Copy Edit & Production Chklists

7/28/2019 Copy Edit & Production Chklists

1/15

Document1 Page 1 of15

Copy Edit and Production ChecklistsThis document contains copy editing and production review checklists. These checklists

are not comprehensive, but can be a starting point for copy and production edits.

BEFORE YOU BEGIN ........................................................................................................................................ 1

LEVEL 1 COPY EDIT CHECKLISTS .......... ........... .......... .......... ........... .......... ........... .......... ........... .......... ...... 2

GENERAL COPY EDIT CHECKLISTS...................................................................................................................... 2

COPY EDIT CHECKLIST FORTOC ........................................................................................................................ 3

COPY EDIT CHECKLIST FORGRAPHICS................................................................................................................ 3

COPY EDIT CHECKLIST FORTABLES ................................................................................................................... 4

COPY EDIT CHECKLIST FORINDEX...................................................................................................................... 4

COPY EDIT CHECKLIST FORHELP TOPICS ........................................................................................................... 5

LEVEL 2 COPY EDIT CHECKLIST ................................................................................................................ 5

PRODUCTION EDIT CHECKLISTS ............................................................................................................... 6

GENERAL PRODUCTION EDIT CHECKLISTS.......................................................................................................... 6

PRODUCTION CHECKLIST FORTABLES ................................................................................................................ 8

PRODUCTION CHECKLIST FORTOC .................................................................................................................... 8PRODUCTION CHECKLIST FORPAGINATION ........................................................................................................ 9

PRODUCTION CHECKLIST FORGRAPHICS .......................................................................................................... 10

PRODUCTION CHECKLIST FORINDEX ................................................................................................................ 11

PRODUCTION CHECKLIST FORONLINE PDFFILES ............................................................................................ 12

PRODUCTION CHECKLISTS FORONLINE HELP ORHTML .................................................................................. 13

PRODUCTION CHECKLIST FORJAVADOC HTML AND PDFOUTPUT.................................................................. 14

Before You Begin

Before you begin a review, read this document and familiarize yourself with theindividual items to check during the copy or production edit.

Before you begin the review, ask the author for a list of items to check that are

specific to the product and document.

Use the checklists in this document to track each section or chapter you review.

As necessary, use the following documents as guides:

o Autodesk Style Guide

o Location Services Style Guide

o Microsoft Style Guide

o Indexing Guidelines

During a review, flag anything that isnt understandable on a quick read and notethis as a query to the writer, as there may be text missing or some other problem.


2/15


Level 1 Copy Edi t Checkl ists

Complete below for each section or chapter reviewed:

PRODUCT: DATE:

SECTION:

General Copy Edit Checklists

FORMAT Prod. CheckOverall page or topic appearance Yes

Alignment consistent. Indents consistent Yes

CHAPTER OPENER PAGE Prod. CheckIn this chapter topics correspond to H1 heads Yes

STYLE (Copy Edit Priority Order)

Prod. Check

Conventions such as dialog box (not dialog) and click (notclick on)

Yes

General consistency (not doublemaximum; doubleThe

minimum)

Yes

Colons must always be preceded by an independent clause Yes

No colons in procedure headings (ListIntro tag in print books) Yes

Correct use of em and en dashes; no double hyphens Yes

File names and extensions italicized and lower case (.dwg, butDWG, all caps, no period, not italicized

Yes

Names of keys are all caps, no italics (ENTER) Yes

URLs, directory paths italicized and lower case, unless case

sensitive

Yes

SENTENCE LEVEL EDIT Prod. CheckCheck for correct grammar and punctuation No

Ensure clarity, reduce passive voice use, eliminate wordiness No

Subject/verb disagreements No

Pronoun/antecedent disagreements No

Parallel structure (e.g. headings consistent) No

Paragraph-level concerns: Mark paragraphs that seem

incoherent or dense for the writers attention.

No


3/15


PUNCTUATION, SPELLING, PROOFING Prod. CheckMissing periods Yes

No space before commas or periods Yes

Serial commas Yes

Run-on wordsthemouse for the mouse Yes

Misspellings, extraneous/missing characters; spell checkmistakesdragging them mouse

Yes

Abbreviations: Release never abbreviated. Yes

Product names: Correct names, correct capitalization, namesnever hyphenated or abbreviated. (Not trademark checking).

