Electronic+Editing+Benefits+and+Tradeoffs

**  16.1 Introduction  16.2 Procedural vs. Structural Markup 16.3 Styles and Templates 16.4 Markup Languages 16.5 Working Efficiently at a Distance 16.6 Speeding up the Process 16.7 The Challenges of On-Screen Markup 16.8 Reading Difficulties & Quality Concerns 16.9 The Hazards of Extensive Computer Use 16.10 Software used to Edit Scholarly Works
 * Chapter 16:
 * Electronic Editing **
 * 16.1 Introduction **

Electronic editing encompasses all changes made to an electronic document written by someone other than the editor. The term electronic editing describes the process of //editing on screen //. On-screen editing is facilitated by advanced software options which give more flexibility in the editing process. Electronic editing has created an extremely valuable field of opportunity for today's editors, allowing for the rapid exhange of edited documentation over great distances. However, every great invention has drawbacks along with the benefits it provides to others. In sections 16.5 through 16.6, the benefits of electronic editing will be evaluated, and in sections 16.7 through 16.9, we will take a look at the trade-offs of electronic editing.

This form of editing requires the use of an electronic medium to transmit exchanges of information using software that can follow the changes made by the editor. In order to be a successful electronic editor, one must know how to use modern electronic media. The editor should have a working knowledge of many types of communication devices, software and methods of data delivery. The electronic medium selected by the editor is the most important choice for the editorial team. Common “tools of the trade” of electronic editors will be used throughout this document as working illustrations of the process of electronic editing. 

**16.2 Procedural vs. Structural Markup** 16.2.1 Procedural Markup Paper copy markup is often described as procedural because an editor provides instructions for changing text in a document. Procedural markup has limitations because it does not support content management or publication in multiple forms. The procedural markup for a printed document would not be suitable for a website; thus structural markup would be a more sensible option.  16.2.2 Structural Markup = = Structural markup identifies the parts of text, including headings, titles, paragraphs etc. Tags are used in structural markup to identify a text element. H1 is an example of a tag for a level-one heading. Tagging embeds specifications (font, size, and spacing) and ensures consistency in digital copy.Procedural markup takes place at the end of the document creation process, while structural markup is in place prior to writers composing content.

<span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;">**16.3 Styles and Templates** <span style="font-family: Arial,Helvetica,sans-serif; font-size: 10pt;">A template is a collection of tags or //styles// within a document. Templates can be created in various programs such as [|Microsoft Word,] [|Adobe InDesign], and [|FrameMaker]. Templates prevent users from changing individual instances that have the same style specification within a document. Companies often use templates for writers to use while creating drafts, which cuts down on time spent organizing and formatting content for publication. Tagging also helps to quickly prepare a document for print production.

Markup languages have been developed to assist with digital documents. Digital markup enables text and graphics to display online. Markup languages are structural, not procedural, and help to change the way information is displayed online.
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 16pt;">16.4 Markup Languages **

<span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;">16.4.1 SGML

Standard Generalized Markup Language codes documents with tags so they can be used on any hardware and in any medium (print, CD-ROM, web).SGML tags are concerned with appearance and are a part of the digital file, no matter where it goes. SGML is recognized as an international standard, and can also be used as a tool for information management. SGML tags allow documents to function as searchable databases for easy content retrieval.

Editors must still rely on knowledge of language and communication to format style and paragraph structure within a document as SGML only handles structural and visual components of a document. <span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;"> 16.4.2 HTML Hypertext Markup Language enables the display of text and graphics on the Web. HTML includes code within a document to give instructions for text. If you right-click on any web page and choose View Page Source, you can view the code for the site. HTML tags are influences by hardware, internet browsers, and other preferences set by individual users. Users may see one document multiple ways depending on their settings. Editors may need to have a basic understanding of HTML to make recommendations on increasing usability and ensuring consistency throughout a document. Some may feel more comfortable consulting a specialist to assist with editing HTML specifications. Even with the use of HTML, editors still must check for spelling and grammatical errors as the markup language does support these tasks.

<span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;">16.4.3 XML Extensible Markup Language allows users to define their own tags, unlike the limited use of predefined tags in HTML and SGML. XML can also be used to create searchable documents. It is integrated into some word processors such as Microsoft Word 2003 and later versions.

