Editorial Services
In this section:
Writing Services
Sometimes clients write their own texts, and sometimes they ask you to recommend a qualified writer. They may even ask you to supervise this work, but it’s better to let them do so: content is the client’s responsibility.
Don’t forget to remind your clients to settle all copyright issues before signing a contract for writing services.
Preparation of the Preliminary Pages
Clients are sometimes so focused on their text that they forget about other required elements. Making sure that all applicable preliminary pages (cover, title page, copyright page, contents, etc.) are developed is your responsibility. The earlier you pull everything together, the better.
The Industry Canada Style Guide contains all the information you need to format these pages.
You are also responsible for gathering specific information for the copyright page:
- The contact for accessible formats and additional copies of the publication (Multimedia Services Section).
- The URL if the document will also be posted on the web.
- The applicable copyright notices (“permission to reproduce,” generic copyright message, special copyright messages, etc.).
- A Catalogue Number and either an International Standard Book Number (ISBN) from the Depository Services Program or, in the case of serial publications, an International Standard Serial Number (ISSN) from Library and Archives Canada.
- An Industry Canada Registration Number.
- The title in the other official language if separate versions are being produced.
- Cataloguing in publication (CIP) information from Library and Archives Canada, if applicable.
- The percentage of recycled material of the paper the document will be printed on (available from your printing representative).
Editing
Get What You Need
What you need to start production is a final, signed-off text. This means that the client has:
- obtained management approval of the content and messages;
- confirmed that graphics, tables, figures and photos are correct; and
- confirmed that names are spelled correctly, and that telephone numbers and addresses (mailing, email and web) are correct.
Your client should provide you with a package containing the following:
- Hard copies and electronic versions of: the final, signed-off text (preferably in WordPerfect or Word); all of the visual elements (graphics, tables, figures, photos, etc.) in a format compatible with the software used by designers; and data points for all graphics, tables and figures.
- A list of official names (in English and French) of programs, organizations, etc., mentioned in the text.
- Quotes in both official languages or the source of the quote and the name of a contact person.
- Any other relevant documentation.
 Verify that the hard copies and electronic versions match.
Having the Text Edited
Editing is usually performed by an outside supplier. The editor will need the package mentioned above, plus a contact (usually your client) for questions.
The editor’s task is to produce a clear, objective, straightforward and concise text. The editor will:
- ensure the document follows a logical structure;
- review grammar, syntax, style, terminology and consistency;
- correct spelling mistakes;
- verify the accuracy of cross-references, footnotes, graphics, tables, figures, etc.; and
- use plain language.
For English texts, editors must follow the Industry Canada Style Guide and The Canadian Style.
For French texts, editors must follow the Guide de rédaction et de révision d’Industrie Canada and Le guide du rédacteur.
Quality Assurance
In-house staff should do a quality assurance check of the edited text to ensure that:
- the editor did an acceptable job; and
- federal and departmental publishing policies and guidelines have been respected.
The Industry Canada Style Guide contains a handy quality assurance checklist.
Sign-Off
Your client must approve the edited text because he or she maintains ultimate responsibility for the accuracy of the publication. Certain publications also require ministerial approval.
At any point in the process, your client may want to make changes to the text: adding or deleting information, or correcting factual errors. Forward these changes — also known as author’s alterations (AAs) — to the editor for review and incorporation. If necessary, your client should sign off the text again.
Always assess the impact of AAs on deadlines and costs. Discuss this with your client before proceeding and get his or her agreement in writing.
Translation
Translation is usually performed by an outside supplier. Make sure the translator you are hiring is specialized in the subject matter of your document. The translator will need the package mentioned above (with the now edited text replacing the final, signed-off text), plus a contact person (usually your client) for questions.
For English texts, translators must follow the Industry Canada Style Guide and The Canadian Style.
For French texts, translators must follow the Guide de rédaction et de révision d’Industrie Canada and Le guide du rédacteur.
Make sure to allot enough time for translation. And don’t forget to pass along any further changes (or AAs) to the translator.
Editing of the Translated Text
Editing and French/English Comparison
Editing the translated text is similar to editing the original text (see above). In addition, a French/English comparison must be done to ensure the accuracy of the translated text. This is particularly important when the text has gone through many rounds of AAs, to make sure that all changes have been captured in the translation.
The editor will need hard copies and electronic versions of the translated text and of the latest version of the text in the original language. Any further changes (or AAs) that were not submitted to the translator should also be provided on a well-marked hard copy.
For English texts, editors must follow the Industry Canada Style Guide and The Canadian Style.
For French texts, editors must follow the Guide de rédaction et de révision d’Industrie Canada and Le guide du rédacteur.
Quality Assurance
The quality assurance check of the translated text is similar to the quality assurance check of the original edited text (see above). A French/English mechanical comparison must also be done.
Sign-Off
Your client must approve the translated text as well because he or she maintains ultimate responsibility for the accuracy of the translated text, as for the original. If your client does not possess the necessary language skills, he or she should have the translated text approved by a colleague.
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