Editing_Bibliographic_Material

CHAPTER 12: EDITING BIBLIOGRAPHIC MATERIAL
= 12.1 Introduction = = 12.2 Citations =

12.3 Type of Work Cited
= 12.4 Authors = = 12.5 Verifying Sources = = 12.6 Styles of Citation = = 12.7 MLA = = 12.8 Chicago = = 12.9 APA = = 12.10 The Perilous World of the Web =


 * 12.1 **** INTRODUCTION **

Editing bibliographic material can be challenging for student writers. There are multiple styles of citation, each with its own rules, quirks and technicalities. Students must be familiar with basic styles, as well as where to follow up with more information when needed. 
 * 12.2 CITATIONS **

Bibliographic citations are key in research projects. Correct citations are necessary for readers of the work to find and build upon the research previously undertaken on said topic (Gibaldi 142). Also, writers need to provide correct citations to avoid plagiarism, to give credit to research done previously, and to allow readers to discover these sources (142). It is imperative for citations to be correct to allow all of this to take place. 
 * 12.3 TYPE OF WORK CITED **

Determining the type of work cited is essential for editors. Different information is required when citing a book, a journal article or another type of resource. Editors must know where to go to find the required information about a publication to assure the citation is complete.

There are certain common elements to check for when editing citations. These elements include: author name, title, and date of publication. Books also require publisher and publishing city (Chicago 16.9). Journal articles require the journal name, volume number, issue number and page number (16.9). Though all elements are required, the format and order of information differs depending on the style of citation.

Source: __Chicago Manual of Style__ 16.9 
 * 12.4 AUTHORS **

The treatment of the author name differs depending on the style of citation. Be sure that all information is correct. Some styles only require the author’s first initial. Others need the entire name. When a work has multiple authors, be sure to check how these authors are treated. The author of a document can be something other than a person’s name. It can be a corporate entity or a government agency.

The following examples are only general guidelines. Be sure to check the specific source for the style of citation. Chicago, for example, has different author rules depends on whether you require a bibliography or a reference list.


 * || MLA || APA || Chicago ||
 * One Author || Smith, John || Smith, J. || Smith, John ||
 * Two Authors || Smith, John and David Jones || Smith, J., & Jones, D. || Smith, John, and David Jones ||
 * Three Authors || Smith, Jane D., David Jones and Mike Bergen || Smith, J., Jones, D, & Bergen, M. || Smith, John, David Jones, and Mike Bergen ||
 * Corporate Author || American Medical Association || American Medical Association || American Medical Association ||
 * 12.5 VERIFYING SOURCES **

There are multiple ways students can verify the information found in a bibliographic citation. The following are a few suggestions.

Books in Print – This source is available both online and in book format. ([|http://www.booksinprint.com/bip/).] Most libraries will have a subscription to this invaluable resource. Books in Print updates the listing of all books, regardless of whether they are currently in print or not.

In absence of a reliable resource such as Books in Print, you can use a commercial site like [|http://www.amazon.com] in order to verify author/date/publishing information. With the “Look Inside” feature, students can see the actual title page and front matter of a book, with all the required information for bibliographic citations. Also, most libraries offer their electronic catalog online free of charge, so it is also possible to use this method to find correct information about books. For example, see the catalog of the Library of Congress: http://catalog.loc.gov/

Verifying journal citations can be tricky. Older citations can be found using google scholar, where it is possible to find indexes of information archived in an online archive such as JSTOR.

A good academic library will have a journal link resolver, a product where you can type in the title of a journal and determine if the library has electronic access to said title. This resource can allow you electronic access to a journal’s index, and often includes most of the information needed to verify a citation.

Lastly, it is often important to note if a student used an electronic database to find the journal article cited. Most citation styles will require the name of the database to be included in the citation.


 * 12.6 STYLE OF CITATION **

This guide will focus on only three styles of citation: MLA, APA and Chicago (author/date reference lists). MLA is normally used for the Humanities and the Arts. APA tends to be used in the Social Sciences, Sciences and Mathematics. Chicago is reserved for History.

Source: http://www.hamilton.edu/library/citations/subarea.html 
 * 12.7 MLA **

The source for all MLA documentation is __The MLA Handbook__. All citations done in MLA style should be double checked against this volume.

Though this guide provides examples for the most basic entry, students need to be familiar with the various exceptions, the various types of information being cited beyond book and journal article, and how to use the index to find these exceptions.


 * 12.7.1 The Basic Entry **


 * 12.7.1.1 Book **

Author’s name. __Title of the book__. Publication information.

Single author example:

Rude, Carolyn D. __Technical Editing__. 4th ed. New York: Pearson Longman, 2006.


 * 12.7.1.2 Journal article **

Author’s name. “Title of the Article.” Publication information.

Single author example: Scholarly article from journal with continuous pagination:

Wick, Cory. Knowledge Management and Leadership Opportunities for Technical Communicators.” __Technical Communication__ 47 (2000):515-529.