Yes

Consistent use of symbols and terminology within document

(and between documents)

Yes

Proper capitalization Yes

BULLETED AND NUMBERED LISTS Prod. CheckCorrect usage:

- in general, at least 2 but no more than 9 items in a

numbered list (sometimes can have more than 9 steps)

- a single bullet for a single-step procedure

Yes

Correct and consistent punctuation Yes

Correct numbering sequence Yes

Copy Edit Checklist for TOC

TOC Prod. CheckContains all chapter headings as well as H1 and H2 headings Yes

Contains Introduction, Glossary, and Index headings also if thesesections exist

Yes

Same wording, punctuation as in chapter Yes

Copy Edit Checklist for Graphics

GRAPHICS Prod. CheckThe graphic is the correct one as described by the preceding stepor paragraph. In other words, if a screen shot shows the

Properties dialog box, make sure that the step immediatelybefore it is not describing a different dialog box.

Yes

Screen shots do not use project code names or strange directory

names (c:\foobar).

Yes

Check all text below graphics to see that neither overlaps theother

Yes

Object identified in the caption or in callouts conforms to whats

shown in the graphic

Yes


4/15


GRAPHICS Prod. CheckIn general, spelling and case in the caption should conform towhats shown in the graphic. However, Initial Caps must be used

to refer to dialog box options even if they are in Sentence case in

a dialog box.

Yes

Diagrams: - Text should be legible and sharp Yes

Copy Edit Checklist for Tables

TABLES Prod. CheckThe table contains the content that is introduced in the previous

step or paragraph.

No

Correct punctuation and capitalization. No periods with theseexceptions: After complete sentences. & Periods in cells ofcolumns where there is a period

Yes

Copy Edit Checklist for Index

INDEX Prod. CheckSpot-check to see that nothing important is omitted. Suggestadditional synonyms if possible.

No

Carefully review See and See Also that they dont refer to

non-existent entries

Yes

No double entries Yes

Entries aligned correctly Yes

No more than three levels (main entry, subentry, subsubentry).

Third level entries (subsubentries) should be used sparingly, forclarification of complex subjects

Yes

If an entry has only one subentry, the primary keyword and its

subentry should appear on one level, with a comma if necessary,and not be split into two levels

Yes

Formatting for See and See Also entries:

data. See external data

Coordinate systemsLatitude/longitude, 32

State plane coordinates, 167See also global coordinate systems

Yes

Ranges used appropriately. The general guideline is: When 4 or

fewer subentries are on consecutive pages or within one or two

pages, you should collapse them.

Correct

community strings 11-13

adding 11deleting 13

Incorrect

Yes


5/15


INDEX Prod. Checkcommunity strings


Copy Edit Checklist for Help Topics

Same copy edit guidelines as for other material. The only additional check might be forthe TOC. Have the writer make a printout of relevant material.

TOC Prod. CheckTOC heading must have same wording or parallel wording astopic opened

Yes

Level 2 Copy Edi t Checkl ist

Level 1 plus the following level of checks:

STYLE Prod.Check

Ensure compliance with corporate style guidelines (Autodesk HouseStyle, Location Services Style Guide)

No

Errors in acronym usage (missing definition at first use, inconsistent

usage, repeated definition when not required)

No

Words hyphenated correctlyonline, pull-down or other errors inhyphenation (inconsistent, missing, inappropriate)

Yes

Inconsistent or inappropriate abbreviations No

Nonstandard word use, punctuation, or spelling No

Dangling construction/misplaced modifiers No

SENTENCE LEVEL Prod.Check

Overly complex, incomplete comparisons, faulty parallelism No

Run-on sentences (comma splices, clauses joined with no coordinatingconjunction or appropriate punctuation)

No

At paragraph level, ensure coherence, explicitness, and logic; break up

dense writing

No

TABLES, ETC. Prod.Check

Ensure table design presents information advantageously No

Ensure sections, tables, figures, references, and appendixes mentioned

in text are included in document

No

Mark unclear figures for redesign and unclear tables for revision No


6/15


Product ion Edi t Checkl is ts

Complete below for each section or chapter reviewed:

PRODUCT: DATE:

SECTION:

General Production Edit Checklists

FORMAT Copy EditOverall page or topic appearance Yes

Alignment consistent. Indents consistent Yes

Sentence and character spacing consistent (watch for extra widespaces)

No

Consistent spacing between paragraphs and/or lists No

Correct and consistent formatting for Notes, Warnings, etc. No

CHAPTER OPENER PAGE Copy EditIn this chapter topics correspond to H1 heads Yes

Artwork included No

Check legibility of In this chapter topics over artwork No

No dates No

STYLE (Production Edit Priority Order) Copy EditCorrect paragraph tag usage, correct definitions in style sheet (if

applicable)

