copyediting procedures

Cleanup ::: incorporating query responses

Saving your files intermittently is a good practice. When should you do so?

• At the end of ever major stage ;; At the end of every session

Saving your files intermittently is a good practice. When should you do so?

• At the end of every session

;; At the end of every major stage

Versions of files that must be saved corresponding to major stages of the editorial process:

• redlined
• author reviewed
• cleaned up ;; unedited original files

Versions of files that must be saved corresponding to major stages of the editorial process:

• unedited original files
• author reviewed
• cleaned up ;; redlined

Versions of files that must be saved corresponding to major stages of the editorial process:

• unedited original files
• redlined
• cleaned up ;; author reviewed

Versions of files that must be saved corresponding to major stages of the editorial process:

• unedited original files
• redlined
• author reviewed

;; cleaned up

How should you organize working files? 1. 2. Save versions in subfolders. 3. Use sortable file names. ;; Create a master project folder (Name - Short Title)

How should you organize working files?

1. Create a master project folder (Name - Short Title)
3. Use sortable file names. ;; Save versions in subfolders.

How should you organize working files?

1. Create a master project folder (Name - Short Title)
2. Save versions in subfolders.

;; Use sortable file names.

When is version control most critical? :: When the document is reviewed by more than one person.

A collaborative editorial system needs:

• version control
• reconciling changes into a final version ;; a work process

A collaborative editorial system needs:

• a work process
• reconciling changes into a final version ;; version control

A collaborative editorial system needs:

• a work process
• version control

;; reconciling changes into a final version

Redlined files ::: original text + tracked changes

To make in-line edits more legible ?? :: Replace entire words

Deleting or adding a ?? break is not visible on-screen or in a redlined printout warranting a query.

When copy-pasting text in a redlined document, it shows what two changes? :: the deletion and insertion of the original words

Queries ::: Comments on a small part of a manuscript

Good querying skills involve:

• how to query ;; when to query

Good querying skills involve:

• when to query

;; how to query

Three purposes of a query:

• Clarify
• Explain a revision ;; Call out a problem

Three purposes of a query:

• Call out a problem
• Explain a revision ;; Clarify

Three purposes of a query:

• Call out a problem
• Clarify

;; Explain a revision

Give two examples of instances where a query is necessary. Use examples you haven’t mentioned in the past. ;;

• clarify ambiguity
• offer different revisions
• explain complex revision
• missing info
• check info
• internal contradiction
• logical error
• factual inaccuracy
• inconsistency in interpretation of evidence

To assure the author that some routine changes were not arbitrary, what should a copyeditor do? :: Write query on first occurrence.

To save time in writing frequently used boilerplate explanation queries, employ a ?? :: text expander

What mechanical changes need querying?

• revisions that may affect meaning
• esoteric or complex grammatical issues ;; controversial changes

What mechanical changes need querying?

• controversial changes
• esoteric or complex grammatical issues ;; revisions that may affect meaning

What mechanical changes need querying?

• controversial changes
• revisions that may affect meaning

;; esoteric or complex grammatical issues

Items that don’t require sources:

• extremely familiar phrases
• well-known literary allusions ;; proverbs

Items that don’t require sources:

• proverbs
• well-known literary allusions ;; well-known phrases

Items that don’t require sources:

• proverbs
• well-known phrases

;; well-known literary allusions

Things to consider when deciding whether to pose an unnecessary substantive query:

• author’s workload
• budget and schedule ;; readers’ acceptance

Things to consider when deciding whether to pose an unnecessary substantive query:

• readers’ acceptance
• budget and schedule ;; author’s workload

Things to consider when deciding whether to pose an unnecessary substantive query:

• readers’ acceptance
• author’s workload

;; budget and schedule

The two parts of a query are :: explanation and proposed revisions

The length of queries should be ??, their scope ??, and their manner of delivery ?? :: concise, specific, polite

Why should you avoid brief and vague queries like “Logic?” :: Authors feel chastised.

Why should you avoid long and discursive queries? :: Authors resent time burden

How can you rephrase a substantive query that invites a yes or no answer? :: Explain why the change is important and describe how it can be done.

Provide two tones to avoid when querying. Say something you haven’t mentioned before. ;;

• jokey
• overly familiar
• sarcastic
• argumentative
• lecturing
• accusatory
• challenging author’s expertise or intellectual ability
• complaining
• rebuking

Why should queries be phrased in terms of readers’ needs? :: They reinforce author and copyeditor teamwork.

Provide two helpful thoughts to remind you when feeling annoyed to the author. Say something you haven’t mentioned before. ;;

• Author’s mistakes are unintentional.
• Author’s work under personal and professional constraints.
• If they are all careful, you’ll be out of work.
• Treat the manuscript as an ugly newborn.

Chicago recommends using ?? when inserting queries in the document. :: comments

Style sheet ::: Record of mechanical editorial choices

In a style sheet’s list of terms, record only items that ?? :: required a decision

Give two examples of items that must be included in a style sheet. Say examples you haven’t mentioned before. ;;

• Special symbols
• Permissions/credits needed
• Tables, figures, and captions
• Dates and numbers
• Miscellaneous notes
• Footnotes
• In-text citations
• Bibliography
• Punctuation
• Abbreviations
• Alphabetical list

Two most common punctuation styles included in a style sheet. :: serial comma and possessive form of proper names ending in s

A (well-received, well received) proposal :: well-received

The proposal was (well-received, well received). :: well received

An edited manuscript is returned to the author or editorial coordinator via a ?? :: transmittal letter

Five steps in writing a transmittal letter: 1. 2. Review instructions. 3. Explain decisions. 4. Point pervasive issues. 5. Explain larger concerns. ;; Praise.