 * 12.7.2 Abbreviations **

MLA has extensive guidelines for abbreviating commonly used terms in a citation. For full treatment of the system, students should review MLA chapter 7.

The most important aspect of the MLA abbreviation system is utilizing the system for publisher’s names in the works cited page. MLA section 7.5 suggests doing the following in respect to publisher’s names:


 * Students should not use articles or descriptive words like “press” or “house” but always add the abbreviation UP when citing a university press (273).
 * When the name of a publisher uses the name of a person, students should cite the surname alone (273).
 * Students should become familiar with the standard MLA abbreviations in MLA 7.4 and use them whenever possible (273).
 * Students should only shorten a publisher’s name to its capital letter initials if the publisher is commonly known as such. Otherwise students should use the standard abbreviations to shorten the name (273).

Example using MLA abbreviations:

Brodhead, Richard H. __The School of Hawthorne__. New York: Oxford UP, 1986.

Source: MLA chapter 7


 * 12.8 CHICAGO **

The source for all Chicago style documentation is __The Chicago Manual of Style__. This style guide is also offered in online format here: http://www.chicagomanualofstyle.org/. One of the benefits of having this guide online is the ability to search for key terms, this can allow students to save time searching for a particular exception.


 * 12.8.1 The basic entry **


 * 12.8.1.1 Book **

Author’s Name. //Title//. Edition. Facts of Publication.

Rude, Carolyn D. //Technical Editing.// 4th ed. New York: Pearson Longman, 2006.


 * 12.8.1.2 Journal article **

Author’s name. “Title of the Article.” Publication information.

Wick, Cory. “ Knowledge Management and Leadership Opportunities for Technical Communicators.” //Technical Communication// 47, no 4 (2000):515-529. 
 * 12.9 APA **

The source for all APA documentation is the __Publication Manual of the American Psychological Association__, fifth edition. All citations done in APA style should be double checked against this volume.

Though this guide provides examples for the most basic entry, students need to be familiar with the various exceptions, the various types of information being cited beyond book and journal article, and how to use the index to find these exceptions.


 * 12.9.1 The basic entry **


 * 12.9.1.1 Book **

Author, A. A. (Year of publication). //Title of work: Capital letter also for subtitle//. Location: Publisher.

Rude, C. D. (2006). //Technical Editing// (4th ed.). New York: Pearson Longman.


 * 12.9.1.2 Journal article **

Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article. //Title of// //Periodical, volume number//(issue number), pages.

Wick, C. (2000). Knowledge Management and Leadership Opportunities for Technical Communicators. //Technical Communication,// 47 (4), 515-529. 
 * 12.10 THE PERILOUS WORLD OF THE WEB **

With the advent of the internet, the world of information had changed. There are numerous considerations when it comes to content found on the web. One of the largest concerns when it comes to editing bibliographic material is the reliability and permanence of the document. If one of the main functions of citations is to ensure future readers can find the research, then the transience nature of the web is a large problem.

One of the ways to attack this problem is to provide within the citation itself the date the information was accessed and from where. Chicago 17.7 states “ When content is available from more than one online source, authors should consider whether, on the basis of the nature and practices of the publisher or sponsoring body, they have consulted the most permanent.”

There are several elements to make note of when citing electronic material. These elements include: the URL (Uniform Resource Locator) or address of the document, the date of access, and any date of revisions.


 * 12.10.1 MLA **

The purpose in citing electronic documents is to facilitate the finding of said documents again. Unlike print documents, which have a standard way of finding aids, electronic documents lack a uniform means of organization (Gibaldi 207). Also, the web is often transient. Webpages that exist today may be gone tomorrow. Students should gather as much information as possible to include in their web citations, though some key information may be missing (207).

MLA suggests that the author’s name should be cited exactly the same as in a print document: last name, first name, with a period after it (208). MLA also requires that the full title of the document be stated, and enclosed in quotation marks, unless the entire website is being cited (209). Then students should look for any information about print publication, if the electronic document comes from a published source (209). Then date of electronic publication in addition to the date of the print publication should be added to the citation (210). For electronic documents MLA asks for two other key items: date of access and URL (uniform resource locator) or network address (211).


 * 12.10.1.1 Basic Example: **

Author. “Title.” Print Publication Information. Electronic Publication Information. Date of Access. .

Zeki, Semir. “Artistic Creativity and the Brain.” __Science__ 6 July 2001: 51-52. __Science__ __Magazine__. 2002. Amer. Assn. for the Advancement of Science. 24 Sept. 2002 <[|http://www.sciencemag.org/cgi/content/full/293/5527/51>.]


 * 12.10.1.2 An Entire Internet Site: **

__CNN.com__. 2002. Cable News Network. 15 May 2002 <[|http://www.cnn.com/>.]

__Thomas: Legislative Information on the Internet__. 19 June 2001. Lib. Of Congress, Washington. 18 May 2002 <[|http://thomas.loc.gov/>.]


