Australian Standards for Editing Practice
Council of Australian Societies of Editors
Contents
Preface
A. The publishing process, conventions and industry practice
B. Management and liaison
C. Substance and structure
D. Language and illustrations
E. Completeness and consistency
(Note that these standards are also available as a .pdf file
on the Society of Editors (SA) web page.)
Preface
Editors are central to any publishing project; they
endeavour to reconcile the needs of the author, the reader and the publishing
client.
Editors look at the publication as a whole as well as at
the detail. They ensure that the focus, structure, language, style and format
of a publication suit its purpose and readership, and prepare the final copy to
a standard of quality suitable for the publication.
Australian Standards for Editing Practice covers the knowledge and skills expected of experienced editors,
although editors' workplace responsibilities and the requirements of particular
projects will determine the relevance of each standard. Editors also recognise
when they need to acquire and apply specialised knowledge from other sources or
professions.
These standards have been developed for editors to use:
• as a basis for judging the comprehensiveness of their own knowledge and skills
• when
promoting themselves and the editing profession generally.
They will also help publishing clients understand the range
of services editors provide, and guide educational institutions in developing
editing courses.
These standards were devised by the Standards Working Group
of the Council of Australian Societies of Editors (CASE), approved by the
members of all Australian societies of editors, and ratified by CASE. They are
to be reviewed at least every three years; please address comments to your closest member
society.
The working group used the Editors' Association of Canada's
Professional Editing Standards as a starting
point and the Canberra Society of Editors' Commissioning Checklist as a reference. Members of the Australian societies of editors
contributed valuable observations and criticisms on the draft standards.
A. The publishing process, conventions and industry practice
An editor needs to understand the steps involved in the
publishing process and standard industry practices for both paper-based and
screen-based publications to ensure that the editing input complements the work
of the rest of the publishing team.
Editing therefore requires knowledge of the following
matters:
A1 Overview
A1.1 The different types of publications, purposes and
readerships, and their implications for editing and production choices.
A publication may be print-based (e.g. book, report,
pamphlet) or screen-based (e.g. web site, CD-ROM).
A1.2 The implications for accessibility, cost, production
processes and schedules of different types of publications and delivery modes.
A1.3 The steps in the publication process, the
relationships between these, and their impact on the final publication.
The steps include publication planning, editing,
designing, formatting, proofreading, navigation, indexing, print production
(e.g. production checking, binding, distribution), screen-based procedures
(e.g. programming, testing, uploading or replication, site maintenance) and
marketing.
A1.4 The need to balance time, cost and quality to suit the
purpose of a publication, and the effects that choices within each of these
categories will have on the final product.
A1.5 The scope of briefing processes for the publishing
team.
Depending on the specific project, the expertise
required for the publishing team may include project management, editing,
design, illustration, photography, electronic publishing, wordprocessing,
typesetting, proofreading, indexing, prepress, printing, web maintenance and
marketing.
A1.6 The technology and terminology used in the industry,
and emerging trends.
A2 Editing and proofreading
A2.1 The various roles that an editor may take in a
publication project, and the need to have responsibilities, authorities and
accountabilities properly defined.
A2.2 The extent of editorial intervention appropriate to a
particular publication project, and the need for this level of intervention to
be agreed.
A2.3 Standard reference materials for editors.
A2.4 The ways in which readers access and absorb
information.
A2.5 The principles of clear writing.
A2.6 The principles of structuring material for print and
on-screen use.
A2.7 Accepted spelling, punctuation, grammar and usage in
Australia, and evolving trends in language use nationally and internationally.
A2.8 The stages in the editing and proofreading processes,
and when stages should be repeated in order to ensure editorial integrity.
A2.9 The conventional parts of a publication and their
usual arrangement.
A2.10 The conventions for citing sources.
A2.11 The standard symbols for text mark-up and proof
correction.
A2.12 The range of fee rates for professional editorial
work.
A3 Legal and ethical concerns
A3.1 Current definitions of libel, defamation, obscenity,
discriminatory language, intellectual property, plagiarism, moral rights and
copyright, and their implications for a publication.
A3.2 The implications for publishing of legislation
relating to trade practices and trademarks; privacy and freedom of information;
social justice, access and equity, and sub judice matters and parliamentary privilege.
A3.3 Legal deposit requirements and registration practices.
Registration practices include
cataloguing-in-publication (CIP) data, international standard book number
(ISBN) and international standard serial number (ISSN).
A3.4 The information required by law to appear in a
publication.
Information required by law includes publisher's name
and address, acknowledgments and copyright notices.