<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">In the research study conducted on editing at long distances, Carolyn Rude correctly points out that most editors who work at a significant distance from the writer prefer electronic editing over paper copy mark-up. Working remotely provides many advantages to the editorial team and presents many challenges as well. One of the most important advantages of electronic editing is the nearly instantaneous exchange of information made possible by advances in modern electronic communication. <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;"> <span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt; line-height: 150%;">16.5.1 Modes of Communication <span style="font-family: 'Arial','sans-serif'; font-size: 14pt;"> <span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">The computer is the most important tool for electronic editors and for good reason: as a machine that receives, manipulates and transmits data, computers are as important to 21st century electronic editing as the pencil was to editors in the 20th century. There are a vast array of devices and media available for use in electronic editing, beginning with the choice of hardware. Selecting the right type of computer to use in editing is an extremely important component in editorial production value. <span style="font-family: 'Arial','sans-serif';">
 * <span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 150%;">16.5 Working Efficiently at a Distance **<span style="font-family: 'Arial','sans-serif';">

<span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.2 Size and Portability of Technology <span style="font-family: 'Arial','sans-serif';">

<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">A good editor is familiar with the range of hardware and software options available, and considers the size and portability of the many available choices. Editors must learn the proper use of new technologies and develop a working knowledge of the many local, national and international options for data transmission choices. A basic list of the most common hardware types range in size and portability from workstations to PC’s and laptops, and include PDA’s, some of which use editing software programs.

Video recording technology is becoming increasingly important in electronic editing. Practically every modern college student has used a video clip to illustrate a point during the creation of a paper or presentation. Still photos and video clips are important tools that can be used by electronic editing teams to illustrate a particular product or idea. Videos can easily be included in the electronic exchange of information during the editing process. One way editors choose to use this technology is by inserting audio or video clips in a blog format to be used in editing podcasts. <span style="font-family: 'Arial','sans-serif';">

<span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.3 Storage and Speed <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Editors and writers today use a range of products for data storage. The greater storage capacity available today increases the speed of these products. A few popular choices for storage devices today include: CD’s, DVD’s and Flash drives. For technical editors, there is a formula to determine the exact storage capacity of a CD, found in the following presentation: <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|How CD’s and DVD’s Work] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, a great data calculation tool and an excellent example of a technical document.

The professional editor must also take into consideration the type and speed of the data connection that will be used by the editorial team. Data connections vary from one region to another and from country to country. Using this knowledge, editors can anticipate connectivity problems and design alternative means of communication for ‘downtimes’ and anticipated outages. <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.4 Portability and Compatibility Constraints <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Due to the complexity and diversity of electronic media choices that are available today, we will explore several of the more popular communication tools and evaluate their usefulness to editors in the 21st century. <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.5 Ease/Difficulty of Technology Usage <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">The modern editor has many choices of technological tools available to assist in the development of an editorial document. Each tool has a place in the editing process but one tool may be used over another due to the ease or difficulty level for individual editors. One editor may choose a large screen PC with high resolution for ease of reading, while another editor may prefer handheld devices due to their many built-in functions and ease of portability.

A good example of hardware portability is evidenced by PDA’s or personal data assistants. These small electronic devices are palm-sized offices, containing many of the tools needed by an electronic editor. Although their small screens provide a challenge for most editing tasks, their flexibility and functionality, with editing software such as <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Microsoft Word <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, provide an attractive editing tool for busy editors.

<span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.6 Software options <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">The software used should provide a way to track the changes made by the editor, so the writer has a means of approving or rejecting the editorial changes, and it should have an option to print a copy of the work in progress.

The right choice of software is equally as important as the proper selection of hardware used in electronic editing. Software selection should be guided by the degree of suitability for the project and issues of compatibility among the products used by the editing team. Some of the more popular choices for electronic editing include: § <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Word (Microsoft)] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;"> – used to create manuals, and provides online editing tools, such as: § <span class="wiki_link_new" style="color: #660000; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Track Changes <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, which allow editors to markup documents with electronic overlay. § <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Photoshop (Adobe)] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;"> – Graphic design and editing program, popular with technical writers and editors. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Screen Capture Tools – <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Print Screen] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Snag-it] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Capture Wiz] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">, etc. – Allows user to capture a snapshot of the working screen, which enables a more immediate exchange of working information for editors. Some screen capture software tools can also create videos.