No

Correct fonts, point sizes, styles No

Quotation marks: curly in text; straight for dimensions No

No double spaces No

File names and extensions italicized and lower case (.dwg, butDWG, all caps, no period, not italicized

Yes

Names of keys are all caps, no italics (ENTER) Yes

URLs, directory paths italicized and lower case, unless case

sensitive

Yes

Colons must always be preceded by an independent clause Yes

No colons in procedure headings (ListIntro tag in print books) Yes

Correct use of em and en dashes; no double hyphens Yes

Conventions such as dialog box (not dialog) and click (notclick on)

Yes

General consistency (not doublemaximum; doubleThe

minimum)

Yes


7/15


PUNCTUATION, SPELLING, PROOFING Copy EditMissing periods Yes

No space before commas or periods Yes

Serial commas Yes

Run-on wordsthemouse for the mouse Yes

Misspellings, extraneous/missing characters; spell check

mistakesdragging them mouse

Yes

Words hyphenated correctlyonline, pull-down Yes

Abbreviations: Release never abbreviated. Yes

Proper capitalization Yes

BULLETED AND NUMBERED LISTS Copy Edit

Correct usage:- in general, at least 2 but no more than 9 items in a

numbered list (sometimes can have more than 9 steps)

- a single bullet for a single-step procedure

Yes

Correct and consistent punctuation Yes

Correct numbering sequence Yes

If a list of options or alternatives is documented as a bulleted listwith inline headings, each inline heading should be bold, followed

by an em-dash (also bold), and then the text (not bold).

No

Consistent indents within the same document or Help file (for

example, bullets should line up with the left margin of thepreceding paragraph)

No

Consistent use or absence of hyphens in introductory sentences No

TRADEMARKS Copy EditCopyright page included No

R or TM used correctly and superscripted No

Products trademarked in the first instance each chapter only. No

Autodesk and Microsoft products must be trademarked as above;

others are optional.

No


8/15


Production Checklist for Tables

TABLES Copy EditCorrect punctuation and capitalization. No periods with theseexceptions: After complete sentences. & Periods in cells ofcolumns where there is a period

Yes

There is no extra white space in the columns NoColumns spaced proportionately

No borderlines missing (only horizontal borderlines) No

Alignment: Table headers and columns No

Alignment: Table to text (With one exception: sometimes we use

a table that spans the full width of the page, even if it doesntline up with the preceding text).

No

Line spacing in table headers and columns No

Vertical spacing between table and text No

The table is using the correct tag to align with the text thatprecedes it

No

If the table spills onto the next page, the title should be repeatedon the second page and the text (continued) should appear.

If it doesnt, add the variable Table Continuation to the end ofthe table title.

Note that some of our tables dont use titles. If a table spillsacross to a second page, a title must be added. (In exceptional

cases, it may be acceptable to add the table continuation variable

to the column headings rather than on a title.)

No

Production Checklist for TOC TOC Copy EditContains all chapter headings as well as H1 and H2 headings Yes

Contains Introduction, Glossary, and Index headings also if thesesections exist

Yes

Same wording, punctuation as in chapter Yes

Spot-check page references No


9/15


Production Checklist for Pagination

PAGINATION Copy EditRelated material on one page No

Page breaks are not confusing about what follows on the next page No

Headings do not start near or at the bottom of the page. Headings

should appear no lower than 2/3 of the way down the page.

No

Procedure headings (List intro paragraph tag) do not end with

colons and have at least 2 steps following them on the same page

(unless there is only one step).

If there are multiple steps, and step 2 ends up on the next page,move the whole section to the next page by applying the Start at

Top of Page option to the procedure heading.

No

Paragraphs dont break across pages, unless absolutely necessary.This is particularly important in the case of recto/verso pages.

No

Graphics and tables do not start at the top of the pagetheyshould always be with the step or paragraph that describes them.

No

No hyphenation across page breaks. Avoid excessive hyphenation

in a paragraph; if needed, suppress hyphenation with Esc + n + s.

No

Last word in a paragraph not hyphenated No

No more than three hyphens in a row No

Page doesnt end with a colon No

Programming code does not break. . If you must break it acrosspages, try to find a logical breaking point, for example, at end of

statements. Never break a statement thats more than one line.Words at end of a sentence not hyphenated.

