4.3 A. Proofreading using Kurzweil 1000 or Microsoft Word - A Checklist

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4.3  A.  Proofreading using Kurzweil 1000 or Microsoft Word - A Checklist

Contributed by Bookshare volunteer  Mayrie ReNae

Back to:  4. Proofread a Book


The order in which I do these things varies according to the needs of each book.


Do these steps in Microsoft Word:

  -  Replace Section Breaks with Page Breaks

Note:  The following two steps are no longer technically necessary, as they are done automatically by the RTF Converter immediately after one's finished proof has been uploaded back to Bookshare:

  -  Replace em dashes with two hyphens

  -  Replace Smart Quotes with standard quotes


The following steps can be done using Kurzweil 1000, or Microsoft Word:

All text in the body of the book:
  -  standardize Font Style to Times New Roman
  -  standardize Font Size to 12 point


Title and Author on the Title page:
  -  Font Size = 20 point, with bolding


The larger sections in the book:
(such as "Part I", or "Section A")
  -  Font Size = 18 point, with bolding


Chapter Headings, sections in the Front Matter (such as the title of the Table of Contents), and sections in the Back Matter (such as a Glossary):
  -  Font Size = 16 point, with bolding


Chapter Subheadings:
  -  Font Size = 14 point, with bolding


Always include a title page which contains the title, author, and publisher.


Always include a copyright page which includes both the copyright date and copyright holder.


Make sure that all pages are present in the book.


If present, label the following as follows:
[From the Back Cover]
[From the Front Flap]
[From the Back Flap]


Number all preliminary pages with Roman Numerals, in lower case.


Make sure that all pages have page numbers.


Remove spaces around instances of two hyphens in a row.


Remove spaces before and within ellipses so that the Braille representation of these complies with literary Braille code.


Remove end-of-page hyphens, uniting broken words onto one page.


Make sure that all hyphenated words do not contain a space after the hyphen, a very common OCR occurrence.


Locate, number, and label all Blank Pages like this:
[BLANK PAGE]


Note:  The following step is no longer technically necessary:
Locate, and protect chapter headings.  ('Protect' means insert a blank line above and below the chapter heading, with a page number above the chapter heading).


Remove all Running Headers


Note:  The following step is no longer technically necessary:
Surround page breaks, page numbers, and chapter headings with blank lines.  (There should be no place with more than one blank line).


Remove extra paragraph marks inserted by the OCR.


Insert paragraph marks between lines of dialogue that have been removed by OCR.


Insert asterisks to denote white space in the book that was removed by the OCR.


Search for and, where appropriate, remove the following "junk characters":
    \ 
    ^
    <
    }
    #
    >
    /
    ~
    |


There is one set of scannos that appear when the brightness setting is off.  If you see these scannos in profusion, please consider requesting a rescan of the book for you:

ighdy for ightly
itde for ittle
etde for ettle
iy for ly
cdy for ctly
endy for ently
etc.


Check all instances of \ (back slash) and / (forward slash) to make sure they are not ! (an exclamation point) or 'I' (an italicized capital letter 'I').


Check all instances of " 1 " (space, the number one, space) and "1 " (the number one, space) to make sure they are not I's (capital letter 'I's).


Check for "1-" (the number one, a single dash) since this is usually "I-" (capital letter 'I', a single dash), representing an interstate highway.


Run spell check and fix errors that it finds.


Read the book fixing errors invisible to the spell checker such as:
die for the,
1 for I,
fit for lit or its reverse,
nor for not or its reverse,
rn for m or its reverse,
bad for had,
etc.


Note:  The following step is no longer technically necessary, as it is done automatically by the RTF Converter immediately after one's finished proof has been uploaded back to Bookshare:
Replace tabs with spaces, but only do this if your book does not contain tables!


Upload.


To the next Topic:  B. Proofreading using Kurzweil 1000 software



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