A3.5 Material that may need permission for reproduction,
and the procedures and responsibilities for obtaining permission.
A3.6 When to suggest that legal advice may be necessary.
Legal advice may be required on libel, plagiarism, moral
rights and reproduction of materials from other sources.
A3.7 Ethical concerns in editing practice.
Professional objectivity and confidentiality are two
examples of ethical issues.
A3.8 Cultural sensitivities.
A4 Design, typography and formatting
A4.1 The value of professional design input.
A4.2 The use of design elements to convey meaning and
enhance readability.
Design elements include fonts, layout, colour and
illustrations.
A4.3 Typographical characteristics and their effects on
readability in different media.
Typographical characteristics include serif and sans
serif fonts, kerning, leading, font weights, capitalisation, and line and
column widths.
A4.4 Requirements associated with illustrations in
different media, including techniques for adapting them to fit a given space
and for ensuring their correct placement in the final publication.
'Illustrations' is used in the widest sense and includes
drawings, cartoons, diagrams, charts, graphs, maps, photographs,
computer-generated graphics and moving images.
A4.5 Technical requirements associated with different
reproduction processes.
Technical requirements include colour systems, paper
sizes, screen resolution and file size.
A4.6 Requirements for sample setting and estimating the
length of a publication.
Sample setting is material selected as representative of
the design elements of a publication and prepared as a proof so the design can
be reviewed and modified if necessary.
A5 Technology relevant to editing practice
A5.1 The use of word-processing software for editing.
Features relevant to editing include styles; revision
marking; finding and replacing items; reviewing headings; and checking
spelling, grammar and language level.
A5.2 Techniques for handling electronic files.
Techniques include backing up, use of virus scans,
transmitting and receiving files, and converting and saving files.
A5.3 The basic principles and requirements of software for
design, formatting and web authoring, and the interaction of wordprocessing
software with these programs.
A5.4 Typical errors that may arise with scanned material,
text derived from voice-recognition software, and material transferred from
wordprocessing software to formatting software.
A6 Reproduction
A6.1 Prepress, print production and proofchecking
processes.
A6.2 The characteristics of different types of printing,
embellishment, paper and binding styles.
A6.3 Production requirements of the different options for
screen-based dissemination.
Current screen-based options include disks, CD-ROMs and
the Internet; evolving technology is likely to produce further options.
A6.4 The production options available for enabling people
with disabilities to access printed and on-screen material.
A6.5 The procedures for web site arid document maintenance.
Maintenance includes handling responses, updating and
authorisation procedures.
B. Management and liaison
An editor might be expected to undertake a range of tasks
from managing the entire publication process to performing one very specific
part of it. Regardless of the size of the publication or the extent of the
editor's role, all editors need to manage their own (and sometimes others')
time and resources. They also need good communication skills, initiative, tact,
perseverance, flexibility and respect for others' points of view.
Editing therefore requires knowledge of the following
matters:
B1 Project definition
B1.1 How to define exactly what the project is: its
purpose, readership and delivery mode.
B1.2 How to clarify who the client is and the lines of
authority.
A client is the entity to which an editor is answerable
for a publishing project. The client may be an individual, group of individuals
or an organisation; the client may or may not be the author.
B1.3 The components of the publication, the standard of
quality required, and the resources that may be needed:
(a) the different publishing skills and services
(b) the time
(c) the budget
(d) the materials, equipment and facilities.
B1.4 How to negotiate an acceptable and achievable result
from the available resources.
B1.5 How to find and engage the necessary publishing team
members, and define their accountability, responsibility and authority.
The publishing team may include project manager, editor,
designer, illustrator, photographer, electronic publishing specialists,
word-processing operator, typesetter, proofreader, indexer, prepress operator,
printer and marketing personnel.
B1.6 How to establish review and approval processes.
B2 Project documentation
B2.1 How to prepare a project plan including:
(a) the work required
(b) the equipment and facilities required
(c) a detailed, realistic timetable
(d) the budget and payment schedule
(e) approval processes
(f) a document management system.
A document management system controls drafts,
filenaming, the tracking and marking of changes, the archiving of text and
original illustrations, and back-up files.
B2.2 How to prepare briefs for members of the publishing
team.
B2.3 How to establish guidelines for writing, editing,
design and screenbased publishing.
B2.4 The need for formal agreements that detail at least:
(a) the responsibility, authority and accountability of each party
(b) the services and final output required
(c) the schedule for receipt of material and handover of completed work
(d) methods of communication
(e) the process for agreeing on variations
(f) remuneration.
