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Proofreading is the
reading Reading is the process of taking in the sense or meaning of Letter (alphabet), letters, symbols, etc., especially by Visual perception, sight or Somatosensory system, touch. For educators and researchers, reading is a multifaceted process invo ...
of a
galley proof 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 tran ...
or an electronic copy of a publication to find and correct reproduction errors of
text Text may refer to: Written word * Text (literary theory), any object that can be read, including: **Religious text, a writing that a religious tradition considers to be sacred **Text, a verse or passage from scripture used in expository preachin ...
or
art Art is a diverse range of human activity, and resulting product, that involves creative or imaginative talent expressive of technical proficiency, beauty, emotional power, or conceptual ideas. There is no generally agreed definition of wha ...
. Proofreading is the final step in the editorial cycle before publication.


Professional


Traditional method

A "galley proof" (familiarly, "a proof") is a
typeset Typesetting is the composition of text by means of arranging physical ''type'' (or ''sort'') in mechanical systems or ''glyphs'' in digital systems representing '' characters'' (letters and other symbols).Dictionary.com Unabridged. Random H ...
version of
copy Copy may refer to: *Copying or the product of copying (including the plural "copies"); the duplication of information or an artifact **Cut, copy and paste, a method of reproducing text or other data in computing **File copying **Photocopying, a pr ...
or a
manuscript A manuscript (abbreviated MS for singular and MSS for plural) was, traditionally, any document written by hand – or, once practical typewriters became available, typewritten – as opposed to mechanically printing, printed or repr ...
document A document is a written, drawn, presented, or memorialized representation of thought, often the manifestation of non-fictional, as well as fictional, content. The word originates from the Latin ''Documentum'', which denotes a "teaching" or ...
. It may contain
typographical error A typographical error (often shortened to typo), also called a misprint, is a mistake (such as a spelling mistake) made in the typing of printed (or electronic) material. Historically, this referred to mistakes in manual type-setting (typography). ...
s ("printer's errors"), as a result of human error during typesetting. Traditionally, a proofreader looks at an increment of text on the copy, compares it to the corresponding typeset increment, and then marks any errors (sometimes called "line edits") using standard proofreaders' marks. Unlike
copy editing Copy editing (also known as copyediting and manuscript editing) is the process of revising written material ( copy) to improve readability and fitness, as well as ensuring that text is free of grammatical and factual errors. ''The Chicago Manual o ...
, 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 initialed, 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 Boilerplate text, or simply boilerplate, is any written text (copy) that can be reused in new contexts or applications without significant changes to the original. The term is used about statements, contracts, and computer code, and is used in the ...
where it is assumed that there will be comparatively few mistakes. Experienced copy holders employ various
code In communications and information processing, code is a system of rules to convert information—such as a letter, word, sound, image, or gesture—into another form, sometimes shortened or secret, for communication through a communication ...
s 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 A bracket is either of two tall fore- or back-facing punctuation marks commonly used to isolate a segment of text or data from its surroundings. Typically deployed in symmetric pairs, an individual bracket may be identified as a 'left' or 'r ...
. "Bang" means an
exclamation point The exclamation mark, , or exclamation point (American English), is a punctuation mark usually used after an interjection or exclamation to indicate strong feelings or to show emphasis. The exclamation mark often marks the end of a sentence, f ...
. A "thump" or "screamer" made with a finger on the table represents the initial cap,
comma The comma is a punctuation mark that appears in several variants in different languages. It has the same shape as an apostrophe or single closing quotation mark () in many typefaces, but it differs from them in being placed on the baseline ...
,
period Period may refer to: Common uses * Era, a length or span of time * Full stop (or period), a punctuation mark Arts, entertainment, and media * Period (music), a concept in musical composition * Periodic sentence (or rhetorical period), a concept ...
, 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''
hump The mountains and hills of the British Isles are categorised into various lists based on different combinations of elevation, prominence, and other criteria such as isolation. These lists are used for peak bagging, whereby hillwalkers attempt ...
''he said the address was digits 1 2 3 4''
hump The mountains and hills of the British Isles are categorised into various lists based on different combinations of elevation, prominence, and other criteria such as isolation. These lists are used for peak bagging, whereby hillwalkers attempt ...
''central''
hump The mountains and hills of the British Isles are categorised into various lists based on different combinations of elevation, prominence, and other criteria such as isolation. These lists are used for peak bagging, whereby hillwalkers attempt ...
''buluhvuhd''
hump The mountains and hills of the British Isles are categorised into various lists based on different combinations of elevation, prominence, and other criteria such as isolation. These lists are used for peak bagging, whereby hillwalkers attempt ...
''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. Note that with both copy holding and double reading, responsibility for a given proof is necessarily shared by the two proofreaders. "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 A word is a basic element of language that carries an objective or practical meaning, can be used on its own, and is uninterruptible. Despite the fact that language speakers often have an intuitive grasp of what a word is, there is no consen ...
. Many publishers have their own proprietary typesetting systems, while their customers use commercial programs such as
Word A word is a basic element of language that carries an semantics, objective or pragmatics, practical semantics, meaning, can be used on its own, and is uninterruptible. Despite the fact that language speakers often have an intuitive grasp of w ...
. 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 A column or pillar in architecture and structural engineering is a structural element that transmits, through compression, the weight of the structure above to other structural elements below. In other words, a column is a compression member. ...
in
tables Table may refer to: * Table (furniture), a piece of furniture with a flat surface and one or more legs * Table (landform), a flat area of land * Table (information), a data arrangement with rows and columns * Table (database), how the table data ...
; and production errors such as text inadvertently deleted. To simplify matters further, a given conversion will usually be assigned a specific
template Template may refer to: Tools * Die (manufacturing), used to cut or shape material * Mold, in a molding process * Stencil, a pattern or overlay used in graphic arts (drawing, painting, etc.) and sewing to replicate letters, shapes or designs Co ...
. Given typesetters of sufficient skill, experienced proofreaders familiar with their typesetters' work can accurately scan their pages without reading the text for errors that neither they nor their typesetters are responsible for.


