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58 Cards in this Set

  • Front
  • Back
Defined Terms
Defined terms are terms that are given specific definitions and that refer to a particular person, place, or thing within a document. Terms are most frequently defined by placing the defined term in quotes and parenthesis. Once a term is defined (and it is defined only once) the term will appear capitalized (initial cap, in this case) throughout the document.

For example, if Mr. Smith buys Mr. Montgomery's hotel, Mr. Smith (the "Purchaser") will be referred to throughout the document as the Purchaser, while Mr. Montgomery (the "Seller") will be known as the Seller. The hotel (the "Property") will be referred to as the Property.
Legal Proofreader quality control responsibilities
A legal proofreader's primary function is one of overall quality control. Legal proofreaders must not only find errors such as typos, but must also be on the alert for a number of other issues, such as:

ambiguous instructions
vague or incorrect style instructions
consistency (names, numbering schemes, style)
typeface
font(s)
folios
correct spelling
correct grammar
sense
legal citations
Legal Proofreader checking wordprocessing and typesetting
As a legal proofreader you will be expected to quality check the documents created by wordprocessors and typesetters. Did the wordprocessor introduce typos? Did she miss portions of text that need to be inserted into the documents? Is the typeface correct? Are elements bold or italic if they are supposed to be?
Legal Proofreader checking attorney errors and changes
Has an attorney misspelled a word? Are the paragraph numbering schemes in their correct format and order? Is data for a graphic correctly represented in the graphic? This all falls to the legal proofreader to check.
Corrections and rechecking
Once a legal proofreader has marked the errors to be corrected, the document is returned to a wordprocessor or typesetter who is tasked with following the proofreader's marks to correct the mistakes found in the document. Once those corrections have been made, the document is once again sent to the legal proofreader. This process continues until the documents is perfect. It is then sent back to the attorney or author of the document.
Proofreaders are not copy editors!
Do not re-write copy to improve upon the style of an attorney's writing or fix run-on sentences! If something reads poorly or doesn't seem to make sense, query the item (bring it to the attorney's attention) and let her address the problem.
Blacklining
Blacklining is used extensively in legal proofreading and financial proofreading to show where text or data in a document has been added, deleted or replaced. It helps to compare different versions of the same document. When blacklining is incorporated into EDGAR documents it is referred to as redlining.
EDGAR
EDGAR is an acronym for Electronic Data Gathering Analysis and Retrieval. EDGAR is a searchable database of compliance documents.
Redlining
Redlining serves the same purpose as blacklining—to show the difference(s) between two (or more) versions of the same document. Blacklining reveals the exact location where text or data in a document has been deleted, replaced, or added as all-new text.


Historically, the process was performed manually by legal proofreaders. It is now almost entirely done by software designed specifically for that purpose.
Team Reading
Team reading involves two legal proofreaders working as a team—one reads aloud to the other (reading from document A) while the other listens and follows along (also reading document A, but a newly typeset version, for example). Team reading allows both readers to concentrate fully on the document they have in front of them—there is no need to look back and forth between documents.
Team Reading
Team reading involves two legal proofreaders working as a team—one reads aloud to the other (reading from document A) while the other listens and follows along (also reading document A, but a newly typeset version, for example). Team reading allows both readers to concentrate fully on the document they have in front of them—there is no need to look back and forth between documents.

Team reading may be used, for example, when large quantities of text (or an entire document) has been set new or converted from one wordprocessing software to another, such as the conversion from Microsoft Word format to an EDGAR format.