These types of tools permit the documents to be saved in many formats, thus increasing the compatibility of exchanges amongst the editorial <span style="font-family: 'Arial','sans-serif';"> team in work projects.

<span style="color: blue; font-family: 'Arial','sans-serif';">Back to top <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.5.7 Global & International Communication <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Electronic editing in the global community is a rapidly expanding area of development. Editorial teams contain members who work through national and international channels to perform all phases of the electronic editing process. The STC provides a standard model that supports global development of products in the primary language, with documentation in that language, including process development with localization for other languages.

The manner in which global editors perform their duties depends greatly upon the electronic environment that is available to them. In metropolitan settings throughout the world, editors share many of the same tools and basic processes. In remote or rural areas, editors are forced to adapt to their circumstances and often utilize some of the less technological tools of the trade, such as paper copy markup, phones, and fax machines instead of electronic editing software and online transmission of data.

The need for understanding <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|global concerns] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;"> and localized and international needs are important factors to consider for the global editing team. A standardization of the language and terminology used by the global editing team helps alleviate errors and cultural misunderstandings. Note: The term //<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">global editor //<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;"> stands for an international editor, or what used to be called a foreign editor. //<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Global editing //<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;"> is a term used to describe the process of editing several records at one time. <span style="font-family: 'Arial','sans-serif';">

<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">There are two main factors that influence the speed at which an editor can perform work. One is the universality of the electronic media the editor uses, and the other factor is the expertise of the editorial team. Editorial teams work in stressful conditions and often have to meet nearly impossible deadlines. The main concentration of support and direction is provided by the editor. Sometimes a bit of humor lightens the atmosphere, as evidenced by the following video clip: <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|No Sleep 'Till Deadline.] <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;">16.6.1 Training and Education <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Quality education and professional training are essential in the development of good editorial choices in the project development process. According to the Bureau of Labor Statistics, the minimum level of education for technical writers is a college degree, preferably in communications, journalism or English.
 * <span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 150%;">16.6 Speeding up the Process **<span style="font-family: 'Arial','sans-serif';">

Depending on the level of technical expertise required, graduate degrees may be required and/or preferred. The prediction for growth in the field is good, especially in the areas of medicine, law and economics, due to the rapid growth of online services and publications. Editors and writers with multimedia experience are expected to be very much in demand <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|Writers and Editors Occupational Projection Data US BLS] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">. <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 150%;"> 16.6.2 Improving Job Satisfaction <span style="font-family: 'Arial','sans-serif';"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">The 20th century relationship between editors and writers was typically described as that of the ‘boss’ and the ‘talent’, respectively, with the editor holding greater authority over the writer. In the 21st century, with the advent of constant refinement and advancing forms of technology, the dynamics of the traditional definitions of the two roles are changing. The modern interactions between editor and writer are becoming more collaborative and creative in general, although specific organizations may retain certain guidelines for each job title.

However, despite the increased level of communication and cooperation between the different members of the electronic editing team, the basic domains of editors and writers will remain separate in the world of electronic media in the interests of production value. The role of the editor will continue to focus on time management, [|substantive editing], and style and grammar consistency, copy editing, fact-checking and proofreading. The role of the writer will continue to focus on producing an original document outlining the goal of the project, highlighting key elements of the project, and attending to cooperative revisions, in cooperation with the editor, to refine the document. <span style="font-family: 'Arial','sans-serif';"> <span style="color: blue; font-family: 'Arial','sans-serif';">Back to top

**<span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 150%;">16.7 The Challenges of On-Screen Markup ** <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">There are many advantages to On Screen editing, including the ability to overcome the limitations of space, time and distance among the editing team.

