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Page 1: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Editing without Pain

Start before you make your first entry!

Page 2: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Editing goals:

• editing as much as possible within indexing software

• single, final export to MS Word

Page 3: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Before you make the first entry

• Know your software: read that manual

Page 4: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Before you make the first entry• Know your software: read that manual

• Maintain you user dictionaries

Page 5: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

What is a dictionary?

• A list of words in plain text against which words in your index are checked

• File extension of .dic

• Main dictionary which will determine language: e.g. American or British (do not add to this dictionary)

• User or custom or personal dictionary to which you add words as you work

Page 6: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Dictionary file (.dic) open in Notepad: txt file

Page 7: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Have the best possible dictionary in your software

Edit your dictionary if necessary:

• Open the .dic file in a plain text editor

• Proof, deleting any errors

• Save

Page 8: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Maintaining the dictionary

For a very large dictionary that has lots of errors, or includes too many different topics, it may be more efficient to simply start again with another “new” dictionary.

Page 9: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Before you make the first entry

Add external dictionaries if necessary

• Spellex.com has scientific, medical, legal, veterinary, botanical, dental, geography, medicolegal, medical and bioscientifc, etc which can have updates included.

• Spell-check dictionary does not include definitions. For that you will need to go to an online electronic dictionary.

Page 10: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Before you make the first entry

• Create special dictionaries for special purposes

Page 11: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Create special use dictionaries

• special topics: medicine vs. cooking

• special clients: drug regulations vs. medical text

• spelling: British/Canadian, American, or mixed

Note that these will replace the user or custom dictionary. You can use only one “specialty” user dictionary at a time.

Page 12: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Add from external source:

• locate the file you want to add

• use Notepad to open in plain text (.txt)

• save to the folder with other dictionaries

• use file extension of .dic (or whatever is appropriate for your software

Page 13: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Adding terms to dictionary (or not)

• For names, check as you enter and label so that you know it has been checked. (I don’t add names.)

• Where spellings may vary, don’t add the term until you know which you are going to use throughout: harmonisation or harmonization. (You might search the PDF to see the usage.)

• Check any words where the spelling is uncertain.

• Don’t add terms indiscriminately—if it is a variant that is not commonly used maybe you don’t want it in your dictionary.

Page 14: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Before you make the first entry

Organize your workspace

Coffee (or tea) within easy reach.Cat protection software “on”.

Page 15: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Organize your workspace

• Have frequently used references at hand

• Open frequently used references in your browser

• Use electronic references; makes for very fast reference checks.

Page 16: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Data entry

Page 17: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Start data entry

Wait! Don’t start reading the itty-bitty

text yet! You need structure first.

Page 18: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Develop structure

Establish top-down structure before you start reading the text.

Page 19: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Developing structure & defining vocabulary

• Use chapter headings and subheadings to systematically develop a structure for entries and subentries.

• Duplicate and swap/flip edit function—as you do this you are building in your vocabulary

• Autocomplete entries derived from this can be used as controlled vocabulary for your data entry and bottom-up indexing.

Page 20: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top-down (structural)

1. medical device regulations metatopicentry

2. Health Canada going to be a subentry of the metatopic

3. …and is going to become a main entry.

Medical device regulationHealth Canada

Heath Canadahistory of

Page 21: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top down structure cont’d

Medical device regulationHealth Canada

Heath Canadahistory oforganization of

Page 22: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top down structure:

Health Products and Food Branch (HPFB)

Biologics and Genetic Therapies Directorate (BGTD)

Food Directorate

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)

Biologics and Genetic Therapies Directorate (BGTD)

Food Directorate

Page 23: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top-down structure:

Doing a duplicate/swap or a flip, I may need to delete some subs, but I’ll have the entries for each

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)Strategic Policy BranchOpioid Response BranchHealthy Environments and Consumer Branch (HECSB)

Page 24: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top-down structure:

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)Strategic Policy BranchOpioid Response BranchHealthy Environments and Consumer Branch (HECSB)Medical Device Programme organization….….