No

Odd-numbered pages do not have too much white space (1/2 or1/3 of a page) at the bottom, which could possibly mislead thereader into believing that the chapter has ended.

No

Theres sufficient text on the last page of the chapter. If theres just

a sentence or two spilling over to the last page, try to rewrite orchange spacing to get it all onto the previous page.

DO NOT ADJUST TEMPLATE TEXT FRAME OR TAG SETTINGS.

No

The chapter ends on an even page, even if the last page is blank.

The second to last page (an odd page) should not be blank.

No

If the last page is blank, only the page number appears, not thechapter title.

No

* All non-breaking phrases use the non-breaking space command(Control+space). For example, if you are referencing another

document and dont want the title of a document to break, youwould use Control+space to create the spaces between each word

in the title.

No

There are no hard returns. If you want to move a heading or other

paragraph to the next page, alter the tag of that paragraph to use

the Start at Top of Page option.

No


10/15


Production Checklist for Graphics

To get info about a graphic, right-click it, and choose Object Properties.

GRAPHICS Copy Edit* All graphics are imported by reference, not pasted in thedocument.

No

Screenshots: Consistent spacing above and below graphics based

on the graphics procedure.

Border around: Should be 0.5 weight

There should be 0.5 offset from the top of the anchored frame.

There should be 0.5 offset from the left of the anchored frame.

Anchoring Position: At Insertion Point

Distance Above Baseline: 0.0 pt

Width: Width of the graphic plus at least one point

Height: Height of the graphic plus exactly one point

Width and height of the anchored frame can be different if youneed room for callouts. Use best judgment.

DPI: Usually 150

No

Toolbar buttons: Consistent spacing:

* - Anchoring Position: Outside Column

* - Side: Left

* - Distance Above Baseline: -11.0pt

* - Distance From Text Column: 40.0pt

* - Width: Exact width of toolbar button @100 dpi

* - Height: Exact height of toolbar button @ 100 dpi

No

Diagrams:

- Text should be legible and sharp

- Text and boxes should be aligned with each other as much aspossible, e.g. text centered in its box, boxes aligned bottom or top,same size if possible, etc.

No

No dithering in scrollbars No

* Leaders should have a weight of .5 pt. No

* Leaders must be set with the Set Overprint button on the

Graphics toolbar

No

For 2-color manuals only (currently, there are none in this division):

Callouts must be the second color (Cyan in the source files)

No

Aligned correctly (Left edge of graphic should line up with left edgeof text above. In numbered steps, the graphic should line up with

the left edge of the text, not with the number.)

No

Correctly displayed and aligned callouts (.5 pt. lines). Calloutscentered on leaders; leaders centered on graphic element.

No

The graphic is the correct one as described by the preceding step orparagraph. In other words, if a screen shot shows the Properties

dialog box, make sure that the step immediately before it is not

Yes


11/15


GRAPHICS Copy Editdescribing a different dialog box.

Screen shots do not use project code names or strange directory

names (c:\foobar).

Yes

Check all text below graphics to see that neither overlaps the other Yes

Object identified in the caption or in callouts conforms to whats

shown in the graphic

Yes

In general, spelling and case in the caption should conform to

whats shown in the graphic. However, Initial Caps must be used to

refer to dialog box options even if they are in Sentence case in adialog box.

Yes

Production Checklist for Index

Note Final review of the index should be done after final pagination of the book.

INDEX Copy EditSpot-check index page numbers No

No more than three levels (main entry, subentry, subsubentry).Third level entries (subsubentries) should be used sparingly, for

clarification of complex subjects

Yes

If an entry has only one subentry, the primary keyword and itssubentry should appear on one level, with a comma if necessary,

and not be split into two levels

(Production editor can mark up, writer can fix.)

Yes


data. See external data

Coordinate systems

Latitude/longitude, 32State plane coordinates, 167

See also global coordinate systems

Yes

Ranges used appropriately. The general guideline is: When 4 or

fewer subentries are on consecutive pages or within one or twopages, you should collapse them.

Correctcommunity strings 11-13


Incorrectcommunity strings


Yes

Pagination of index:

If a main entry is followed by subentries, do not leave the

No


12/15


INDEX Copy Editmain entry as a widow at the bottom of a column.

Dont start a new letter of the alphabet at the bottom of a

column; instead, force it to the top of the next column.

Balance the two column lengths.

Also, if a list of subentries runs over to the next page orcolumn, main entry should be repeated at the top of the new

column, followed by "(continued)", which is lowercase, inparentheses, and italic (including parentheses).

