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Almost all publications begin when you deliver the manuscript. A clean, clear, and accurate manuscript will save you time and money. Whether you are preparing new copy or revising a publication, there are a few general guidelines to make sure you receive the best results. Preparing New CopyAlmost all new copy begins at a workstation (type your copy in a word processing program as opposed to a page layout program) and save the file as a text only. Save the file to an empty disk or text may be e-mailed, and provide publications with a hard copy printout that exactly matches what is in your file. Following these guidelines will help publications translate your files cleanly and accurately. Type Preparation Guidelines
If you have a particular layout in mind, bring in a previously printed piece (either from Northern or another institution) as a sample. Revising Existing CopyIf you are completely rewriting an existing publication, treat it as a new publication and type it according to the guidelines in the previous section. If you are revising an existing publication and intend to leave much of it intact, you don't have to retype the whole thing. Instead, you can save time by following these guidelines: Start with a clean copy of the old publication. Cross out anything that is to be deleted or replaced. Use the letters A, B, C, D, etc. to label consecutively the places on the publication where replacement copy or new copy should be inserted. Type all replacement copy and all new copy on 8 1/2" x 11" sheets of paper (according to the guidelines for new copy in the previous section), and label the new and replacement copy with the same letters you used on the old publication. You can use this method to replace either a single word or a whole section. If you are replacing a whole section, you may provide the section on a disk as well as on hard copy to give the designer an option when replacing the text. If you have the text of your publication stored on your personal computer, it might seem easier and better to print out a completely clean copy to serve as a manuscript. Don't do it. Read the next section to find out why. Electronic TextIf you have the text of your publication stored on your personal computer, it might seem easy to print out a neat, clean double spaced copy. This printout makes a good manuscript if you are producing a new publication, but it can slow down the process if you are revising an old one and leaving substantial portions of it unchanged. Document Services stores a limited number of publications on their equipment, and the publications office also saves a number of publications each year. If you revise your publication using the method in the previous section, the publications office only replaces the sections you indicate. If either the Offices of Publications or Document Services has your publication stored and you submit a completely clean manuscript with no indication of what has been changed, you will lose the benefit of having the old version available. Either the job will begin as new, with charges for typesetting and formatting, or someone will have to compare your clean copy word for word with the old publication to note what has changed and mark it for the typesetter or designer. Publications and Document Services have the ability to receive electronic mail messages; this is a good way to keep in touch if you have general questions about your job. The preferred way to submit text is via e-mail with matching hard copy marked for organization. Please don't hesitate to contact publications with questions regarding the submission of copy. |
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