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Editorial Matters
Process Types and Stages of Editing Structural Edit (Outline Edit). This edit is generally performed after the initial research and information gathering, and you've put together your first detailed outline of the docs. This edit looks for completeness of intended information, subject areas that are too far off the mark or inappropriate for the audience or document size, proper organization of subjects, and conformance with the company's document organization style. Requested changes here are at the section, chapter or whole document level. First Draft Edit (Content Edit). This is the biggest, and generally most stressful edit for the writer, because it gives feedback on the accuracy and completeness of the actual content and the writing style and quality. At this point the editor may suggest (or demand) changes that could include rearranging information and even cutting or adding paragraphs. Corrected Manuscript (Line Edit). This edit, possibly performed by the same person as the structural edit, possibly by someone else, is done after the changes required by the first draft are done, and you're sure that the content is as accurate as possible. It checks for grammar, punctuation, typos, clarity, reading level and general conformance to house style. The changes here should be at the sentence level. Hopefully, no major structural changes, additions or deletions will be required at this time. Depending on the writer and the project, this edit may be performed more than once before the document is passed on to layout. The last time it is done (even if it's also the first), the document should be as complete as possible, including graphics (as separate files, not necessarily in the document), title pages, graphics list, table of contents and style sheet. Layout or Page Proofs (Visual Edit). This edit is primarily concerned with the work done by the designer. The editor generally won't read every word, but as they scan, if they find something that should be changed, they'll flag it. There shouldn't be much. At this point, making changes is very expensive. Adding a word or two can cause many pages to lose alignment and require going back to layout for hours. Typical things to look for in this edit are: general consistency and conformance with company guidelines, line spacing, alignment of text, widows and orphans, pagination, headers and footers, matching page numbers in table of contents, index and cross references, accurate and up-to-date legal/copyright info, proper graphics in the proper place, captions matching the graphics, and the general look and feel of the page. Proofs. Once the pages have gone to the printer, there is usually one more proof - which needs a final, careful check. You definitely don't want to find grammatical or content errors now. If you do - and they're too bad to ship - printing will be delayed and a lot of money will be wasted. Don't be the one responsible for this-make sure the document is edited very carefully before blueline. The things to look for in a blueline are the overall look, missing parts of letters, pagination, clear graphics and correct text flow from page to page. This may be done entirely by an editor and not involve you, but you should know if and when it happens. Illustrative materials are capable of being edited in the same way as words, since incisive "picture editing" is achieved by the same thought process and the same editorial techniques as word editing. First, obviously, is picking the right pictures. Second, the illustrations are organized in a sequence that reinforces the flow of the verbal argument, complements it, works with it. Third, through size and visual emphasis, the relative importance of the content of the illustrative material is indicated, in the same way that tone-of-voice typography reflects the relative importance of the verbally expressed thoughts. The thought processes involved produce a symbiotic relationship between words and illustrations in which neither element can function without the other and in which each set of elements strengthens the meaning and reinforces the impact of the other. All in aid of creating a lively product that is memorable and has those qualities so prized in today's rushed world: speed of reading and ease of absorption. What the Editor Finds. The range of what editors should look for - and should find - changes throughout the publishing project, starting very wide, and narrowing with time. In the earliest stages, editors are looking at the big picture; overall structure and organization. The changes at these early stages will be at the section, chapter or whole document level. The next round of editing looks at content and style. Changes at this stage will be at the paragraph level. Next, the editor will look for spelling and punctuation and sentence structure. Changes are at the sentence level. Finally, the edits are concerned with the visual aspect, which is more in the domain of the graphic artist than the writer. Why narrow the focus at each stage of editing? Because, the later in the project that you make changes, the more it costs. Not only is there extra editing time if the editor looks for everything every time through the document, but there is more writer time, then more editor time to check the writer's changes. If a document has structural changes after it has been laid out, then you throw away a lot of work and money, and basically go back to the drawing board, rewriting, re-editing, re-laying out. If you make major changes at the blueline stage, you're wasting even more money and blowing the printing and manufacturing schedule, which could delay product shipping. And if you need to make changes after the document has been printed, somebody's job is in deep trouble. Okanagan Bookworks | books@booksokanagan.com | 250.870.2690
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