§ <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Advantages of on-screen markup allows for the efficient collaboration between author and editors. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Many of the manual tasks that editors used to perform have become easier and less time consuming due to current levels of technology in on-screen markup. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Another important consideration in a world increasing aware of energy conservation is the fact that on-screen editing saves on the use of many products that have a negative effect on the environment, such as reduced levels of paper, reduced use of toxic inks and printing chemicals. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Reduced toner and copier cartridge recycling, which represents advances in the use of <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">[|green technology] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">. <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 150%;">Along with the advantages, there are tradeoffs to on-screen markup editing.

§ <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Incompatibility issues with software and hardware can undo the best efforts of editors and writers to produce error free copy. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Online editing is often incompatible with the use of proper ergonomics, creating unnecessary strain on the body. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Small errors are harder to catch in online editing. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">The use of paper-copy mark-up instead of onscreen editing is also a positive for green technology. <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 115%;"> 16.7.1 Current methods v. future technology <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Voice-over editing represents one of the newest areas in the future of editing, and is increasingly used in podcasts, video clips, and other forms of media creations. Voice-over technology has a strong potential for a prominent role in future preparation of documents. The use of voice-over editing in traditional formats can serve as a complement to traditional forms of editing.

Podcasting, in particular, represent a very valuable new process and marketing tool in electronic editing. A podcast consists of a video or audio file that is produced for use on the World Wide Web, providing a broadcast that you can view on command. Podcasts are found in formal and informal environments, and are increasingly used in personal blogs and mainstream journalism, business, industry and in modern educational environments.

All you need to create a podcast is a microphone and recording software, and its potential uses are unlimited. For an easy to use tutorial on creating podcasts, see» <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">[|How to Create A Podcast] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">.

Podcasts are especially important in modern electronic editing because they provide editors with a quick, easy tool that can include audio and visual instructions and feedback during the editing process.

<span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Many of the problems discovered in earlier studies of electronic editing (Rude), such as the difficulty of inserting complex graphics into online documentation, are now in the process of being resolved through technology. Advancements in digital technology allow editors to capture screenshots and easily insert pictures and videos of complex diagrams into documentation for review by the process team members: See <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">[|ComplexMarkup Text] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">.
 * <span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 115%;">16.8 Reading Difficulties and Quality Concerns ** <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;">

There are legitimate concerns in electronic editing regarding the use of legible choices of font and type, especially for products and documentation aimed at older readers, who may have more difficulty with smaller-sized print. The inability of consumers to read complex directions could lead to serious mistakes in product use, and that creates issues of quality control and ethical misconduct by editors. <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="font-family: 'Arial','sans-serif'; font-size: 14pt; line-height: 115%;">16.8.1 Adoption and enforcement of industry guidelines <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">[|The Society of Technical Communication] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;"> is the largest member organization for technical communications professionals, including electronic editors, and it represents an international consortium, dedicated to establishing industry guidelines and legal and ethical principles for industry professionals. The STC serves as an excellent source of technical editing information and documentation, while many other professional editing associations, such as the <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">[|International Committee of Medical Journal Editors,] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;"> provide specific guidelines and formats for the correction and submission of documents by the electronic editor. <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;">

<span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;">Back to top <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> **<span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 115%;">16.9 The Hazards of Extensive Computer Use ** <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">In every industry, there are occupational hazards that exist within the specific environments of operation. There are several common health hazards that have been attributed to overuse of computers, and the effects are of escalating concern to members of electronic editing teams, due to the increased amount of exposure time and ergonomic stress placed on the body.

<span style="font-family: 'Arial','sans-serif'; font-size: 16pt; line-height: 115%;">16.9.1 Types of Problems & Degree of Dangers <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">A list of specific areas of health issues for editorial teams that are created by the overuse of computers:

§ <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Carpal Tunnel syndrome and arthritic changes can occur due to repetitive movements and joint damage from overuse of electronic devices and computer keyboards. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Disease Transmission can occur from contaminated keyboards. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Eye Strain is a frequent problem for electronic due to poor screen contrasts and resolution, along with poor choices of font styles and type. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Head, neck and back strain can result from long-term strain and poor positioning. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Poor lighting and screen glare can lead to eye strain and other issues. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Excessive noise and electrical hazards can cause hearing loss and risk of electrical shock to electronic editors. § <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">Physical discomforts are created by poor furniture choices and incorrect ergonomic positioning of equipment. <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;"> <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">The Occupational Safety and Health Administration, in cooperation with the Ohio State University Business and Administration department have published a <span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;">[|Survival Guide to Computer Workstations] <span style="font-family: 'Arial','sans-serif'; font-size: 10pt; line-height: 115%;"> that addresses workplace ergonomics and issues of health and safety guidelines. The site also contains important preventative techniques and exercises designed to decrease the possibility of injury from extensive computer use. <span style="font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;">

