double or single quotation marks, spelling choice etc. However some items are not a matter of choice, for example, hyphens, en dashes and em dashes do have different functions that should not be confused.

Above all, style choices should be used consistetly.

Proofreading

Proofreading is the final detailed check of a document before printing.

The different areas covered by proofreading include:

• checking the proof to previous copies and conformity to the style sheet
• checking all amendments have been made properly
• ensuring the document is complete
• checking spelling and punctuation for consistency and errors
• spot checking any cross references
• spot checking the index
• reviewing the layout.

Often the changes made during proofreading are hard to see, but would be very irritating to the reader or author on publication if not corrected.

Always remember, all changes are accepted or rejected at the author's discretion.