Style guides and checklists

Proofreaders are expected to be consistently accurate by default because they occupy the last stage of typographic production before
publication To publish is to make content available to the general public.Berne Conve ...
. Before it is typeset, copy is often marked up by an editor or customer with various instructions as to typefaces, art, and layout. Often these individuals will consult a
style guide A style guide or manual of style is a set of standards for the writing, formatting, and design of documents. It is often called a style sheet, although that term also has multiple other meanings. The standards can be applied either for gene ...
of varying degrees of complexity and completeness. Such guides are usually produced in-house by the staff or supplied by the customer, and should be distinguished from professional references such as ''
The Chicago Manual of Style ''The Chicago Manual of Style'' (abbreviated in writing as ''CMOS'' or ''CMS'', or sometimes as ''Chicago'') is a style guide for American English published since 1906 by the University of Chicago Press. Its 17 editions have prescribed writi ...
'', the ''
AP Stylebook The ''AP Stylebook'', also known by its full name ''The Associated Press Stylebook and Briefing on Media Law'', is an American English grammar style and usage guide created by American journalists working for or connected with the Associated Pr ...
'', ''
The Elements of Style ''The Elements of Style'' is an American English writing style guide in numerous editions. The original was written by William Strunk Jr. in 1918, and published by Harcourt in 1920, comprising eight "elementary rules of usage", ten "elementary p ...
'', and ''
The Gregg Reference Manual ''The Gregg Reference Manual: A Manual of Style, Grammar, Usage, and Formatting'' is a guide to English grammar and style, written by William A. Sabin and published by McGraw-Hill. The book is named after John Robert Gregg John Robert Gre ...
''. When appropriate, proofreaders may mark errors in accordance with their house guide instead of the copy when the two conflict. Where this is the case, the proofreader may justifiably be considered a ''copy editor''. Checklists are common in proof-rooms where there is sufficient uniformity of product to distill 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 Copy editing (also known as copyediting and manuscript editing) is the process of revising written material ( copy) to improve readability and fitness, as well as ensuring that text is free of grammatical and factual errors. ''The Chicago Manual o ...
, 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 Commercial may refer to: * a dose of advertising conveyed through media (such as - for example - radio or television) ** Radio advertisement ** Television advertisement * (adjective for:) commerce, a system of voluntary exchange of products and s ...
and
government A government is the system or group of people governing an organized community, generally a state. In the case of its broad associative definition, government normally consists of legislature, executive, and judiciary. Government is a ...
al proofreading requires. Thus, proofreading and editing are fundamentally separate responsibilities. In contrast, "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 In linguistics, the grammar of a natural language is its set of structure, structural constraints on speakers' or writers' composition of clause (linguistics), clauses, phrases, and words. The term can also refer to the study of such constraint ...
, and consistency of usage. 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.


