Basic copy editing

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Basic copy editing

• Edinburgh 2004

Laura Mellor Harriet G MacLehose
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Outline

• Introduction to copy editing
• Cochrane Style Guide
• Copy-editing checklists
• Copy-editing tips
• Practical exercise

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What is copy editing?

• technical editing
• subediting
• following the Cochrane Style Guide

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What does this actually mean?

• Grammar and spelling
• References
• Punctuation
• Numbers are the same in the MetaView, Results,
  and Abstract
• Text under all appropriate headings
• House style

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What copy editing is not

• Scientific editing (of ideas or methods)

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Why do we copy edit?

• Easier to read
• Fewer mistakes
• Readers and reviewers know what to expect
• Accurate information (dont mislead)
• Professional look

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Cochrane Style Guide (CSG)

• Developed to help copy editors
• Provide guidance for copy editing
• Help develop house style
• Consistent style for all reviews
• Not a static document

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• Review Manager version 4.2
• or
• Review Manager 4.2
• ?

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Medline or MEDLINE ?
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Follow up or Follow-up ?
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What is the correct format for references?

• The CSG is a gateway to other resources

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Checklists

• Designed to help you remember to copy edit all
  sections of the protocol and review
• Available on the Cochrane Style Resource web site

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Tips before you start

• Make sure you have everything you need (pencil,
  pencil sharpener, eraser, dictionary, the
  Cochrane Style Guide)
• Make sure the review has no missing sections (be
  as sure as you can that you have the latest
  version of the review)
• Agree a realistic deadline with the reviewer

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Tips time management

• Separate the review into sections (you dont have
  to start at the beginning)
• Go through the review checking for one thing at a
  time (checklists can help)
• Make the task fit the time available
• Edit on screen where this will save you time (for
  example using the Find function to make sure
  your edits are consistent throughout the review)

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Tips spelling

• Select language in Microsoft Word
• Run spell check last (your edits could have
  typos)
• Include your groups commonly used specific
  vocabulary in a custom dictionary in Microsoft
  Word
• Retain a sharp eye for typos. Accept that the
  spell check on your computer is fallible and will
  not pick up every error!

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Tips memory aids

• Make notes on a separate sheet of paper as you go
  along
• Make a list of things you need to check with
  reviewer/review group
• Tick a checklist as you go along to ensure that
  you dont forget to check a particular
  aspect/part of the review

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Tips making edits

• Make your edits consistent throughout the
  document
• Make sure you can justify your changes
• The copy editors role is to add clarity to the
  text while retaining the style of the author

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Practical exercise