Team reading helps to ensure accuracy and is much faster than a single legal proofreader working alone.
Word for Word (Full Read, New Input, New Typing)
This is done on the creation of a document. You must proofread everything on the printout against everything on the master. This is usually done by two people who are team reading. One reads out loud from the master, while the other listens and marks the printout.
Attorney's Revisions (Revs)
Document already exists in the computer, the proofreader only proofreads the handwritten revisions on the master.
Slugging
Slugging is one way of checking attorney's revs. Take master and printout, go down left side of both pages and match the first word of each line. Any line with revisions must be read in its entirety. Done mainly to ensure no lines were dropped. This is outdated and not done at most law firms.
Proofreaders Corrections (Pcs)
Document has been proofread before, either by you or another proofreader, and has now come back to proofreading. Proofreader makes sure pcs have been made by the typist. You will have three copies in front of you: the lawyer's original master, the copy the proofreader marked with corrections, and a clean copy. Put the master aside and proofread the pcs against the printout. When finished, lawyer receives master and clean printout only.
Bookread (Readover, Cold Read)
Proofreader proofs clean copy, without referring to the master, and reads for typos, consistency, grammar, etc. Lawyer is usually looking for more input and suggestions with this job.
Metropolitan Proofreaders
test tips
word for word, mistakes from master on printout. When done Book Read and correct mistakes.
Peak Legal
test tips
long test, lots of typos
Bond Staffing
test tips
Book Reads
Wall Street Services
test tips
a little of everything, 1 hour and Book Reads
test tips: Forrest Solutions, Forum, DeltaGroup, Continental, Custom, Staff One, Asset Legal Staffing, Segue Staffing, Tuttle, Metropolitan Staffing
Book Reads
First time on the Job
Depending on the size of the project and the law firm, a proofreader could work alone in a cubicle, or with many people around a conference table. If it is the first time with this law firm, the supervisor or another proofreader will explain their "system": where to pick up a document, where to drop it off when done, and any necessary paperwork. Most proofreading departments keep an ongoing log, either on paper or computerized, so a job can be tracked at all times. Proofreaders are usually given a form and required to keep a log of their own, so the law firm knows which clients to bill for which hours. At the end of the shift, if the proofreader has done a good job, his or her name is added to the list of acceptable temps and in the future he or she will find it easier to return to this law firm.
What is a master or manuscript?
The Lawyer's original is called the master or manuscript
What is a printout or clean copy?
A printout or clean copy is the word processor's version of the document.
Proofreader does what with the original and the word processor versions of the file?
compares the printout to the master and marks any mistakes on the printout in red pen (some law firms prefer purple or green). If mistakes are found, the document is sent back to word processing. It is then sent back to proofreading once more so the proofreader's corrections can be checked. If necessary, this happens again and again until the proofreader designates it "clean" and sends it back to the author.
What are Queries?
The proofreader must never write on the lawyer's original. Therefore, any and all questions to the lawyer are written on post-its and placed on the lawyer's original, these are called queries.
What are Typos?
Typos are mistakes made by the word processor such as spelling, spacing, format, etc.
What are Author Mistakes / Mistakes on the Original?
Author Mistakes / Mistakes on the Original are mistakes in grammar, spelling, consistency, format but NOT mistakes in style. Style is very subjective and left up to the author. Yet, legal proofreaders are familiar enough with some legalese to spot errors in legal writing style, and will either correct them or query them.
Personality counts in a proofreader. The best proofreading temps are:
1 easygoing,
2. flexible,
3. organized,
4. relatively fast,
5. accurate
6. extremely hard workers.

In addition, a good proofreader admits when he or she doesn't know something and when to use a dictionary or other reference book for research. (Though not on a test... you should have some basic skills!)
What to look for in capitalization consistency
Capitalization: Look for consistency in capitalization of defined terms and other nouns that are capitalized for stylistic reasons
nouns that are capitalized for stylistic reasons
Exhibit, State, Paragraph, Section, Article — words that need not be defined
What to look for in punctuation consistency
Punctuation: Make sure the punctuation is consistent such as colon or comma usage; and make sure quotation marks are consistently either inside or outside punctuation.
What to look for in terminology consistency
Terminology: Make sure the order of a recurring group of words is consistent.

For example: NBC, ABC and CBS are competing networks. The programs on NBC, CBS and ABC are equally fascinating and the public cannot get enough of NBC, ABC and CBS.
What to look for in format consistency
Format is the structure of the document: where the same headings are, what they look like, how much space is between paragraphs and how far they are indented etc.
Watch out for:
— Misspelled words — when in doubt look it up.
— Improper word breaks — make sure words that are not hyphenated at the end of a line are broken at the end of a syllable
— Pagination — numbering/lettering of paragraphs. Make sure that anything that should be in order, is in order.
— Spacing — 2 spaces after a colon and after the end of a sentence (periods, exclamation marks, question marks).

— Make an extra effort to look for spacing mistakes; they are difficult to spot. Count the number of spaces by looking at the line above or below and counting the letters that would fit in that space.
— Never use a comma before a parenthesis.
— There should be no dangling lines at the bottom or top of pages.
On tests look for the following, one thing at a time:
1. Format

2. Hyphenation

3. Spacing; and then

4. Grammar, typos, consistency, etc.
What does a proofreader look for?
Proofreaders look for
— Typos
— Lawyer's grammatical mistakes

DO NOT
— edit the document
— Change a run-on sentence into shorter sentences or start a new paragraph.
— Put (), [] or "" around anything
— Change the content of the sentence in any way
— Don't go crazy with commas, be careful. A comma in the wrong place can change the emphasis, and therefore the meaning of a sentence. However, do add commas as necessary.

DO:
— correct mistakes that are 100% grammatically wrong, not grammatically undesirable.
— When in doubt:Query
Word-for-Word Blacklining
The proofreader compares two documents, word-for-word, marking all differences found on the later draft. At some firms this is called redlining.

