Proofreading and Formatting Guidelines Revision History

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DP Official Documentation - Proofreading


If you have any suggestions about how the Proofreading or Formatting Guidelines can be improved, please see the appropriate posts in the Documentation forum.

Date Version Author Changes

10/14/2025 Ver. 2.0e Linda Hamilton Updated Proofreading Guidelines to update information about transliteration
3/8/2025 Ver. 2.0d Linda Hamilton Updated Proofreading Guidelines to add information about the Characters with Diacritical Marks
10/3/2023 Ver. 2.0a Linda Hamilton Updated Formatting Guidelines to add information about the Music Guidelines
10/3/2023 Ver. 2.0c (2.0.1 for the Dutch Guidelines which have not been updated yet to cover the UTF-8 changes) Linda Hamilton Updated Proofreading Guidelines to add information about the Music Guidelines
6/15/2020 Ver. 2.0b Linda Hamilton Updated Proofreading Guidelines to reflect our move to Unicode
11/8/2019 Ver. 2.0a Linda Hamilton Changed references in Proofreading Guidelines to the pull-down menus to the character picker since we have removed the character picking pull-down menus.
06/07/2009 Ver. 2.0 acunning40 and JHowse Formatting Guidelines changes
  • Reorganization of topics and subdivisions for formatting at the character, paragraph, and page level
  • New alphabetical index to the bottom
  • Removed sections for topics that are handled completely during proofreading
  • New sections about the placement of inline and out-of-line markup; italics examples moved to the inline markup section
  • Use the /# #/ markup for a block of text that's printed differently from the regular text, regardless of whether it's quoted material
  • When aligning tables, account for the way that markup will be converted in the plaintext version
  • Mark right-aligned text with /* */
  • Removed the special guidelines for poetry and encyclopedias
  • Numerous clarifications and changes

Proofreading Guidelines changes

  • Reorganization of topics and subdivisions for proofreading at the character, paragraph, and page level
  • New alphabetical index to the bottom
  • In poetry, don't remove extra quote marks on each line
  • Blank line at the top of the page for a new paragraph is now proofreader's responsibility
  • Removed [/x] and [\x]
  • Braces for superscripts and subscripts are now handled in proofreading not formatting
  • For superscripts, use braces any time more than one character is superscripted
  • No longer using the ordinal characters, just treat them as superscripts
  • New section under Common Problems for degree signs, ordinals, and superscripts
  • New section under Common Problems for preexisting formatting
  • Several sections about common OCR problems have been condensed into one
  • Numerous clarifications and changes
07/19/2007 Ver. 1.9e The DP Community Formatting Guidelines changes
  • Fix accented characters incorrectly encoded in previous version
  • Insert missing instruction and example in the Dashes section
  • Insert missing markup in Plays example
  • Various wording changes to make Proofreading and Formatting Guidelines more consistent
  • Numerous minor wording changes and typo corrections

Proofreading Guidelines changes

  • Fix accented characters incorrectly encoded in previous version
  • Change Double Quotes, Accented Characters, Diacritical Marks, and Non-Latin Characters sections to include the utf-8 alternate instructions
  • Various wording changes to make Proofreading and Formatting Guidelines more consistent
  • Insert Summary Guidelines section
  • Numerous minor wording changes and typo corrections
03/10/2007 Ver. 1.9d The DP Community Formatting Guidelines changes
  • Change spaced text markup to <g>.
  • Add new section for font changes, to be marked with <f>.
  • Minor edits to the sections on Chapter Headers, Section Headers, and Font size changes to reflect the new markup tags.
  • Change "spellcheck" to "WordCheck".

Proofreading Guidelines changes

  • Change "spellcheck" to "WordCheck".
  • Reinstate "catchword" section from prior version.
01/01/2006 Ver. 1.9c The DP Community Formatting Guidelines changes
  • Give Previous Proofreader Notes its own section.
  • Add specific mention of using "Images, Pages Proofread & Differences" and "Just My Pages" links as a means of editing pages previously worked on.
  • Numerous minor corrections and clarifications.

