An Examination of Online Editing: Do the

Benefits Outweigh the Problems?

Darsee V. Heath, Graduate Student, East Carolina University

Abstract—As technology takes center hold of our lives, we have seen a multitude of changes in how we communicate not

only visually and orally but also physically. The times of using handheld manuals, books and newspapers has been

making a shift to living in a time where we have become reliant upon smart phones and tablets to present the news, share

product instructions, define words, correct grammar/spelling, and everything in-between. The process of editing has

slowly integrated its way online in an effort to keep up with technological advances. With the accessibility factor and

easier tracking of changes made available with these new technologies, do the benefits truly help as this transition occurs?

Does the lack of efficiency in the reviewing process present a major problem as the switch to online editing as the main

means of editing occurs?

I. INTRODUCTION

W
ITH the growing amount of technology readers and audiences have at their fingertips

– from books, magazines, newspaper stories, user manuals, manuscripts, and more –

the transition to online accessibility and instant download on phones, laptops, smart watches, and

tablets has become commonplace. The shift to placing content online helps provide these

intended users with a customized search based on not only their interests, but can also be filtered

for items such as specific age groups [1]. As the readers of these various mediums make the

switch to being online and the demand for instant information increases, writers and publishers

are attempting to give them the information as quickly as possible in multiple electronic formats.

Copyeditors are working with “off-the-shelf software with a built-in spell-checking function” [2]

to stream content to readers faster. However, the transition to online editing has been slow to

follow despite today’s computer technology providing support for many writing activities over

the Internet, internal networks in offices and internationally [3].

HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 2

Online editing, like the task of hardcopy editing, includes an examination of the content,

grammar, spelling, organization, themes, and flow of the document. The main difference of hard

copying editing to online editing is that instead of printing out the document, all the editing takes

place on a screen usually using software and/or online collaborative spaces. Over the past 25

years, the amount of research conducted concerning the move to online editing has brought about

a wide range of literature ranging from the risks and rewards to changes to the editor’s role and

to the process of editing itself. A common theme that can be spotted in these studies is the rise in

more accurate and up-to-date content, yet there is difficulty in finding and developing tools that

work with the same efficiency as physically editing [3] with the trusty red pen used to mark up a

piece of paper. In examining where the benefits and problems for online editing occur, this

review takes a look at what technology can provide to the process of editing and the

corresponding issues that may arise.

II. THE AVAILABLITY, ACCESS AND SUPPORT OF ONLINE EDITING

As the transition to online editing occurs, more industries, companies, and upper

management are enticed by the flexibility and fast-paced [4] nature of going digital. The

potential it offers organizations ranges from “greater speed in preparing documents, better

version control, better archiving, increased productivity, improved systems integration,” [3] and

more. Having the option to make changes at the last minute is a luxury that printing companies

did not have more than thirty years ago, and live update options available on social media and

news sites help to ensure accuracy and constant streaming of information. A majority of those in

the newspaper industry have made the switch to providing content online to make it available

quickly – events are being shared live as they happen. “... An eye on increasing Web-first

content” [2] is the theme for many news outlets and publishers. Editors are using computers
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 3

more and more in their work, as can be seen in “a survey of ‘writer-editors’ by Rude and Smith,

[that] showed 63% of respondents using the computer as part of their editing work,” [3]. The

availability and flexibility is drawing in editors and writers.

A. Track Changes and Computer Programs

Farkas and Poltrock share that the benefits of going online go beyond greater speed and

productivity, [3] as they highlight that the integration of technology brings about impressive

support for group-writing activities, the ability to easily share formatted drafts across continents,

and the capacity to keep track of who has worked on various components of the draft. With

companies being located overseas, publishers traveling, and authors being on the road, editing

online gives all those involved in the process a level of control and detailed review of changes

made (such as use of the track changes options [4]). Supporting the track changes options are

features such as hidden text, pop up notes, annotation footnotes and embedding audio/video clips

[3]. Recent changes to word processing programs, such as Microsoft Office Word and Adobe

Acrobat, give users many of these options as well leaving comment bubbles, highlighting text,

and splicing sections. These updates in word processing programs and readability software help

in minimizing turnaround time for editing pieces and making maximum use of available

technology [5] and available updates. Judy Petersen, a writer and editor in the field, finds that

editing online not only lets her work on more projects, but also helps in prioritizing; “By using

the computer to take care of many mechanical details, I free my mind to concentrate on

substantive editing,” [5].

With the multitude of editing support available, tracking who is working on the document

in real-time helps authors to see changes made by editors, while editors can keep track of

changes by the author and for each one to either accept or reject suggested changes without

having to go through multiple paper drafts, which may create confusion. This ability to review
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 4

and incorporate changes in one step helps to improve quality of internal drafts and increase

communication [6]. This can also be useful in fact checking, ensuring dates correlate, and seeing

that references are listed correctly. For example, in reading a 50-page journal article and trying to

keep up with multiple facts, dates, and names, one misplaced letter can change a researcher’s

name. However, since search and find tools are part of most software programs, they help to

eliminate incorrect information.

