To ensure that a document accomplishes the purpose for which it is written, a content editor usually reviews the material with several questions in mind.
- Is the material clear and easy to understand and effective? (If the editor has difficulty understanding the document, a reader may have difficulty as well.)
- Is the material presented in a logical, orderly fashion or do some items need to be rearranged or reprioritised? The editor may rework sections, or provide suggestions for the author.
- Are names and technical terms spelled correctly and consistently? Are the proper abbreviations and acronyms used (and used consistently)? (Often, an organisation may have its own style manual for acronyms, abbreviations, and technical terms. If no official style manual is available, then reference may be made to the organisations previously published work for a consistent approach.)
- Does the document conform to the organisation's guidelines for the use of graphics, layout and visual identity, if any?
Copy editing
After the revisions suggested by the content editor have been made (or ignored), a document usually moves on to the copy-editing stage. A copy editor usually focuses on the following areas.
- Spelling and punctuation (including hyphenation accuracy)
- General grammar issues, such as sentence structure, noun/verb agreement, parallel construction, etc.
- Correct word use (e.g., which vs. that, imply vs. infer, etc.)
- Consistent spelling (e.g., noting whether an author hyphenates a word in some cases but not in others, or uses different abbreviations or acronyms for the same term).
- Consistent use of numerical terms, numbers, dates, etc. (e.g., making sure that the author doesn't say "11 PM" in one sentence and "12:00 a.m." in the next.) Whenever editorial changes and revisions are made to a document, a host of new errors may be introduced. One of the tasks of a copy editor is often to check the "original" against the "revised" document, to make sure that nothing has been inadvertently changed, omitted, or added. Similarly, a copy editor may review charts, graphs, and references for accuracy and consistency.
A copy editor usually isn't expected to have knowledge of the subject matter. What is needed instead is a firm grasp of grammar -- and the ability to explain (and defend) grammatical changes to the author.
Proof reading
Proof reading is usually the last editorial stage. Unfortunately, it is also often the only editing many documents receive. Proof readers are generally expected to check only for errors in spelling, punctuation, and format. Errors can easily creep in during typesetting.
Although proof readers will correct blatant grammatical errors, if they feel that more editorial work is needed, they should be expected to advise the client as soon as possible. Proof reading is usually charged at a different rate to copy editing, on the presumption that a document has already received a good copy edit.
Proof readers also check charts and graphs -- and since these are often re-keyboarded by someone other than the author, the proof reader may be asked to verify every number against the original. A proof reader may also be asked to check a revised manuscript against the original, marked-up copy.
Proof readers need no special subject knowledge, but an absolutely perfect command of spelling and punctuation, and a keen eye.