 * 12.10.1.3 Work from a Library or Subscription Service: **

Documents that students obtain from a library or subscription service must list the database title, the name of the library and the date of access (229). Students need not include the entire URL if it is overly long and complicated (229). The URL of the database service’s home page is sufficient.

For example:

Youakim, Sami. “Work-Related Asthma.” __American Family Physician__ 64 (2001): 1839-52. Health Reference Center. InfoTrac. Bergen County Cooperative Lib. System, NJ. 12 Jan. 2002 <[|http://www.galegroup.com/>.]

Source: MLA 5.9


 * 12.10.2 APA **

As stated in 12.10.1, the purpose of citing online documents is to facilitate the finding of said information by readers. APA suggests directing readers to specific documents rather than entire home pages (APA 269). Also, be sure that the URL (uniform resource locator) is correct and works (269).

The minimal amount of information necessary for citing electronic publications includes: the document title or description, the date, and the URL (26). Students should identify the author if possible. The key is to have a correct URL. When breaking a long URL across lines, the break should be inserted after a slash or before a period (269).

Students should note that APA requires the term “retrieved” in the citation to indicate the date and URL. See the following examples.


 * 12.10.2.1 Basic Example: **

Author, A. A. (Year of publication). //Title of work: Capital letter also for subtitle//. Location: Publisher. Retrieved date, from URL

Zeki, Semir. (2002) Artistic Creativity and the Brain. //Science// 6: 51-52. //Science Magazine//. Retrieved September 24, 2002, from http://www.sciencemag.org/cgi/content/full/293/5527/51


 * 12.10.2.2 An Entire Internet Site: **

Greater New Milford (Ct) Area Healthy Community 2000, Task Force on Teen and Adolescent Issues. (n.d.) //Who has time for a family meal? You do!// Retrieved October 5, 2000, from http://www.familymealtime.org

If there is no publication date listed on the site, students should use n.d. to indicate “no date.”


 * 12.10.2.3 Work from a Library or Subscription Service: **

Youakim, Sami. (2001) Work-Related Asthma. //American Family Physician// 64:1839-52. Retrieved Janurary 12, 2002 from Health Reference Center.

Students should note that APA does not require the URL if the electronic copy of an article is obtained from a subscription database. APA 4.16.90 contains further information.

Source: APA 4.16 I


 * 12.10.3 Chicago **

Chicago treats electronic documents similarly to print documents. There are several characteristics to keep in mind when citing electronic documents. The first is permanence (Chicago 17.5). Electronic sources tend to be unreliable, and citations will need to be double checked and adjusted if a source moves or changes (17.5). The second category students should be concerned with is authority (17.6). Authorship of an electronic document can often be dubious (17.6). However, electronic documents need to be treated just as a published source is (17.6).

Next, students need to consult the most permanent version of an online source if such is available. For example, they should site the PURL (Permanent URL) of a government document rather than the agency URL. If an electronic document is available in more than one format, then students can make mention of these other formats, as long as it is clear which format is being cited (17.8).

Lastly, students must make careful note of the URL (Uniform Resource Locator), and become familiar with its components (17.9). When it comes to punctuating URLs, Chicago suggests not capitalizing the h in http, and to match the capitalization of the other components as they are (17.10). When a line break is necessary, it should be made after a double or single slash, but before a tilde, period, comma, hyphen, underline, question mark, number sign, percent symbol and either before or after an equals sign or an ampersand (17.10). Students should never add a hyphen to a URL as part of a line break (17.11).

Unlike the other styles of citation mentioned above, Chicago does not recommend the use of access dates, unless the information is in a time sensitive field where such information matters (17.12). Overall, the Chicago style of citation simply fits the URL at the end of the normal citation information of any document.


 * 12.10.3.1 Basic Example: **

Author’s name. “Title of the Article.” Publication information. URL.

Electronic journal:

Mark A. Hlatky et al., “Quality-of-Life and Depressive Symptoms in Post-menopausal Women after Receiving Hormone Therapy: Results from the Heart and Estrogen/Progestin Replacement Study (HERS) Trial,” //Journal of the American// //Medical Association// 287, no. 5 (2002), [|http://jama.ama]a- [|assn.org/issues/v287n5/rfull/joc10108.html#aainfo] (accessed January 7, 2002).

Students should note that the “accessed” data is included only because the information is of an especially timely nature.


 * 12.10.3.2 An Entire Internet Site: **

Cable News Network. “__CNN.com__.” Turner Broadcasting System, Inc.[| http://www.cnn.com/.]

Evanston Public Library Board of Trustees. “Evanston Public Library Strategic Plan, 2000-20120:A Decade of Outreach.” Evanston Public Library.http://www.epl.org/library/strategic-plan-00.html.


 * 12.10.3.4 Work from a Library or Subscription Service: **

Youakim, Sami. “Work-Related Asthma.” //American Family Physician// 64 (2001): 1839-52. http://www.galegroup.com/.