Reference editing solutions for copy-editors

This is a guest post by Inera, who are hosting a workshop on their online reference editing tool Edifix at the SfEP/SI conference.

We’ve all been there. Eager to get started on a new project, you open the first document only to find yourself staring at a long list of poorly prepared references. You are now charged with the task of scrubbing the reference items clean so that they conform to a style (Chicago, AMA, etc.), and you begrudgingly come to terms with the inevitable long days and nights of work ahead before you even begin working on the text itself. Fingers crossed that the reference editing will go smoothly, you pull out the required style manual, take a deep breath, hunker down, and get to work.

Although many of us use time-saving macros to programmatically and quickly address some of the more routine reference editing tasks (see, e.g., the helpful tools offered by Editorium), it doesn’t take long to do some simple maths and come to the conclusion that even at your best, you will perhaps spend more time on reference editing than anything else pertaining to the manuscript. Further to this, if you are being paid a flat fee for the project, your hourly rate decreases dramatically the more time you spend on reference editing. You may find yourself wondering: ‘Aren’t my skills and attention better spent on polishing the author’s writing and correcting for grammar, spelling, and usage errors?’ The answer is yes, yes they are.

Fortunately, there is an online reference editing tool that successfully takes on the task of editing references – whatever their condition. Edifix, a cloud-based solution from Inera Inc., identifies the elements of a reference entry of any style, edits references to conform to the conventions of a selected editorial style, and corrects references with data retrieved from PubMed and CrossRef, automatically inserting PubMed IDs and CrossRef DOIs in the process.

The challenge of efficiently and accurately copy-editing a reference list or bibliography is not a new problem. For years both freelance and in-house copy-editors and managers have struggled with how best to structure a workflow that either reduces or removes entirely the process of reference editing from the copy-editor’s list of tasks. Various (good) online reference authoring tools are on the market (e.g., EasyBib and BibMe), and these have been reviewed on editorial blogs such as Copyediting. But these tools are only useful for the editor who is compiling a bibliography or reference list, and the results still need to be carefully reviewed and copy-edited. Further, these tools do not assist a copy-editor who needs to clean up an untidy reference list or, heaven forbid, transform references that were authored in one editorial style to another. Although there are some tools that assist in editing text content (see, e.g., PerfectIt), none address references/bibliographies.

Edifix allows you to simply copy and paste your unedited references into a web form, and with the click of your mouse retrieve those same references, edited to the style of your choice. The team responsible for Edifix includes not only software developers but also editors with decades of professional and freelance experience. The Edifix tools they’ve created are quick and user friendly, and the results not only save you time but also improve the accuracy of the reference data and your copy-edit.

Achieving accuracy in reference lists and bibliographies is no small challenge. For example, one study published in 2004 sampled three anatomy journals and found that of the references studied 27% contained errors, and of those 38% were major errors. By collecting PubMed and CrossRef data on the references processed, Edifix is able to quickly identify and correct errors in the source that may have been inadvertently inserted by the author.

Edifix gives you multiple options for viewing the results, which include a tracked layout so you can see exactly what Edifix corrected. Results can then be copied and pasted back into your Word document, or they can be exported to JATS XML or converted to RIS for integration with popular reference managers (such as EndNote).

Edifix

Dr Robin Dunford, of Inera Inc., will host an Edifix workshop on Saturday 5 September, at the SfEP/SI first joint conference. Be sure to sit in on this session to see how Edifix can help you save time and increase both your editing accuracy and bottom line! Also, join us on the SfEP Twitter feed to discuss your approach to editing bibliographies:

  1. Do your clients require that you perform fact checking to ensure the accuracy of reference/bibliography entries?
  2. What are the most time-consuming and challenging tasks related to reference/bibliography editing that you encounter in your daily work?
  3. What solutions have you developed or explored to ease the burdens of editing bibliographies?

Since 1992 Inera’s seasoned team of publishing and software professionals have pooled a unique set of skills to bring transformational change to the publishing industry. We develop and license the eXtyles family of Word-based editorial and XML tools, and the new Edifix online bibliographic reference solution. Learn more at: www.inera.com | www.edifix.com | @eXtyles | @edifix.

If you would like to join the discussion on editing bibliographies (in response to the questions above), please use the conference hashtag (#sisfep15) and tag @edifix. 

The views expressed here do not necessarily reflect those of the SfEP.

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