Did you know that proofreading or editing a document involves more than checking grammar, punctuation, and spelling? It's also important to check for consistency, especially if you're reading a lengthy file.

For example, in a geology-related transcript I proofed, I saw the term aquic mollisols in one place but aquatic mollisols in another. By the way, the correct term is aquic mollisols. Never heard of it? Neither had I.

When you encounter names, terms, or acronyms you're not familiar with, record them on paper or in a digital tool so you can refer back to them if they appear later in the document. I create an Apple Note on my iPad to capture names and terms that I need to remember throughout a file, and I also use a small spiral-bound notebook on occasion.

Another reason to check for consistency is that you might proofread or edit multiple files for the same client. As a transcript proofreader, I often read more than one file from the same court case. For example, for a vehicle accident case, I might read a file for each driver, the police officer who was first on the scene, and an accident reconstruction specialist. If the names or terms are used in multiple files, I need to make sure they're spelled consistently in each file.

Consistency is key.

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By the way, I've recently been using a Google Sheets add-on called StaySorted to organize the names and terms in the files I proofread. StaySorted ensures your information remains organized, even when you insert new rows in your spreadsheet.

Once you install this add-on, your spreadsheet rows automatically arrange themselves according to your selected column. I use this tool to keep the items in my spreadsheet alphabetized from A to Z. This saves time since my eyes can quickly scan my spreadsheet and determine whether names, terms, or acronyms are written consistently.

How do you watch for consistency in the files you proofread or edit?

To your success,
Julie from The Proofreader Greenhouse

P.S. If you'd like to read the other articles in The Watering Can, click here. 💦

Consistency is the Secret Ingredient in Proofreading