B. Paper Copies and Touch Screens

The archiving of past copies, storing old drafts of published materials and their

corresponding review notes on physical paper, is not only time consuming to organize, but

expensive. As most “organizations must often archive the complete life histories of documents”

[3], storing these items either takes up valuable office space or adds additional costs in renting a

room/storage unit, as well taking the time to ensure they are safe from water and miscellaneous

damage. The bottom line for most company managers is that by having digital copies in the

cloud (an online database) or on the company server saves time, space, money and, as an

environmental factor, paper.

Another aspect of saving paper is the switch to digital for marking edits. With advanced

technology being made available daily, touch screen computers are now a thing of the present,

and editors who are in favor of the mark-up model [7] can still “handwrite” their edits straight on

the page, just in a new and digitized way. With the availability of these new and improved

products, technology helps lend itself to being used with traditional editing marks in online

formatting. As the technology that is made available continues to grow, editors have greater

access to computer software programs, track change capabilities, and touch screens that will aid

in making online editing more plausible and cost efficient.

HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 5

In the new organizational model being created and altered by technology, editors are

aiding in the development of content for print and web while also playing a role in how its

organized and in some cases designed [8]. With new emerging online editing capabilities, the

editor’s role will continue to expand, evolve and grow as industry shifts will be made to

accommodate the digital age.

III. ISSUES RELATED TO ONLINE EDITING

The move to online editing has taken a gradual hold in the workplace [3] but even so, the

quality of work that arises from it may not hold such value to technical editors, according to past

surveys and literature examining the standard use in the 1980s-1990s [7]. Technical editing is an

area in which computer tools had previously proven themselves to be inferior to handwritten

editing procedures [7]. This may be because in the last 15-plus years, the research available has

been limited, but this transition to be part of an all-digital world is occurring in multiple facets of

the editing world despite some still believing it is not the best choice. According to Farkas and

Poltrock, the “review process in which computer support is less effective” is editing [3]. If the

review process - which is the bulk of editor’s role - is not effective, why make the change to

online and digital editing? Is the quality of work being produced and pushed online still present?

A. Editor’s Role

Pre-digital age, book editors found their role to involve “working within a structure

where authors write as individuals, and where there are clear lines demarcating the editorial and

production design processes. The emphasis is on what takes place between editor and author, not

usually involving others,” [8]. The editor’s role traditionally included ensuring producing

schedules were in place and keeping track of dates and milestones, mediating to ensure the

editing team was on track, advocating for improved usability and organization, and assisting
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 6

writers with advising and word choices [9]. With the immersion of changing times, comes a

revision in how an editor’s roles are viewed, what the workload consists of, and how editing is

completed.

As years have passed and technological advances have been implemented into the

workplace, the editor’s roles have shifted. They are still making changes to organization,

usability, assisting with word choices, and advising writers, but online editors also have to be

able to make creative decisions to word choices and graphics, perform complex layering [4], and

be able to make decisions quickly and efficiently for time constrained projects. Expanding on

previous duties is also a major aspect of an online editor’s job duties.

Editors are beginning to see themselves as active collaborators while educating

themselves on digital technology and learning to operate it in an environment where authors,

technology, and readers come together [8]. With more teamwork involved with online

documentation, teams consisting of writers and editors are working more closely in online spaces

(such as Google Docs) with constant communication, updating, and spreading of responsibility

for the projects [9]. In working with writers, editors need to treat the writers themselves as users

and give more detailed instructions on how to submit their work, increasing consistency in how

information is worded, the addition of hyperlinks (if applicable), and how to use the software

and/or word processing editing tools. This takes time and resource availability, which means for

quick deadlines some edits may fall to the wayside.

B. Problems of Online Editing

In examining the problems with online editing, David Dayton quotes Farkas from a

discussion at the Symposium on Online Editing. It is here that Farkas focused on three major

problems: 1) ergonomic problems, such as reading text on a computer screen for hours compared

to a print out; 2) overall visual and navigation problems; and 3) the ‘annotation problem’ which
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 7

Farkas describes as the “lack of a convenient method for embedding queries, comments, and

proposed editing changes in digital text,” [7]. In looking at these three problems one at a time,

the first lends itself to being solved with better lighting and larger screens – which today most

offices provide. However, when a book that is over 200 pages is sent to an editor’s inbox for a

comprehensive edit, staring at a computer screen for hours on end will not only be mentally

exhausting, but also visually straining [9]. This also brings up the question of health and comfort.

“Back pain, carpal tunnel syndrome, eye fatigue and monitor emissions are major societal

problems,” [3]. Farkas suggests printing out a document for initial reading may be best for

conserving eye strength and assisting in strain [7]. Solutions for addressing the issues of visuals

and navigation can be found with software updates and new programs that let users see more

pages at a time, increase size of text and window views with a built-in table of contents. For

some editors, the actual heft and physicality of paper helps them to gauge how the document will

layout and be used by the intended audience [3]. The annotation problem is one that can be

conjoined with marking copy. With newer software as mentioned in the benefits section above,

comments, highlighting tools, and more are available to help with inquires and changes to text.