<span style="color: blue; font-family: 'Arial','sans-serif'; font-size: 11pt; line-height: 115%;">Back to top

<span style="font-family: Arial,Helvetica,sans-serif; font-size: 16pt;"> Writers can use bibliographic software to manage long lists of references needed for research purposes. Whenever a person using the ideas of others in their work, it is important to give credit to the original author. For large research projects, collecting reference materials and keeping track of items found on the web can be difficult if they are not organized properly. Bibliographic software programs can help to alleviate the stresses of managing reference lists for students and researchers alike.
 * 16.10 Using Software to Edit Scholarly Works **

<span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;">16.10.1 EndNote [|EndNote]is a standard bibliographic software program that allows users to publish and manage reference materials to create a formal bibliography. EndNote is developed by [|Thomson Reuters], a company that specializes in information technology. EndNote allows users to search online databases, including Web of Science, Ovid, PubMed, the Library of Congress, and university card catalogs (web). To manage references, users create a ‘library’ that can store Pdf’s images, html files, and reference names in one section. There is no limit on the number of libraries a user can create.

EndNote has a feature that will search the web for full-text pdf’s for a specific reference or an entire library. When it is found, it will link the file to a reference automatically. This saves the user time because often searches for full-text articles are time consuming and often users return empty-handed.

Users can edit existing references for common spelling errors or typos, and give labels to references that are related. For example, a group of images can be labeled “Punctuation Examples” if they were collected as a supporting documentation for a paper on punctuation.

EndNote also has Cite While you Write technology that enables users to locate citations in Microsoft Word as they are preparing a manuscript. As a user types the text for a citation, EndNote will add the appropriate reference information to the bibliography list.

EndNote supports over 3600 bibliographic styles based on specific journals or disciplines. Users can download a specific style from the web to include in their version of the software. It is important that users are mindful of the date the particular style was uploaded to the site, as there may be updated versions of a style that are not yet supported by EndNote. Figure 1 shows an example of the information given when a user selects the [|Modern Language Association] (MLA) from the list of styles to download.

MLA has changed some style guidelines in its 3rd edition, which will be effective April 2009. The latest version that EndNote supports was posted over a year ago. This is a drawback of EndNote and forces users to have additional information on the guidelines for styles they will use in a bibliography. Having the additional reference information will ensure citations are formatted correctly.

Endnote is compatible with Windows XP, Vista, and MAC OS X. It can be purchased and downloaded on the web for $250, or it can be purchased and shipped for $300. A free trial version can also be downloaded on the web and used for 30 days. To use EndNote, users will also need an internet connection. The Cite While You Write feature is only compatible with Word 2003 and 2007. <span style="font-family: Arial,Helvetica,sans-serif; font-size: 14pt;">16.10.2 Biblioscape [|Biblioscape] is a bibliographic software program developed by CG Information. CG Information is comprised of scientists who wanted to create software that was advanced enough to support the needs of researchers Biblioscape allows users to collect and store references to collect and store references, notes, and writings within the interface. From the program, users can search for references via the internet, and store pertinent information for later use in a manuscript. Similar to EndNote, Biblioscape also automatically generates citations and bibliographic lists. The program contains ‘modules’ to help users organize all necessary items when compiling a research document. The table below gives details on these modules:


 * < References ||< Import and organize references ||
 * < Notes ||< Add notes to references, organize notes for outline ||
 * < Tasks ||< Manage tasks related to research ||
 * < Charts ||< Build flow charts, link to notes ||
 * < Categories ||< Build a taxonomy, tag references ||
 * < Compositions ||< Assemble notes into outline, Build table of contents and indices ||
 * < Libraries ||< Contains features such as catalogs, serials, circulation information ||
 * ~ Table 1. Biblioscape Modules ||

Detailed information on the modules can be found on the [|Biblioscape community] site. Because of the features that it contains, Biblioscape is highly recommended for use by students working on a thesis or a group of researchers collaborating on a study. Biblioscape supports a multi-user environment where one database can be shared among multiple users.