This does not involve any correcting on the proofreader's part, but is simply done to alert the attorney to the differences between the two drafts and what type of revision was made. By carefully and neatly using a ruler, the proofreader highlights these differences.
Blacklining Revisions
The proofreader compares two documents, but the earlier draft has handwritten changes on it, and those are the only changes marked on the later draft. This is easier and more common than redlining.
Cumulative Blacklining
The proofreader is given more than two drafts (multiple masters) of a document. The most recent draft is compared with each master, and all of the revisions (and any previous blacklining) are incorporated in this latest draft. Note: the largest change takes precedence. Therefore, never blackline a change within a change.

Format changes, typos and spelling corrections are never blacklined.
Notes on Defined Terms
— A word must be defined first before it may be capitalized (barring proper nouns, of course)
— The name defined will not be used again and will be capitalized throughout the document to signify to the reader that it is a specific ___ being referred to.
— When the same word is being used in a general sense it should, of course, not be capitalized.
— The most common way for a lawyer to define a term is to put it within quotes and parenthesis:

("Tenant), (the "Tenant"), (hereinafter referred to as the "Tenant")

— Whatever words the lawyer chooses to add to define a term, they must be within the parenthesis, but outside of the quotation marks.
Other ways of defining
a.
. . . the Corporation (as hereinafter defined)
. . . the Corporation (as defined below)
. . . the Corporation (as defined in Article 1)

b. Or using one sentence that gives "blanket" definition to anything capitalized in the document: Capitalized terms used herein and not defined herein have been given their meaning in Article 1.

Translation: Anything that you see capitalized that has not been defined has been defined elsewhere, so you may leave it capitalized.
Citations
Citations to authorities are references to legal authorities and precedents (such as constitutions, statues, reported cases, and treatises), in arguments to courts, in legal textbooks, law review articles, briefs, motions, etc. to corroborate or support the propositions advanced by an attorney in his or her document.

Legal proofreaders make sure the citation is written in the proper format.
How should spacing be set in a citation?
Close up adjacent single capitals except when an entity is abbreviated by widely recognized initials, and the combination of those initials with others would be confusing:
— B.C.L. Rev.
— Yale L.J.
— But: N.Y.U. L. Rev.

Do not close up single capitals with longer abbreviations:
— U. Pa. L. Rev.
— Nw. U.L. Rev.

Individual numbers are treated as single capitals:
— F. 2d
— N.Y.S.2d
— but: Misc. 2d
What do you underscore in a citation?
1. Underscore all case names, including the "v." (there are some law firms that do not score the "v.").
How should initials in personal names be handled?
Close up initials in personal names:

W.C. Fields
When do you use periods in abbreviations in a citation?
Every abbreviation should be followed by a period, except those in which the last letter of the original word is included and set off from the rest of the abbreviations by an apostrophe.

So: Ave., Bldg., Gen.
But: Ass'n, Dep't, Nat'l
How are case names handled in a sentence?
When case names are referred to within a sentence, they should be underlined.
How are procedural phrases handled in documents?
Procedural phrases are always underscored:

In re, See, See, e.g., ex parte

Also score the following and similar phrases:
aff'd, cert. denied, cert. granted, but see, vacating as moot, quoting, supra, infra, reprinted in
What is the term used to refer to an immediately preceding citation, and how should it be handled in a document?
"Id." is a term used to refer to an immediately preceding citation. It should always be underlined. If it is part of a sentence, the period is also underlined. If it is standing alone, the period is not underlined.

Id. at 464. [Id is underlined to period]

Id. [standing alone, underline only letters, not period]
Citation rule for initials and abbreviations?
Initials get squeezed, abbreviations get spaced.
General suggestion for citations?
Take a hands-off view to cites. Most cite typos are spaces. The Lawyers' Bluebook is available on jobs to look things up.
§§
Double snake — more than one section
How should widely recognized initials be used in a citation?
Widely recognized initials (NLRB, UN, CBS, FDA, USSR) may be used in the text and in case names without periods, but not in reporter or code abbreviations, or as names of courts of decision.

So: NLRB v. Baptist Hosp., [underlined up to but not incl comma] 442 U.S. 773 (1979)

But: East Belden Corp., [underlined up to but not incl comma] 239 N.L.R.B. 776 (1978)
What do you do if you find a typo when blacklining?
Bring it to someone's attention, as you can't keep blacklining.
When we focus on things we're not responsible for...
We miss things we are responsible for.
When working for an agency...
Call on Friday to let them know your next week's schedule.
Keep them informed on an on-going basis regarding your availability.
Don't put yourself in a position where you must turn down work.
Always be reachable by cell.
Communicate: On what shift do you need me?
Keep an eye on the pile of work
do highest deadline first.