Carefully review See and See Also that they dont refer to non-

existent entries

Yes



Only commands, features, and products capitalized No

No comma after entries with subentries No

No widows at page bottom: alphabet letter, or main entry with

sub-entry at top

No

Single space between entry and page numbers No

If an entry has only one subentry, the primary keyword and itssubentry should appear on one level, with a comma if necessary,

and not be split into two levels.

No

Generally, no more than two levels (one main entry, one subentry). No

When subentry list goes to the next column, at least two entries at

the end and at the beginning of a column. At the beginning of thenext column, continued has been added.

No

Carefully review See and See Also that they dont refer to non-

existent entries

Yes



Only commands, features, and products capitalized No

No comma after entries with subentries No

No widows at page bottom: alphabet letter, or main entry withsub-entry at top

No

Single space between entry and page numbers No

Production Checklist for Online PDF FilesThese items need to be checked specifically in the online PDF file.

TOC & INDEX (BOOKMARKS)Contains all chapter headings as well as H1, H2, and H3 headings

Headings must have same wording, punctuation as in chapter

Contains Introduction, Glossary, and Index headings also if these sections exist


13/15


TOC & INDEX (BOOKMARKS)Index bookmark must contain links to relevant letter headings (A, B, C, D, E,etc.)

This is accomplished by including GroupTitles IX tag at same level as H1s

when the PDF is generated.

Spot-check links

PAGE NUMBERSAcrobat page numbers in status bar correspond to page number on page

GRAPHICSLeaders can display incorrectly in online PDF files. Leader lines specifically needto be reviewed in a printout of the PDF file.

Production Checklists for Online Help or HTML

These items must be checked while viewing the Help in its intended format, e.g. HTML

Help in a browser, or Help for a hand-held device must be viewed on the intended

device.

Print out topics that contain long lists of jumps; then, check off each topic reviewed soyou can track what you have reviewed

Print out topics that need corrections and mark them up.

Access the help through index.htm or whichever file is the entry point to the help

system. Donot launch each file individually, as you will not see the appropriate frames,

titles, etc. If the entry point is available from the Start menu, access the help fromthere.

TOC Copy Edit

Open all TOC levels and review for consistency, duplications, anderrors

No

Spot-check links No

TOC heading must have same wording or parallel wording as topicopened

Yes

TOPIC LINKS Copy EditConsistent appearance of jumps or links (the same color,underlined)

No

Go to the correct topic NoUnderlines under topic names only, not under surrounding spaces

or punctuation

No

INDEX Copy EditSpot-check that index entries open correct topics No

If an entry has only one subentry, the primary keyword and its No


14/15


INDEX Copy Editsubentry should appear on one level, with a comma if necessary,

and not be split into two levels

Generally, no more than two levels (one main entry, onesubentry).

No


maps. See drawings

Coordinate systems(see also global coordinate systems)

Latitude/longitudeState plane coordinates

No

Production Checklist for Javadoc HTML and PDF Output

HTML Copy EditRead through the Interface Summary. Descriptions are generated

from the first sentence in the comments sections:

Check that text matches, nothing has been dropped.

Check to see that the sentence defines the interface clearly.

If the second sentence is more defining, note for the author to

rewrite.

No?

Each class should have a comment; no empty comment sections.(Name and signature, title, header are all generated

automatically.)

No?

Plural ofdatum is datums not data, when referring to geographiccoordinate systems.

No?

FORMATTING Copy Edit

Ignore formatting with the following exceptions:

File names and path names are italicized.

X and Y ordinates are cap, roman, ital, when preceding theterm ordinate.

If something in comments shouldn't be bulleted, note this.

Italics in All Classes is okay

No

LINKS

Copy Edit

Check links outside the Java doc, links that are not generated byJava; for example, links to post office web sites. Automatic linksare: LBS, () after, in a table, See also, constants (anything in all

caps).

No

PDF Copy Edit


15/15


PDF Copy Edit

Online, check that page numbers in the status bar correspond tothose on the page.

No

Java Issues

What style for phrases following Returns sections: sentence cap and period, or lower

case first word and no period? Use em dashes instead of hyphens? In PDF only? In both HTML and PDF?

Page breaks in the PDF file?

The automatic PDF index is simply alphabeticalis it necessary? If so, the formattingis problematic.

Block text produces poor spacing in the printout.

Copy Edit & Production Chklists

Documents

Transcript of Copy Edit & Production Chklists