Editorial Process

The editorial process involves:

It is recommended that you use the departmental contracting arrangements/agreements in place for all your translation, editing and proofreading services.

Main Language Text

Editing

Start the production with 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
  • confirmed that names are spelled correctly and that telephone numbers and addresses (mailing, email and web) are correct

Your client should also provide you with a package containing the following:

  • hard copies and electronic versions of the final, signed-off text (preferably in Word)
  • all of the visual elements (graphics, tables, figures, photos, etc.) in a format compatible with the software used by designers
  • data points for all graphics, tables and figures
  • text for long description tags, if your publication is available in HTML format and contains complex images (pie charts, tables, etc.)
  • 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

TipVerify that the hard copies and electronic versions match.

Having the Text Edited

Many people choose to have text edited by an outside supplier. The editor's task is to produce 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.
  • 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
  • federal and departmental publishing policies and guidelines have been respected

Sign-Off

After the edit and quality assurance check, your client must approved the text because he or she has final responsibility for the accuracy of the publication. Clients should contact their advisor (link available to Industry Canada employees only) regarding the approval process required for a publication.

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.

TipAlways assess the impact of AAs on deadlines and costs. Discuss this with your client before proceeding, and get his or her agreement in writing.

Second Language Text

Translation of Text

Translating the main language text starts by choosing a translator. Make sure the translator you hire 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. Make sure to allot enough time for translation. And don't forget to pass along any further changes (or AAs) to the translator.

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.

Editing of the Translated Text—French/English Comparison

Editing the translated text follows the same process as editing the first language. However for second language text, 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.

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 has final responsibility for the accuracy of the translated text. If your client does not have the necessary language skills, he or she should have the translated text approved by a colleague.