Biblioscape is used as a one-stop source for information management because users can access references, take notes, and compile a draft all within the program. Biblioscape supports over 2000 bibliographic styles. Users can select a style based on a journal or discipline, and Biblioscape will automatically format both in-text citations and the reference list at the end of the final document. A nice feature of Biblioscape is the ‘style editor’ where users can create new styles or modify an existing one if needed. <span style="font-family: Arial,Helvetica,sans-serif; font-size: 10pt;">Again it is important that users have access to the most recent version of the style guidelines they are using to format citations. Figure 2 shows an example of where users can download MLA as a style format on the web.

Biblioscape can be purchased and downloaded on the web. The prices vary based on the version needed. The figure below provides more detail on pricing:

Biblioscape is compatible with Windows 95, 98, Milennium, NT, 2000, XP and Vista, but not MAC OS X. Some users have been successful with running the program on Linux.

<span style="color: black; font-family: 'Arial','sans-serif';"> Works Cited

Adler, Linda J and Helen Lenane. "Editing for Global Audiences." Society for Technical Communication. Web. 4 April 2009 <www.stc.org>.

Bureau of Labor Statistics. "Occupational Outlook Handbook." 2008-2009. __Writers and Editors.__ Web.14 March 2009 <[]>.

Framer, Delores and Sherry Southard. __The Documentation Process. Editing What? Rude's Comprehensive Editing (Substantive Editing).__ 1999. Web. 2 April 2009 <[]>.

International Committee of Medical Journal Editors. //Uniform Requirements for manuscripts Submitted to Biomedical Journals: Writing and Editing for Biomedical Publication.// __ICMJE.__ Web. 16 April 2009 <[]>.

Irelan, Ryan. "The Real Beginners Guide to Podcasting. Podcast Free America". 2008. Web. 4 April 2009 <[]>.

Dugan, J.M. et al. "Automaton and Integration of Components for generalized semantic markup of electronic medical texts." 1999. Web. 28 March 2009 <[]>.

Mansuripur, M. "How CD and DVD Players Work." 22 January 2003. __Optical Science Center, University of Arizona.__ Web. 25 March 2009 <[]>.

__No Sleep 'Till Deadline.__ By Howard Whitman. Perf. Rick Reitz and Brian Ploskina Howard Whitman.Web. June 22 2006 [].

Occupational Safety and Health Administration (OSHA). "A Survival Guide to Computer Workstations." 2000. Ohio State University. Columbus. Web. 24 March 2009 <[]>.

Rude, Carolyn, et al. __Technical Editing, 4th Ed.__ New York: Pearson, 2006. Print.

Stovall, James G. and Edward Mullins. __The Complete Editor, 2nd Ed.__ New York: Pearson: 2006. Print.

Sundara, Namitha. "Future trends in Technical Communication: Globalization." Web. 14 April 2009. [|http://web.njit.edu/~nrs8/The_tide_of_globalization.pdf].

Technical Editing SIG. Business. STC Carolina. 2001.Web. 17 April 2009.http://www.stc-carolina.org/tiki-index.php?page=2001-11-18+Substantive+Editing

__The Chicago Manual of Style.15th ed__. Chicago: The UP of Chicago, 2007. The Chicago Manual of Style. Web. 12 Apr. 2008 []

<span style="color: black; font-family: 'Arial','sans-serif';">The Society for Technical Communication. __On Screen Editing.__ Web. 15 March 2009 <[|http://www.stc.org]>.

Hupp, Jessica. "Working green: 50 tips to reduce your office's waste". 16 August 2008.__ScienceAlert.__ Web. 8 April 2009. [].

//EndNote-Bibliographies Made Easy.// Thomson Reuters., 2009. Web.10 March 2009.

//Biblioscape-bibliographic software for citations and bibliography generation in APA, MLA, etc. the best reference manager//. CG Information, 01 Aug. 2008. Web. 10 March 2009.