Proofreading Guidelines changes

  • Restored missing Drama example.
  • Give Previous Proofreader Notes its own section.
  • Add specific mention of using "Images, Pages Proofread & Differences" and "Just My Pages" links as a means of editing pages previously worked on.
  • Numerous minor corrections and clarifications.
12/08/2005 Ver. 1.9b The DP Community Formatting Guidelines changes
  • Numerous minor corrections and updates to relevant examples.
  • Clarification of formatting multiple footnotes on the same page.

Proofreading Guidelines changes

  • Numerous minor corrections and updates to relevant examples.
11/01/2005 Ver. 1.9 The DP Community Formatting Guidelines changes
  • Small caps are now completely handled by the Formatters.
  • The five-star thought break is now indicated by <tb>.
  • Drama guidelines and examples enhanced.
  • Proofreader notes are now to be indicated by [**Note].
  • Explicitly state that notes from previous proofreaders are not to be removed.

Proofreading Guidelines changes

  • Ellipses are now the responsibility of the Proofreaders.
  • Spaces between initials are no longer removed.
  • Em-dashes are no longer normalized to two hyphens, they are now proofread as four hyphens if long, two hyphens if short.
  • Drama guidelines and examples enhanced.
  • Proofreader notes are now to be indicated by [**Note].
  • Explicitly state that notes from previous proofreaders are not to be removed.
06/01/2005 Ver. 1.8 The DP Community Formatting Guidelines changes
  • Guidelines split into separate Proofreading and Formatting documents.
  • See below.

Proofreading Guidelines changes

  • Separate sections on Small Caps and All Capitals.
  • Clarification of [OE] [oe] ligature handling.
  • Clarification of Fraction handling.
  • Expansion of small-caps and hyphens examples.
09/01/2004 Ver. 1.7 The DP Community Formatting changes
  • Terminology standardised.
  • The tables & examples have all been resized to (hopefully) make it easier for people to read with lower resolution screens.
  • The Abbreviation section is now called Initials.
  • Some of the layout of the rules have been changed so that we can automatically generate the random rules from the Guideline document.
  • A section has been added for drama guidelines.
  • A section has been added for major divisions in the text.
  • The character map tables have been updated to include all Latin-1 characters.

