Using the stamping tool for PDF proofreading mark-up

28/9/2015

In this article, I provide an overview of PDF proofreading mark-up using the stamping tool.

The age of digital markup

When I first started my business, I was strictly a proofreader and most of my work was on paper.

Back in 2006, I was working primarily for publishers. These clients often wanted me to proofread against copy rather than blind. That meant that I was receiving large packages through the mail containing not only the final page proofs but also the galley proofs.

Postage costs were huge, though my clients bore the cost; but I still had to factor in the time I spent either waiting for couriers or hopping into my car and driving to the post office so that I could return the galleys and marked-up proofs.

These days, things are different. Most publishers have embraced digital mark-up. Proofreaders are still required to work on final page proofs, and some clients still want them to annotate using UK-industry-standard mark-up language, but that can be done onscreen – using my PDF editor’s commenting and mark-up tools and the stamping tool.

This saves the publisher money by eliminating postage costs and removing the need to print hundreds of pages of hard copy. It also saves the proofreader time ... and, for those of us in the business of editorial freelancing, time is money.

Location and softare

Location
I’m based in the UK. If you’re from elsewhere, you might not recognize some of the symbols shown in this post. That’s not because the symbols are wrong, but because there are differences in mark-up language between countries.

The British Standards Institution has issued the BS 5261C:2005 ‘Marks for Copy Preparation and Proof Correction’ (readers can buy a hard-copy list of these marks from the Chartered Institute of Editing and Proofreading (CIEP) and that’s what my publisher clients expect to see. Your clients might have different expectations.

Software
Stamping tools can be used in a number of different PDF editors. My own preference is PDF-XChange (from Tracker Software). Some of my colleagues prefer Tracker’s PDF Editor. Others, still, use Adobe Acrobat Professional or Adobe Reader.

If you’re not sure what suits you best, take advantage of the various free trials on offer. And check with your client about what their preferences are.

For demonstration purposes, some of the screenshots in this essay are based on working in PDF-XChange. However, the underlying principles are the same.

What are proofreading stamps?

Proofreading stamps are simply digital versions of the symbols you would draw by hand on a paper proof. Below is a screenshot of some of the BS 5261C:2005 symbols that UK proofreaders use.

The screenshot above shows a partial view of the PDF-XChange stamps palette. I’ve chosen to number the symbols, rather than naming them, because this allows me to change the order easily (see Onscreen proofreading tips: Reorganizing your stamps palette in PDF-XChange).

Each symbol in a palette can be selected and then stamped onto a PDF using the relevant tool, usually accessed through the PDF editor’s comment-and-mark-up toolbar.

Below, the stamping tool in PDF-XChange is circled:

Here’s what it looks like in Adobe Reader:

And, finally, below is a screenshot from Adobe Acrobat 9:

The answer is not actually as straightforward as one might hope! As far as I’m aware, my Irish and Australian colleagues find the BS 5261C:2005 symbols acceptable (feel free to correct me if I’m mistaken); in the UK, these BSI marks are absolutely considered standard.

However, my Canadian colleague Adrienne Montgomerie, in her essay ‘The Secret Code of Proofreaders‘ (Copyediting, October 15, 2014), points out that for editorial professionals in parts of North America ‘[t]he challenge is always whether or not the designer will understand the marks. It’s hard to say that there are standard marks.’

She goes on to illustrate the differences between the Canadian Translation Bureau’s Canadian Style guide marks and the marks preferred by the Chicago Manual of Style.

The best advice I can give to novices is that they check with their national editorial society and their clients before embarking on this type of work.

Why use mark-up language on digital proofs?

Using stamps isn’t the only way to mark up a PDF, of course. Some of my colleagues’ clients prefer sole use of the commenting and mark-up tools embedded in their PDF editors.

When I use the stamping tool, it’s because my client wants to see all the suggested corrections in the page-proof margin (just like with a hard-copy proofread) rather than in pop-ups (see the example later in this article under ‘What does a stamped PDF proof look like?’). Ask your client what they prefer.

Why are why these little hieroglyphics useful?

If your client wants all the annotation in the margins of the page proofs, there’s very little room in which to work. Specialized mark-up language, even when working digitally, is an efficient way to tell the typesetter/designer what to do.
The ability to use professional mark-up language, when required to do so by a client, demonstrates professionalism. Some editorial societies’ codes of practice demand knowledge of standard mark-up language. See, e.g., The Australian standards for editing practice, 2nd ed. (2013); Chartered Institute of Editing and Proofreading (CIEP) Code of practice; and Editors Canada’s Professional Editorial Standards: ‘E. Standards for Proofreading‘
Stamping a symbol on a PDF, or drawing a symbol on paper, is quicker than writing out an instruction. Being able to mark up in this way can therefore increase efficiency and productivity. If you’re working for fixed fees, it’s a timesaver and money-earner.
If you don’t understand how to mark up using this specialist language, you’re marketable to fewer clients. It therefore makes good business sense to acquire the skills to mark up in this manner, both on paper and digitally.

Where can I find digital stamps?

If you want to use the BS 5261C:2005 proof-correction marks to annotate a PDF, you can find everything you need on this site in the Stamps archive.

In particular, PDF Proofreading Stamps (quick-access links) provides the access links to a full set of downloadable PDF proofreading stamps and the installation instructions.

U.S. stamps files are available via the Copyediting-L site, under the Resources tab. Scroll down to ‘Diana Stirling’s (2008) editing marks for PDF documents (Zip documents)’.

Finally, search the Editing Tools section of Katharine O’Moore-Klopf’s Copyeditors’ Knowledge Base using the key words ‘PDF Editing Stamps.’ This will bring up a number of useful resources that you might prefer to try.

Where can I learn onscreen mark-up?

If you’re already familiar with standard proof-correction marks, and have used them extensively on paper-based projects, you might well be able to teach yourself to mark up onscreen with stamps. That’s how I went about building my digital mark-up skillset.

However, if you’re a novice or lack confidence, you might prefer more formal training that introduces you to using proof-correction language correctly and clearly (whether on paper or digitally).

In the UK, the Chartered Institute of Editing and Proofreading (CIEP) and The Publishing Training Centre, to give just two examples, include onscreen mark-up as part of their distance-learning proofreading training.
Denise Cowle has a self-paced course called How to Mark Up PDF Page Proofs: Best practice for editors and proofreader.

What does a stamped PDF proof look like?

A PDF that’s been marked up using proof-correction stamps looks just like its paper cousin – the only difference is that it’s in a file on your computer rather than in a pile on your desk.

As you can see from the sample below, you can, of course, use the onboard tools. Here, I’ve added in a query for the author (using the Commenting function); if, however, my client had wanted all annotation to be viewable in the margins, I’d have created a separate query sheet to communicate my concern with the highlighted spelling issue.

Summing up

Being able to offer this method of annotating a proof is a valuable business asset. It gives both you and your clients choices.

if you're going to be working with clients who want a traditional margin-based proofreading service (where all your annotations are made on the typeset page) but in a digital format, the ability to mark up using proofreading stamps will serve you well.

About Louise Harnby

Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP) and co-hosts The Editing Podcast.