Definitions of Editorial Services for Publications

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Engineering Communications Office

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Definitions of Editorial Services for Publications

Proofreading

  • Marks typeset copy against manuscript or by free-reading (not reading against a manuscript). Identifies deviations for correction.
  • Queries editorial errors.
  • Checks copy for conformity to type specifications.
  • Follows style sheet and make additions as necessary.
  • Ensures attractive typography by checking kerning, margins, word spacing, hyphen stacks, etc.

Editorial proofreading

  • All the steps of proofreading, plus steps listed below.
  • Requires reading a manuscript or typeset copy to correct indisputable errors such as misspellings, typos, misnumbering or mislabeling, subject-verb disagreements, errors in word usage (such as use of imminent for eminent), and incorrect our outdated cross-references.
  • Makes marginal notes to show first citation of illustrations, tables, and other display elements.
  • Adds punctuation as necessary to eliminate confusion.

Copyediting (three levels)

At all levels of copyediting, the copyeditor corrects errors, queries the author about conflicting statements, requests advice when the means of resolving a problem are unclear, and prepares a style sheet. He or she may also incorporate the author’s replies to queries; this work is known as cleanup editing.

Light copyediting

  • Correcting faulty spelling, grammar, and punctuation.
  • Correcting incorrect usage (such as can for may).
  • Checking specific cross-references (for example, “As Table 1.3 shows …”).
  • Ensuring consistency in spelling, hyphenation, numerals, fonts, and capitalization.
  • Checking for proper sequencing (such as alpha order) in lists and other displayed material.
  • Recording first references to figures, tables, and other display elements
A light copyediting does not involve interventions such as smoothing transitions or changing heads or text to ensure parallel structure. The copyeditor checks content only to detect spots where copy might be missing. A light copyedit may include typemarking.

Medium copyediting

  • All tasks for light copyediting in addition to the tasks listed below.
  • Changing text and headings to achieve parallel structure.
  • Flagging in appropriate, ambiguous, or incorrect statements.
  • Ensuring that key terms are handled consistently and that vocabulary lists and the index are correctly referenced in text.
  • Ensuring that previews, summaries, and end-of-chapter questions reflect content.
  • In a multi-author manuscript, enforcing consistent style and tone.
  • Changing passive voice to active voice, if requested.
Heavy copyediting (substantive editing)
  • All tasks for light and medium copyediting in addition to the tasks listed below.
  • Eliminating wordiness, triteness, and inappropriate jargon.
  • Smoothing transitions and moving sentences to improve readability.
  • Assigning new levels to heads to achieve logical structure.
  • Suggesting—and sometimes implementing—additions and deletions.
The key differences between heavy and medium copyedits are the levels of judgment and rewriting involved. In a heavy copyedit, the editor improves the flow of text rather than simply ensuring correct usage and grammar; may suggest recasts rather than simply flagging problems; and may enforce a uniform level, tone, and focus.

Developmental editing

Developmental editing can include consultation before the writing begins. The developmental editor may help plan the organization, features, and other aspects of the work and prepare developmental reviews or analyses. Duties often include the following:

  • Suggesting formats to best communicate the message.
  • Rewriting and restructuring the text to fit the format.
  • Moving entire paragraphs and sentences to improve flow.
  • Ensuring consistent structure by adding or deleting headings.
  • Identifying gaps in content, and supplying or describing the needed copy so that the author can provide it.
  • Deleting content that is outdated or that does not achieve the desired marketing focus or tone.

Production editing

Production editing involves managing the entire production process from manuscript to finished product.

  • Scheduling and tracking the entire production process.
  • Getting bids from printers and awarding work.
  • Hiring and supervising copyeditors and designers.
  • Incorporating the author’s replies to queries (cleanup editing).
  • Ensuring the quality of typography and manufacturing.
  • Executing administrative procedures (registration of copyright, assigning and filing an ISBN).