Guideline changes

  • Page number references within the text are to be kept throughout a project including the Table of Contents.
  • Pages which start with a new paragraph get a blank line at the top to mark the new paragraph.
  • We now mark-up all italics, including scholarly abbreviations.
  • We now mark superscripts with ^
  • A section has been added for subscripts - they are marked with _{}
  • Random rules generation framework added.
05/05/2004 Ver. 1.65 The DP Community Following items added or changed:
  • Chapter Headings - use 4-1-2 spacing.
  • Title Page - leave all text
  • Sidenotes - clarification of and new example
  • Footnotes - remove all reference to in-line footnotes
  • Spaced Out text - added
  • Single word at bottom of page - added
  • Poetry/Epigrams - clarification of
  • Letter Indentation - added /* */ markup
  • Block Quotations - now mark with /# #/
  • Characters with Diacritical marks - added
  • Indexes - leave all page number references
06/19/2003 Ver. 1.5 Tim Bonham (with suggestions from many people) Following items added or changed:
  • Changes in Guidelines:
    • Changed name from Document Guidelines to Proofreading Guidelines.
       (old)     (new)
    • Revised Footnotes section, added out-of-line ones, plus example.
       (old) (new)
    • Bold text: default is now html-style markup instead of all-caps.
       (old) (new)
    • Poetry: we no longer indent by 2 spaces within the /* and */ markers.
       (old) (new)
    • Block Quotes: we no longer indent by 4 spaces within the /* and */ markers.
       (old) (new)
  • New sections added:
    • Added Lists section. (new)
    • Added Special Books section, and links to specific guides. (new)
    • Added new document of special guidelines for copyright renewals. (new)
    • Added new document of special guidelines for Encyclopedias. (new)
    • Added new document of special guidelines for Poetry. (new)
    • Added Abbreviations section (new)
    • Added Drop Caps section. (new)
    • Added Quote marks on each line section. (new)
    • Added link to French version of Proofreading Guidelines. (new)
    • Added standard links at the bottom of this (and all Doc pages). (new)
  • More details added:
    • Added to Indexes section note & example of rejoining split entries.
       (old) (new)
    • Added to eol-hyphenated section note about "if you're not sure".
       (old) (new)
    • In Sidenotes section, added note about no blank line afterwards. And included "Sidenotes" in the section title.
       (old) (new)
    • For Ellipsis, state that there is no space after any punctuation.
       (old) (new)
    • In Bold text section, removed confusing note about 1st word of chapter.
       (old) (new)
    • Added note in Poetry section about rejoining split lines.
       (old) (new)
    • Extra spaces between words section: added tabs. Also rewrote part about extra spaces around punctuation to make it clearer.
       (old) (new)
    • Added example of [**Note...] to "Anything Else that needs Special...
       (old) (new)
    • Double Quotes: added part about non-English quote marks.
       (old) (new)
    • Added part about [Transcriber's note:] to the errors sections.
       (old) (new)
    • Added more info to "Fixing errors on Previous Pages section. Big_Bill's rewrite.
       (old) (new)
    • Illustrations section: added note about multiple lines.
       (old) (new)
  • Re-worded or Typo's fixed:
    • Chapter Header example: corrected it: skip 4/2 lines, also added note to do blank lines even if it starts on a new page. (old) (new)
    • Fixed typo in Sidenotes section.
       (old)
       (new)
    • Replaced Dashes section with Bill Flis's rewritten version.
       (old) (new)
    • Added Small Caps to Word in all Caps section
       (old) (new)
    • Slight rewording in section "About this Document".
       (old) (new)
    • Slight rewording in section on Greek & other non-Latin words, added biblos example.
       (old) (new)
    • Block Quotes: refer to "text" rather than "book".
       (old) (new)
02/20/2003 Ver. 1.4 Tim Bonham (with suggestions from many people) Following items added or changed:
  • Chapter Headers: specify 4 & 2 blank lines instead of 3 & 1.
  • Line Breaks: mention that poetry & footnotes will mess up line breaks.
  • fixed the broken link to the DP banner.
  • added links to home pages for DP & PG.
  • Endnotes: added instruction to put blank lines between endnotes. Also bolded endnotes so people find this part.
  • Italics: added note & example for numerals in italics.
    Also highlighted different symbol for closing italics.
  • Underlined Text: added this section to the Guidelines.
  • Page Headers: fixed the formatting of the Footnote.
  • Chapter Headers: mention 1st word of paragraphs in all caps.
  • changed "Foreign Language" to "non-English".
01/13/2003 Ver. 1.3 Tim Bonham Major rewrite to more standard html.


Added DP logo at top, added dividers between sections & other pretty stuff.
Wording changes in many sections. Generally, changed to active voice and put the proofreaders action-to-take as the opening phrase.
Added many more links between sections.
Added the following sections:

  • Primary Rule
  • Project Comments
  • Forum/Discuss this Project
  • Superscripts
  • Font Size changes
  • Word in all Caps
  • Poetry/Epigrams (merged old sections)
  • Block Quotations
  • Punctuation
  • Accented/Non-ASCII Characters (split old section)
  • Accented/Non-ASCII Characters (added printer-friendly page)
  • Foreign Language Characters (split old section)
  • Fractions (split old section)
  • Indexes
  • Anything else that needs special handling
  • 1/l/I OCR problems
  • other OCR problems
  • Factual Errors in Texts
12/18/2002 Ver. 1.23 Tim Bonham Reword parts about Foreign transliteration, including Greek,

Cyrillic, Hebrew and Arabic.
Added more Apple keyboard shortcuts for foreign / non-ASCII characters.

Added sections on index pages & fractions.
12/18/2002 Ver. 1.22 Tim Bonham Change format of code table for foreign / non-ASCII characters, minor wording changes.
12/16/2002 Ver. 1.21 Charles Aldarondo Minor spelling/grammar errors fixed.
 
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