Page 25: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top-down structure:

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)Strategic Policy BranchOpioid Response BranchHealthy Environments and Consumer Branch (HECSB)Medical Device Programme organization….….

Investigational testingInvestigational Testing Authorization (ITA)Special Access Programme (SAP)

Page 26: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Top-down structure: cont’d

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)Strategic Policy BranchOpioid Response BranchHealthy Environments and Consumer Branch (HECSB)Medical Device Programme organization….….

Investigational testingInvestigational Testing Authorization (ITA)

ITA ApplicationSpecial Access Programme (SAP)

Page 27: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Bottom up (textual) indexing

• Now it’s time to read the text forbottom up (textual indexing).

Page 28: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Bottom up: textual indexing

Heath Canadahistory organization ofHealth Products and Food Branch (HPFB)Strategic Policy BranchOpioid Response BranchHealthy Environments and Consumer Branch (HECSB)Medical Device Programme organization….….

Investigational testingInvestigational Testing Authorization (ITA)Special Access Programme (SAP)

Health Products and Food Branch (HPFB)Biologics and Genetic Therapies Directorate (BGTD)

Biologics and Genetic Therapies Directorate (BGTD)

Page 29: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

During data entry:

• Label entries that need double posting, but you may not want to double post until after data entry is complete.

• If term choice/phrasing is questionable, label for editing, move on. The phrasing will eventually come to you.

• Don’t delete, just label it; use a filtered view to exclude those records.

• If a term needs verification, look it up then label so that you know it’s done

Page 30: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Using labels

• Have a consistent set of labels

• Learn keystrokes to apply labels

Page 31: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Use a consistent set of labels.

Page 32: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

“Incremental” editing: spell-checking

Spell-check as you use groups (before you ungroup); it takes only a few seconds.

Note that this presupposes that you have taken good care of your dictionaries. Spell-checking within your software is only as good as the dictionaries you have developed.

Page 33: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Why use groups?

• perceptually easier to focus attention

• less distraction

• keeps you organized

• spell-check is faster

Page 34: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

“Incremental” editing

Do a little bit at a time, consistently, e.g. at the end of the work day:check these things on the entire index:

• Error scan for malformed entries

• Remove duplicate records

• Check cross references

Page 35: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Easier proofreading tip: from Frances Lenny

Page 36: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

References:

• Leise, Fred “Pan-granularism and specificity”, The Indexer, 34:147-155, 2016

• Leise, Fred “Controlled vocabularies: an introduction”, The Indexer, 26(3): 121-126, 2008

• Leise, Fred, “Successful subheadings”, The Indexer, 31(4):1C-5C, 2013

• Leise, Fred, “How to Create Brilliantly Structured Indexes: A Metatopic- and Pan-Granular-Based Approach. ASI Online learning

Page 37: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

MS Word spell-check dictionaries

• You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word.

• You can add a third-party English dictionary

• Most all dictionary files do not include plurals and variant capitalizations.

• To find the custom dictionary search: CUSTOM.DIC and use the procedure I showed earlier to add that to SKY as a special dictionary (which you probably don’t really want to do since it would have to be loaded as a custom user dictionary.

Page 38: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

To find the MS Word custom dictionary:

Search these paths should bring up the Word custom dictionary though this may vary depending on which version of office you’re using.

• C:\Users\%username%\AppData\Roaming\Microsoft\UProof\CUSTOM.DIC

• %AppData%\Microsoft\UProof\CUSTOM.DIC

Page 39: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

???

Page 40: Start before you make your first entry! Editing without Pain•You can add the CUSTOM.DIC file from MS Word, but not the language dictionaries that come with word. •You can add a

Happy indexing!

S. Anne Fifer, DO, [email protected]

Text available at www.e-graffito.com


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