There should be an agreement between the editor and the
client, as well as between the editor (in whatever role) and any subcontractor.
B3 Monitoring
B3.1 How to track and record a project's progress against
budget, schedule, scope of work and required standard.
B3.2 The need to liaise with the client and team members
regularly to meet deadlines, contain costs and prevent major problems.
B3.3 How to keep copies of successive drafts and proofs
identifying the sources of changes; see also B2.1(f).
C. Substance and structure
Editors ensure that the form, arrangement, focus and length
of a publication are suitable for its purpose, taking into consideration the
needs of the readership, the author's intention, the available resources and
the type of publication.
Editing the substance and structure of a document requires
knowledge of the following matters:
C1 Appraisal
C1.1 How to appraise the suitability and quality of the
original material.
C1.2 The length, structure and focus appropriate for the
purpose of the publication, the intended readership and the medium.
C1.3 The ways that readers may find their way around the
publication.
C1.4 The types of material from the publication that could
be used in promotion and marketing.
An editor may be required to draft a blurb or select
representative sections of the publication for use in promotional material.
C2 Techniques
C2.1 The need to liaise closely with the author and/or
client in making all significant substantive editing decisions.
C2.2 How to produce a complete, coherent and balanced
publication by restructuring and rewording where necessary, and by adding and
deleting material.
C2.3 When material would be better presented in another form.
Material in tabular form may sometimes be better
presented as part of the text, number-laden text as a chart or table, a
descriptive passage as a diagram, and a lengthy digression as an appendix.
C2.4 The use of paragraphing, emphasis and lists to help
readers scan the text.
C2.5 The use of cross-references or electronic links to
guide the reader through the publication.
C2.6 The need for headings and other labelling devices that
are relevant, logically graded, consistent and appropriate to the publication,
and that accurately reflect the contents to which they apply.
Labelling devices include menus, buttons, hyperlinks,
headers and footers.
C2.7 When supplementary material is required.
Supplementary material may include a map, chronological
table, glossary, genealogical table and a list of further reading.
C2.8 Whether referencing is needed and, if so, what form is
appropriate, given the nature of the publication and the brief.
Referencing includes citations, bibliography, list of
references, endnotes, footnotes, margin notes, cross-references, glossary and
index.
C2.9 The use of lists, abstracts and metatags to identify
the content for potential readers.
D. Language and illustrations
Editors ensure that the building blocks of a publication -
the language and illustrations - are suitable for its purpose, taking into
consideration the needs of the readership, the author's intention, the
available resources and the type of publication.
Editing the language and illustrations of a publication
requires knowledge of the following matters:
D1 Clarity
D1.1 The principles of clear language.
D1.2 How to avoid ambiguity, repetition and verbosity.
D1.3 The use of clear and logical connections between
phrases, clauses, sentences, paragraphs and sections.
D1.4 The use of punctuation to ensure clarity of meaning
and ease of reading.
D2 Voice and tone
D2.1 The type of authorial voice or voices appropriate to
the publication. The author may be one or more individuals, a committee or an
organisation. The author may or may not be the client (see B1.2).
D2.2 The reading level, formality and terminology
appropriate to the publication, and the principles of tailoring language to a
specific readership.
D2.3 When and how to maintain consistency of tone.
D2.4 The need to monitor the text for non-inclusive or
potentially offensive language.
D3 Grammar and usage
D3.1 The conventions of
grammar and syntax in written English.
D3.2 Words and their meanings.
D3.3 The various conventions governing the expression of
numbers, dates, percentages, measurements and statistical data.
D3.4 The various conventions governing the use of italics,
capitalisation, hyphenation, symbols and shortened forms.
D3.5 The various conventions governing quoted material and
the display of lists and quotations.
D4 Spelling and punctuation
D4.1 Australian spelling and punctuation conventions.
D4.2 Alternative spelling and punctuation conventions (including
UK and US forms) and when to use them.
D5 Specialised and foreign material
D5.1 Requirements relating to the language and display of
specialised material.
Specialised material includes poetry, music, mathematics
and scientific notation.
D5.2 When and how to replace or explain technical and
specialised terms.
D5.3 Conventions for expressing foreign and historical
currencies and units of measurement, and the conversion of these figures where
necessary.
D5.4 The use of diacritics and conventions for foreign
words and names.
D6 Illustrations and tables
'Illustrations' is used in the widest sense and includes
drawings, cartoons, diagrams, charts, graphs, maps, photographs,
computer-generated graphics and moving images.
D6.1 The principles of presenting information in visual
form.
D6.2 The style of illustration appropriate to the
publication.