But it can also muddle up a page very quickly instead of using editing marks that are designed to

be efficient and simple to read, enabling other editors to mark changes rapidly; there are no

issues distinguishing who made what changes based on handwriting.

An additional concern that has been posed in the last few years is that of quality. Does

content that is placed in a digital space suffer grammatically, littered with spelling errors and not

fulfill its duty to the audience? An example can be seen for those in the journalism field, as “the

mechanics of writing receive consistent emphasis: ‘The literature indicates that the more

grammar mistakes news consumers find, the more their faith in the media is eroded,’” [2]. So
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 8

with the move to an online environment, it means faster content for audiences to have constantly,

but from that quick presence, the text may not receive the time it needs to ensure quality. As

Vultee shared, “Even if editing is still hard to see with the naked eye, the audience can see its

absence quite clearly,” [2].

IV. LOOKING TO THE FUTURE

Does online editing improve the quality of the edited works as well as the work lives of

the editors and authors who work with it [3]? In a comparison of editing consistency and

accuracy of paper editing versus online editing, the amount of literature in the field is currently

lacking in research studies. It is suggested that a study or series of studies be conducted on

multiple factors to help show a change in data and technology use. These are to include: a survey

of current editors and their use of online editing compared to Rude and Smith’s survey published

in 1994 [7]; a study of editor’s needs and their company policies on online editing and how they

have changed over a set number of years and plans for changes; as well a study comparing

editors who do a mix of paper editing, exclusive paper edits, and exclusive online editing to the

effectiveness of edits made, issues found, comments, and changes. A more defined analysis of

content edited online vs print copy for criteria such as accuracy, clarity, grammar, and spelling

[10] would help see if there are major differences first hand.

V. CONCLUSION

With the ease and accessibility of technology to communicate across time zones, track

changing software, and a multitude of editing tools readily available on a screen, online editing

lends itself to being a great asset to providing editing to documents under time constraints and

schedule pressures [7] while aiding in accuracy of mechanical errors. As new technology is
HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 9

being made available on a daily basis – from touch screen computers to digital archives in the

cloud – it lends itself to implementing the new and effective ways of editing along with bringing

in traditional marking symbols that editors have become reliant upon. On the other hand, due to

these constant changes in technology, not all companies have the resources to be able to afford to

train staff and writers on these new software programs or have the justification for the cost of

new technology straight off the market. As with the use of any technology where prolonged use

of screens and typing are involved, it comes with the risk of carpel tunnel, eye strain, and mental

exhaustion, factors that for some may outweigh the proposed benefits. As no one can truly know

how editing will be performed and changed in the future [3], a new comparison should be made

when the literature has been updated to be current and mark the ever-evolving processes

technology has added to the editorial process.

HEATH: EXAMINATION OF ONLINE EDITING: DO THE BENEFITS OUTWEIGH THE PROBLEMS? 10

VI. REFERENCES

[1] E. K. Grusin. (2003). “Taking it to the web: Youth news moves online.” Newspaper Research
Journal. [Online]:
http://search.proquest.com.jproxy.lib.ecu.edu/docview/200725016?accountid=10639

[2] F. Vultee (2015). “Audience perceptions of editing quality.” Digital Journalism, Vol. 3(6)
832-849.

[3] D. K. Farkas and S. E. Poltruck (1995). “Online editing, mark-up models, and the workplace
lives of editors and writers.” IEEE Transactions on Professional Communication 38.2 (1995):
110-17.

[4] S. Blondin and S. Buckingham, “The future of online editing,” presented at the International
Broadcasting Convention, September 12-16, 1997.

[5] J. H. Petersen (2000). “Online editing: Minimizing your turnaround time.” [Electronic
Version.] Intercom, March 2000, 9-11.

[6] S. S. Ackerman and W. W. Turechek (1988). “The risks and rewards of online editing.” IEEE
Transactions on Professional Communication. Vol. 31(3) 122-123.

[7] D. Dayton (1998). “Technical editing online: The quest for transparent technology.” J
Technical Writing and Communication. Vol. 28(1) 3-38.

[8] K. Wittenberg (2003). “Scholarly editing in the digital age.” The Chronicle of Higher
Education, Vol. 49(41), B. 12.

[9] B. Brown, K.Collier, C. Farr, B. Littrell, S. Slagle, and D. Stratton (1996). “From hardcopy to
online: Changes to the editor’s role and processes.” Proceedings of the 14th Annual International
Conference on Computer Documentation. New York: ACM, 1996. pp. 131-38.

[10] J. Russial (2009). “Copy editing not great priority for online stories.” Newspaper Research
Journal. [Online]:
http://search.proquest.com.jproxy.lib.ecu.edu/docview/200634211?accountid=10639