Five steps in writing a transmittal letter:

1. Praise.
3. Explain decisions.
4. Point pervasive issues.
5. Explain larger concerns. ;; Provide review instructions.

Five steps in writing a transmittal letter:

1. Praise.
2. Provide review instructions.
4. Point pervasive issues.
5. Explain larger concerns. ;; Explain decisions.

Five steps in writing a transmittal letter:

1. Praise.
2. Provide review instructions.
3. Explain decisions.
5. Explain larger concerns. ;; Point pervasive issues.

Five steps in writing a transmittal letter:

1. Praise.
2. Provide review instructions.
3. Explain decisions.
4. Point pervasive issues.

;; Explain items that require more work.

When offering praise to the author, use the pronoun ?? :: you

How do you begin a transmittal letter if there’s not much to admire about the manuscript? :: Convey interest in the subject or commend the author for tackling a difficult subject.

Even if you are an expert on the author’s topic, it’s best to use the ?? to avoid irritating the author.

When is the right time to consider addressing the author in first name basis? :: When he or she calls you by your first name.

When communicating to the author, why should you use words like “suggested” or “proposed” instead of “rewritten” and “revised”? :: The former words cede control to the author, making them more receptive to edits.

The editorial process

Setup

1. Backup original unedited files remotely.
2. Backup original unedited files locally.
3. Make a working copy for the original files.

Scan

1. Check to see that the files are compatible with your equipment and inspect them.
2. Open each working file and scroll through its contents with all formatting and any markup displayed. Look for obvious technical problems, such as characters or sec­tions in gibberish, which might denote missing fonts or problems with file conver­sion or compatibility; correct any obvious formatting errors, such as midparagraph hard returns.
3. Supply markup for any potentially ambiguous elements, relying on the author’s original formatting cues, and to highlight or make note of any conspicuous editorial problems for later attention.
4. Make sure you have all the files for the document; refer to the table of contents, if there is one.
5. Scan for obvious gaps and for any signs (e.g., embedded comments or redlined revisions) that the digital text is not the final version.
6. Confirm that all nontext items­ tables, captions for illustrations, endnotes, and the like-are included.
7. Unless instructed otherwise, remove any embedded tables and graphic elements and sequester them. For book-length manuscripts, these items are usually placed in their own files; for shorter pieces, such as journal articles, they are sometimes placed at the end of the regular text, with section or page breaks inserted between the discrete elements. Some clients prefer to retain embedded tables and graphics.

Basic Cleanup

1. Inspect the default settings in your word processor’s autocorrect and autoformatting features and turn off any that will interfere with file cleanup, such as automatic capitalization or formatting of hyperlinks.
2. Confirm the language setting (e.g., for American or British English) in each file to ensure that a spell-check will use the correct dictionary.
3. Run macro-enabled passes:
   1. changing extra spaces between words and sentences to one space
   2. removing spaces after paragraph breaks
   3. removing extra line spaces between paragraphs
   4. changing underlining to italics
   5. fixing spaces around ellipses
   6. changing straight quotation marks and apostrophes to smart (or curly) quotes
   7. correcting the position of commas and periods in relation to closing quotation marks
   8. removing extra tabs
   9. replacing hyphens between numerals with en dashes (the slightly longer dashes used between numerals in typography)
   10. deleting spaces around em dashes (the typographic equivalent of two typed hyphens signifying an interruption)
4. Run a preliminary spell-check, noting unusual terms for further review during the first read-through and adding recurrent proper names and legitimate unconventional spellings to their word processor’s custom dictionary.
5. Perform some initial tagging or styling of various manuscript elements

Third Pass

Check the following elements:

• Table and figures
• Callouts
• Markups
• Note numbering
• Queries (tact and efficacy)
• Spell check

Triage When Lacking Time

Prioritize the following if lacking time:

• Spelling, grammar, and punctuation errors
• Factual inconsistencies
• Undefined abbreviations
• Lack of permissions
• Front matter errors (title page, copyright page, TOC)
• Numbering of footnotes, tables, and figures

Style Sheet

A style sheet should contain the following:

• Special symbols
• Permissions/credits needed
• Tables, figures, and captions
• Dates and numbers
• Miscellaneous notes
• Footnotes
• Bibliography
• Punctuation
• Abbreviations
• Alphabetical list

Transmittal Letter

1. Brief flattering statement about the manuscript.
2. General instructions for reviewing the revisions
   1. Explain how revisions and queries are displayed on the document.
   2. Explain how to respond to queries, approve changes, add and delete text, and restore text.
   3. Explain the style sheet.
   4. Add warning: Ensure the edited manuscript is correct and final in every respect to avoid major revisions, delays, and costs later.
   5. Specify a deadline.
3. Brief explanation of decisions regarding style and mechanical corrections.
   1. Refer author to expert sources in the event of a disagreement.
4. Mention any pervasive style issues.
   1. Provide one or two examples.
   2. Reference the style sheet and queries.
5. Outline larger concerns and further work. (Spend the most time here.)

Clean up

1. Backup.
2. Create a working copy.
3. Accept or reject each redlined change.
4. Make changes based on author’s query responses.
5. Delete resolved queries.
6. Delete annotations, queries, and redlining marks.
7. Run cleanup macros.
8. Run spell-checker.

References

Einsohn, A., & Schwartz, M. (2019). The Copyeditor’s Handbook: A Guide for Book Publishing and Corporate Communications (4th ed.). University of California Press.