D6.3 When additional illustrations might be necessary.
D6.4 The appropriate placement of illustrations in the
text.
D6.5 Where captions are required, and how to write or
obtain appropriate caption copy.
D6.6 The different types of graphs and charts and their
uses.
D6.7 The various elements of graphs and the conventions
governing their use.
Elements of graphs include axes, scales and labels.
D6.8 The various types of maps and their elements.
Elements of maps include labels, boundaries, contours,
scale, legend and orientation.
D6.9 The parts of a table and the principles of clear,
logical and effective structure and layout.
D6.10 How to assess whether the technical quality of
illustrations is appropriate for the medium.
Technical quality refers to resolution, clarity, file
size and tonal contrast.
D6.11 Accessibility requirements relating to illustrations
and tables for screen-based publications.
E. Completeness and consistency
Editors minimise unnecessary distractions for the reader by
ensuring that elements within the publication are complete and consistent.
Editing for completeness and consistency requires knowledge
of the following matters:
E1 Integrity
E1.1 The parts of the publication, including as needed:
(a) preliminary matter or entry sequence
Preliminary matter may include cover, title page,
publishing details, table of contents, acknowledgments, abstract and summary.
Entry sequence may include splash screen and home page.
(b) body
The body includes text, tables, illustrations, captions,
labels and notes.
(c) endmatter.
Endmatter includes appendixes, glossary, references,
bibliography and index.
E1.2 The need for accuracy and completeness of
cross-references and links:
(a) within the text
(b) between the text and the illustrations and tables in the body of the
publication
(c) between the table of contents and the headings, text and page numbers in
the body of the publication
(d) between the lists of illustrations and tables in the preliminary matter and
the illustrations and tables in the body of the publication.
E1.3 The need to test screen-based publications for:
(a) performance, including links, buttons, menu selection,
navigation routes, download time and interactivity
Interactivity refers to aspects of a screen-based publication designed to
elicit responses from the user.
(b) functionality using different platforms and
browsers, and site integrity and accessibility
(c) usability
E2 Tools and procedures
E2.1 How to use an established style guide or manual.
E2.2 How to develop and apply an editing style sheet
specific to the publication, establishing a consistent and appropriate approach
to:
(a) terminology
(b) spelling and capitalisation
(c) punctuation
(d) use of fonts such as bold and italic
(e) shortened forms
(f) expression of numbers, dates, units of measurement and statistical data
(g) citations, bibliographies and reference lists.
E3 Text
E3.1 The need to detect and correct errors and
inconsistencies in, for example:
(a) spelling, grammar, punctuation, capitalisation, hyphenation,
shortened forms and italics
(b) style of numbers, dates, percentages, symbols and equations
(c) heading hierarchies
(d) alphabetical and numerical sequences
Alphabetical sequences apply to bibliographies, glossaries and indexes;
numerical sequences apply to chapters, paragraphs, sections, pages,
illustrations and tables.
(e) chronology, descriptions, names and terms.
E3.2 When explanations of symbols, terms and shortened
forms are required, and the most appropriate place for them.
E3.3 When statements seem, from general knowledge, to
require checking.
E3.4 The need for completeness and internal consistency in
all referencing.
Referencing includes citations, bibliography, list of
references, endnotes, footnotes, margin notes, cross-references, glossary and
index.
E3.5 How to prepare copy for preliminary material, headers
or footers, and covers.
E3.6 The need for lists to help readers find information
efficiently.
Lists may be compiled for contents, shortened forms,
illustrations, tables and dramatis personae.
E3.7 How to assess the length and content of an index and
the conformity of its style.
E4 Illustrations and tables
E4.1 The need for completeness, relevance and consistency
of non-text elements, including their captions, labels and legends.
E4.2 The elements that need to be checked in tables,
graphs, charts, maps and diagrams (see D6.7 and D6.8).
E4.3 The need to identify any discrepancies between
statements in the text and information in illustrations and tables.
E5 Format, layout and reproduction
E5.1 The need to check format and layout against design
specifications.
Format and layout considerations include type sizes and
style, line lengths, alignment, leading, heading hierarchy, weights of rules
and design features.
E5.2 How to correct layout problems.
Layout problems may include widows and orphans; rivers
of space; awkward breaks in words, lines, tables and lists; and placement of
design features and illustrations.
E5.3 The need to check page numbers, headers and footers.
E5.4 What to check at different production proofing stages
and during binding.
Proofing stages for print may include galleys, page
proofs, dyelines, colour proofs, machine proofs and press checks; see E1.3 for
testing of screen-based documents.
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