Module 3: The BSI symbols, part I (f)

References

Although the copy-editor should make sure that text mentions (citations) of references/resources
tally with the references themselves, proofreaders are sometimes asked to double-check this aspect
as well as proofreading them in the usual way. This is particularly likely when the citation method
was altered; for example, from a name-and-date system:

It was reported (Jones, 2011)

to a numbered system:

It was reported61

In the references section the name-and-date references are usually listed in alphabetical order by
author whereas the numbered references are in order of mention in the text (hence the numbering).
The numbered system is far less obtrusive in the text but has the drawback that it can be difficult to
check that the correct number/reference has been cited. The name-and-date system is more
obtrusive in the text but simplifies verifying the citation with the reference. For example, the text
might mention Jones 2014 but the only Jones reference is dated 2015. The copy-editor should have
queried the inconsistency, asking the author to verify the details (or might have checked it online to
save time). When the text cites only a number, there is often little or nothing to suggest that
something might be wrong.
Although there are only a few generic styles for the presentation of references, there are many
variations. Each company, and sometimes each division within a company, will have its preferred
look for references, often given as part of the house style. The main aspect to bear in mind when
proofreading is consistent presentation of the necessary elements. If there are inconsistencies or
incomplete references, ask your supervisor for advice on how to deal with the problem. If the
problem is inconsistency between citation and reference, it will probably be necessary to query this
with the author. Also find out whether every little detail (e.g. a full point at the end of each
reference) must be correct or if you may turn a blind eye to occasional minor inconsistencies of
punctuation.
Sometimes publishers decide to leave out all accents in references, including authors’ names.
Because it is virtually impossible to be sure that the accents are all there and all correct – French,
German, Spanish, and so on – it is deemed better to have none rather than just some. This is quite
common in STM (science, technical and medical) books.
When page ranges (first and last page numbers) are given, it is common for numbers to be elided,
giving the least numbers feasible for understanding; for example, 123–5 rather than in full as 123–
125 or 129–32 rather than 129–132. As long as they are presented consistently, go with what is
there. Remember, though, that teens always retain the ‘1’: for example 13–16, not 13–6.
Many references are either to books or to journals but sometimes they are to government reports
(which are usually treated like books) or newspaper articles (which are treated like journal articles)
or websites/online publications. The main components for books, journals and online publications
are given below.

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© M E Aherne and GV Clarke 1 Module 3(f)

Book references
Author surname, initial(s), year, Book Title, publisher and city of publication – often in that order but
not necessarily; other styles place the year at the end.
A chapter in a book, using this same sequence, would be: author surname, initial(s), year, chapter
title, ‘in’ editor’s surname, initial(s), Book Title, publisher and city of publication, and perhaps the
chapter’s pages.

Journal references
Author surname, initial(s), year, article title, Journal Name, volume, page numbers – this is known as
the Harvard system. (The publisher and city of publication are usually omitted.) In the Vancouver
system, the year comes just before the volume number.

Online references
Author surname, initial(s)/first name, article title, Overall title, volume and pages (if a journal);
[medium] (day month year of creation/posting), originating/responsible organisation, <source
address> and, possibly, the date accessed.
Before proofreading references, it’s a good idea to have a very clear understanding of what the style is.
It is sensible to check them against a style ‘master’ – either in your head or (preferably) written down
beside you. Many proofreaders write out an example of a journal paper and a book chapter reference,
showing details of the punctuation, capitalisation, italics, brackets/parentheses, page ranges, order,
etc. – adding any other aspects as they are encountered and revising the master as it becomes
apparent that the style hadn’t settled until later in the document! The following examples will give you
some idea of the variation possible; note that they do not use the style in Assignment C.

Author, A.B., C.D. Author and E.F. Author. (2008) ‘Chapter title.’ In: A. Editor, B. Editor (eds). Book
Title, 2nd edn, Vol. 3. Name of publisher, location of publisher, pp. 100–3.
Author AB, Author CD, Author EF. Paper title: paper subtitle. Jnl Abbrev (2011) 10: 100–103
Author AB. 2009. ‘Chapter title’, in Book Title: subtitle, ed. by C Editor and D Editor. Location of
publisher: name of publisher

House styles can be very peculiar about references. It’s no use thinking in terms of what the rules
ought to be – you just have to puzzle out what they are and then make sure that they’re followed
consistently.
Note that some house styles do not include the chapter/article titles in book/journal references.
Published music follows a similar style: the title of a musical work (e.g. an opera or an oratorio) is like
a book or journal title and is in italic; the title of something within that work (e.g. an aria or a chorus)
goes in quote marks. To prevent confusion, titles of musical works are always in italic and items
within a work are always roman, even if the words are in a language other than English.

Bibliographies

A bibliography or ‘Further reading’ is quite like a list of references but the works given have not
necessarily been cited in the text. The information required is very similar to (if not identical with)
that in references but may well appear with the author’s first name or initials before the surname,
or perhaps with the book title before the author. As with references, the house style usually

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© M E Aherne and GV Clarke 2 Module 3(f)

specifies the preferred order and appearance – which occasionally is superseded by a style for a
particular document. Your job will usually be just to proofread the content but it might also include
ensuring that each entry is consistent and complete. If there are problems, ask your supervisor for
advice on what to do. In any case, find out whether it is essential for every detail to be correct or if
some flexibility is recommended.

Note: there is one aspect that should not be changed, even if it goes against your house style: the
spelling used in the original publication. So for example if your house style uses UK spelling but a
quoted publication uses US spelling, you must leave it as it appeared in the original.

To prepare you for Assignment C, your first assignment using the BSI symbols, here is a bonus
exercise: Exercise 3.6, ‘What has the proofreader done badly?’ You will scrutinise the work of
another proofreader, who has not paid sufficient attention to the good practices we have been
demonstrating in this course! See how many examples you can find of unclear or inadequate mark-
up and the errors to which they have led.

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© M E Aherne and GV Clarke 3 Module 3(f)