Self

Primary examples include job seekers' own and student term papers. Proofreading such material presents a special challenge, first because the proofreader/editor is usually the author; second because such authors are usually unaware of the inevitability of mistakes and the effort required to find them; and third, as final mistakes are often found when stress levels are highest and time shortest, readers fail to identify them as mistakes. Under these conditions, proofreaders tend to see only what they want to see.


In fiction

Examples of proofreaders in fiction include ''
The History of the Siege of Lisbon ''The History of the Siege of Lisbon'' ( pt, História do Cerco de Lisboa) is a novel by Portuguese author José Saramago, first published in 1989. It tells the story of a proofreader and the story of the Siege of Lisbon as it both is and is not ...
'' (''Historia do Cerco de Lisboa''), a 1989 novel by Nobel laureate
Jose Saramago Jose is the English transliteration of the Hebrew and Aramaic name ''Yose'', which is etymologically linked to ''Yosef'' or Joseph. The name was popular during the Mishnaic and Talmudic periods. * Jose ben Abin * Jose ben Akabya *Jose the Galile ...
, the short story "Proofs" in
George Steiner Francis George Steiner, FBA (April 23, 1929 – February 3, 2020) was a Franco-American literary critic, essayist, philosopher, novelist, and educator. He wrote extensively about the relationship between language, literature and society, and the ...
's ''Proofs and Three Parables'' (1992), and the short story "Evermore" in ''Cross Channel'' (1996) by
Julian Barnes Julian Patrick Barnes (born 19 January 1946) is an English writer. He won the Man Booker Prize in 2011 with ''The Sense of an Ending'', having been shortlisted three times previously with '' Flaubert's Parrot'', ''England, England'', and '' Art ...
, in which the protagonist Miss Moss is a proofreader for a dictionary. Under the headline "Orthographical" in
James Joyce James Augustine Aloysius Joyce (2 February 1882 – 13 January 1941) was an Irish novelist, poet, and literary critic. He contributed to the modernist avant-garde movement and is regarded as one of the most influential and important writers of ...
's 1922 novel ''
Ulysses Ulysses is one form of the Roman name for Odysseus, a hero in ancient Greek literature. Ulysses may also refer to: People * Ulysses (given name), including a list of people with this name Places in the United States * Ulysses, Kansas * Ulysse ...
'', the protagonist
Leopold Bloom Leopold Bloom is the fictional protagonist and hero of James Joyce's 1922 novel ''Ulysses''. His peregrinations and encounters in Dublin on 16 June 1904 mirror, on a more mundane and intimate scale, those of Ulysses/Odysseus in Homer's epic poe ...
, watching the typesetter foreman Mr. Nannetti read over a "limp galleypage", thinks "Proof fever".
Facsimile copy at Archive.org
Isaac Asimov yi, יצחק אזימאװ , birth_date = , birth_place = Petrovichi, Russian SFSR , spouse = , relatives = , children = 2 , death_date = , death_place = Manhattan, New York City, U.S. , nationality = Russian (1920–1922)Soviet (192 ...
's short story "
Galley Slave A galley slave was a slave rowing in a galley, either a convicted criminal sentenced to work at the oar ('' French'': galérien), or a kind of human chattel, often a prisoner of war, assigned to the duty of rowing. In the ancient Mediterran ...
" features a robot proofreader.


Demand for proof-editing

For documents that do not require a formal
typesetting Typesetting is the composition of text by means of arranging physical ''type'' (or ''sort'') in mechanical systems or ''glyphs'' in digital systems representing ''characters'' (letters and other symbols).Dictionary.com Unabridged. Random Ho ...
process, such as reports, journal articles and e-publications, the costs involved with making changes at the proofreading stage are no longer as relevant. This, along with the time and cost pressures felt by businesses, self-publishers and academics, has led to a demand for one-stage proofreading and copy-editing services where a professional proofreader/copy-editoroften a freelancer, sometimes now called an author editorwill be contracted to provide an agreed level of service to an agreed deadline and cost. Proof-editing tends to exist outside of the traditional publishing realm, and it usually involves a single stage of editing. It is considered preferable to have separate copy-editing and proofreading stages, so proof-editing is thus a compromise but one that modern professional on-screen proofreaders and copy-editors are increasingly offering in order to meet the demand for flexible proofreading and editing services.


See also

* * * * * * * * * * * * *


References


External links


''The Importance of the Proof-reader''
by John Wilson
Project Gutenberg Distributed ProofreadersImportance of Proofreading
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