Proofreading is the joy of reading a perfect book. When a reader immersed in reading a book has to repeatedly come across spelling mistakes or inconsistencies in sentence structure, it is not only annoying but can also make the reader uninterested in reading the book in many cases. In this case, the role of the entire filter is no less important. If we say that group reading is the preparation of a correct copy before printing, then a general definition is established. The prerequisite for proofreading is to make the composed copy of the manuscript prepared by the author completely unaltered, correct and revised in a form suitable for printing. But when the word revision is added, the boundaries of the responsibilities and duties of a proofreader become somewhat wider; for example, in this case, he has to make sure:
1. Whether the sentence structure is correct;
2. Whether there are any grammatical errors;
3. Whether the use of punctuation marks is correct;
4. Whether the spelling and its use are correct;
5. Whether the use of capital letters is correct;
6. Whether the use of numerical items is correct;
7. Whether the main text position, including headings, sub-headings, paragraphs, footnotes, and page folios, is correct, whether the shape and use of type are correct.
The highest caution for accurate proofreading:
How many times should you proofread the same part – at least three times? Because experts are of the opinion that at least 10% of new errors are discovered during the second proofreading. Experts suggest that the third proof is particularly important for various reasons indicated by the copy editor.
The main and highest qualification for a proofreader is to proofread accurately. Speed is the second level qualification that a proofreader can gradually master. While proofreading numerical words, the numbers should be pronounced aloud and in sequence. A piece of paper or a ruler can be used to register maximum caution and attention while proofreading. By placing a piece of paper or ruler between two lines and making corrections, no part or line of the proof will be left out of the proofreading or correction work. Double-spaced documents are very useful and relatively less painful for proofreading.
Tom and Marilyan Rose advise extra caution when proofreading. They recommend involving friends, relatives, and colleagues as needed. Cross-checking and double-checking can be very important when proofreading.
How long can proofreading be done in one sitting: In the case of proofreading, publishing expert Robert Lawrence Holt has advised against long periods of continuous proofreading, giving special importance to the personal peace of the proofreader. According to him, proofreading cannot be done for more than half an hour in one sitting. He said about this,” Just you need a clear mind to write, you need a clear mind to proofread. Eat, exercise and rest to stay alert. If you are tired, many errors may be overlooked. Usually, a half hour is the longest you can affectionately concentrate. Also proofread when and where you will not be disturbed.”
Debra A. Smith and Helen R. Sutton have given a clearer idea on this. They have given several suggestions including the proof leader’s diet, exercise, help from colleagues and taking 30 seconds of eye rest every 10-15 minutes and engaging in different activities to overcome the stress of proofreading. For example:
1. Take short breaks when you proofread for a long period.
2. Exercise regularly—stretch your neck, arms and shoulders;
3. Eat light meals as needed. Avoid heavy foods that are sure to make you tired.
4. Ask a partner to assist you when you prove that lengthy, highly technical, or complicated material.
5. Rest your eyes for 30 seconds every 10 to 15 minutes.
6. When you become tired or bored, change activities.
Crucial Functions of proofreading
The roles of three people are very important in three stages of successful proofreading, as discussed below:
- The author’s role in the first stage:
Even if the knowledge of spelling and grammar is at the highest level, when the writer proofreads his writing himself, he can finish the proofreading work without making many corrections. Because when the writer proofreads his writing, he almost becomes more focused on his writing. Many times, the writer pays distracted attention to his writing or is busy adding new information and content or expanding or contracting the statement and does not read with overall caution. Moreover, there must not be a copyholder during proofreading. At least while looking at the galley proof, the copyholder will read the original manuscript slowly, and someone else will correct the proof by comparing it with the galley proof. The omission of words and sentences in the galley proof is often noticeable. Therefore, this error can easily be detected by the copyholder’s reading. In addition, the author has to spend more time writing the book and writing the manuscript. Here, both his talent and labor are spent. Then, his proper attention may not be given to correcting the proof. Then he may not get the proper attention for proofreading. The author should not have any objection to editing or proofreading by a skilled proofreader. These two tasks are carried out by skilled people concerned with the interests of the author.
- The editor’s role in the second stage:
Proofreaders have to perform some editing duties. Experts Debra A. Smith and Helen R. Sutton advise editors to keep the six Cs in mind. An editor should look for a manuscript that is:
1. Clear;
2. Concise;
3. Coherent;
4. Concrete;
5. Consider;
6. Complete
Composed Sentence:
“The manager, whose responsibility it is to oversee the team’s performance, ensures that all tasks are completed efficiently and effectively.”
Proofread Sentence:
“The manager, whose responsibility is to oversee the team’s performance, ensures that all tasks are completed efficiently and effectively.”
Corrections & Explanation:
- “who’s” → “whose” (possive pronoun correction)
- “responsability” → “responsibility” (Spelling correction)
- “teams” → “team’s” (Apostrophe needed for possessive form)
- “task” → “tasks” (Plural form needed)
It is noteworthy that the proofreader not only corrected the spelling of the sentence, but also the editor corrected the sentence’s mix of formal and colloquial language and made the subject easier to read by making changes to the sentence structure.
- The printing house’s role in the final stage:
This is an indication that the printing house has to provide the best-revised page or pages from which the final printing is done. This is called author alternations, or AA. After the proof is revised or printed by the proofreader, the printing house is usually obliged to print it exactly. However, if any errors are noticed during plate making or printing that should have been seen during proof correction, the time for such errors to be corrected is long past. Now we have to see if there are any printer errors, such as whether there is any ambiguity in the page, whether there is any missing page, etc. At this stage of printing, there is no opportunity to read the entire printed part. If this is done, then all the previous plans for printing and publishing the book or any other document are disrupted and damaged. Although printing and publishing is a team activity, everyone has certain responsibilities and duties that need to be carried out with trust, honesty, and attention.
