stc11 types edits_corbin_oestreich

Types of Edits

Michelle Corbin & Linda Oestreich May 2011

Types of Edits - STC Technical Communication Summit 2

Agenda

Levels and Types of Edits

Determining a Type of Edit to Complete


Levels and Types of Edits


Defining what we do: “...imposing upon it a sense of organization and rationality...” (Van Buren and Buehler)

Types of edit (9 types)

Categories of editorial functions

Coordination, policy, integrity, screening, copy clarification, format, mechanical style, language, and substantive

Levels of edit (5 levels)

Number of specific editorial functions (types of edits)

Level 5 contains least number of editorial functions (types of edits); Level 1 contains most number (all)


“Classic” levels of edit from Van Buren & Buehler

Level of Edit

Type of Edit Level 1 Level 2 Level 3 Level 4 Level 5

Coordination X X X X X

Policy X X X X X

Integrity X X X X

Screening X X X X

Copy Clarification X X X

Format X X X

Mechanical X X

Language X X

Substantive X

Nine types classified into five levels


An “informal” approach: hierarchy of tasks (Tarutz)

Defined a hierarchy, based on task difficulty, time on task, and skill level involved

Typical uses: establish common language, sizing & estimating, training new editors, scheduling


“Informal” levels from Tarutz

Turning pages – superficial look at text

Skimming – obvious spelling, grammar, punctuation

Skimming and comparing – internal consistency, cross- references

Reading – writing style, such as wording, usage

Analyzing – organizational flaws, missing info, redundancies, technical inconsistencies

Testing and using – technical errors, usability problems


Content-focus instead of rules-focus (Nadziejka)

Non-sequential, independent list of 3 levels; all deal with “traditional editorial concerns of language, grammar, format, and style, but also with the technical content” (p. 9)

Lowest level of edit must include focus on content and purpose, not just on grammar and style (or less); limited time should not mean a limit our focus on the content

Trade-off: Some typos or grammatical errors will exist within a document (p. 7)


Content-focus levels of edit (Nadziejka)

Rush Edit

Not enough time for a complete edit

Selection of editing tasks within the limited amount of time

“...identifying substantive problems or errors that would adversely affect the reader’s comprehension and the author’s reputation...”

3 types of tasks to be completed in order, and as time allows:

Technical content considerations

Policy considerations

Copyediting considerations

Standard Edit

Plenty of time to do a complete edit

Complete editing of the document

Includes all of the editing tasks in a Rush Edit, but in the order of the editor’s choosing:

Technical content considerations

Style considerations

Language considerations

Integrity considerations

Policy considerations

Revision Edit

More time intensive edit

Bringing several authors together

Document is not nearing completion, is not yet ready for a Standard Edit

Involves reorganization and major revisions to document


Negotiation-based types of edits (Weber)

Rules-based editing

Make a document correct, consistent, accurate, & complete, using company standards and guidelines; spelling, grammar, punctuation, capitalization, hyphenation, legal

Non-negotiable with the writer: the editor makes corrections, enforces the rules

Analysis-based editing

Make a document functional and appropriate for readers, focusing on concepts, content, organization, form & style

Negotiatble with the writer: the editor suggests improvements, identifies possible issues


Mapping types of edits to types of testing: Raising awareness of technical editing as quality assurance (Corbin et al, 2002, p. 290)

Type of Validation Testing Type of Technical Editing

System testingIntegration testingUnit testing

Comprehensive EditingComprehensive editing can include these types of quality assurance activities:

Ensuring technical accuracy

Understanding and working toward the big picture

Reducing the amount of information

Re-using information

Customizing information for different software solutions

Enabling continuous improvement

Usability testing Usability Editing Usability editing can include these types of quality assurance activities:

Ensuring the information can be easily retrieved

Making the information accessible to all users

Understanding the users well enough to make appropriate decisions about style and content

Function testingUnit testing

Copy EditingCopy editing can include these types of quality assurance activities:

Ensuring the information can be easily translated

Standardizing the information written by multiple writers

Verifying each information deliverable


Textbook point of view: Defining editorial functions and responsibilities (Rude)

Two primary functions:

Preparing documents for publication

Text editing

Two types of text editing:

Comprehensive editing

Copy editing

Preparing documents for publication includes document design & production type editing

Primary purpose: Sizing, estimating, scheduling work; “contract for editorial services”


Everyone does it: Simplifying or focusing the levels (types) of edit (Baker)

Developed “editing model” based on own experiences

Reduce complexity; simplify and clarify

Defined three “levels” (types) of editing:

Knowledge editing (accuracy, completeness, logic)

Language editing (grammar, punctuation)

Layout editing (white space, formatting)


STC Technical Editing SIG watercooler chat on the value of levels of edit

Definition: “list of editing tasks, organized by levels...that spells out what as an editor you will do”

Common uses:

Obtaining agreement of what will be done

Prioritizing work

Discussed the value of not doing the level 1 edit (focusing more on grammar) and instead doing a higher level edit (focusing more on technical content)


Evolution or revolution?

Complexity is an artifact of the environment in which one works

Larger corporations or teams might choose to define more types of edits and adopt the levels as well

Smaller companies or teams might choose to define fewer types of edits and ignore the levels

People used “levels” to mean “types”; much confusion over how “levels” different from “types”; some moved towards “model”

Define each type with specific sets of editing tasks to be completed; many editors “nest” the types of edits (for example, a copy edit includes a legal edit)

Types of edits are most frequently used as job description, project management tool, and training tool


Determining a Type of Edit to Complete


Defining your types of edits

Must have a clear definition of the standard types of edits you will complete

For this discussion, let’s consider this more common set:

Legal edit – notices, trademarks, copyrights, licenses

Copy edit – legal edit + rule-based errors in style guide, especially for grammar, style, punctuation, and formatting

Comprehensive edit – copy edit + more possibly subjective-based errors, especially for org, completeness, logic, and accuracy


Characteristics that affect your choice

Importance of project or release to the business

Importance of project or release to the customer

Importance of the information

Type of information

Amount of new and changed information

Quality of existing information

Experience of the writer

Availability of resources (editor, writer, SMEs)

Availability of time

Globalization and translation of the information


Developing a “triage” system (Tarutz)

Triage = Deciding on the desired quality of the book, and then how much effort is required to attain that level of quality

Evaluate a project by rating on a scale of 1 (low) to 3 (high) the following variables:

Importance of the project

Rapport with the writer

Difficulty of the project

Add the total points, books with the highest points need more comprehensive editing


Developing a “decision tree” based on the characteristics

Time and resources are gating factor

Choose most comprehensive type of all characteristics in decision tree

Document decisions in editing plan, which should be part of a doc plan

Characteristic of the information Choose this type of editing

Information is critical to customer Comprehensive edit

Information is important to customer Copy edit

Information is mostly guidance Comprehensive edit

Information is mostly conceptual Comprehensive edit

Information is mostly reference Copy edit

Information contains known issues Comprehensive edit

Information is accurate/complete Legal edit

Writer of information is experienced Copy edit

Writer of information is new Comprehensive edit

Schedule allows ample time Comprehensive edit

Schedule allows minimal time Legal edit


Exercise: Define the types of edits

Company XYZ is a large telecommunications company

Within the software division, there is a team of 10 technical writers and 1 technical editor

The technical editor supports those writers & other SMEs who produce information

The company follows the Read Me First! style guide, published by Sun Technical Publications

Your task: Using the information on slide 20, set up the types and levels of edits that this team requires.


Summary


And in conclusion

Both levels and types of edits exist, and you must choose how complex your definition will be

Devise a system for how you will determine what the most appropriate edit to complete

Ultimately, before you pick up the red pen: Stop. Review. Plan. Then, you can edit.


References

Baker, Justin. (2008). “Clarity for Editing.” Direction: The Newsletter for the STC Policies & Procedures Special Interest Group, 2nd/3rd Quarters, 2-3.

Corbin, M., Moell, P., & Boyd, M. (2002). “Technical Editing As Quality Assurance: Adding Value to Content.” Technical Communication, 49 (3): 286-300.

Nadziejka, D. (1995). “Needed: A Revision of the Lowest Level of Editing.” Technical Communication, 42 (3): 278-283.

Nadziejka, D. (1999). Council of Biology Editors Guidelines, Number 4: Levels of Technical Editing. ISBN 0-914349-5-0. Reston, VA: Council of Biology Editors.

Rude, C. D. (2006). Technical Editing (4th ed.). New York: Pearson Longman. [Chapters 1 & 24]

STC Technical Editing SIG. (2010). “The Value of Levels of Edit.” Corrigo, 11 (1). Available from: http://www.stc-techedit.org/tiki- index.php?page=The+Value+of+Levels+of+Edit

Tarutz, J. (1992). Technical Editing: The Practical Guide for Editors and Writers. Reading, MA: Addison-Wesley Publishing Company.

Van Buren, R. & Buehler, M.F. (1980). The Levels of Edit (2nd ed.). Arlington, VA: Society for Technical Publication.

Weber, J. H. (2002). Who needs a technical editor? Technical Editors’ Eyrie. Available from: http://www.jeanweber.com/newsite/?page_id=19.

Weber, J. H. (2002). Classifying editorial tasks. Technical Editors’ Eyrie. Available from: http://www.jeanweber.com/newsite/?page_id=27.

http://www.jeanweber.com/newsite/?page_id=19

http://www.jeanweber.com/newsite/?page_id=27


Michelle Corbin ([email protected])

Linda Oestreich ([email protected])

Thank you!

Thank you!

mailto:[email protected]

mailto:[email protected]

stc11 types edits_corbin_oestreich

Education

quality assurance

technical

based editing

quality assurance

van buren

technical

based errors

editing tasks