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Proofread and quality check
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Document Review ProcessPresented By: Sujoy Dutta
Introduction
Document review is a process of identifying the both grammatical and functional errors. This process is important to enhance the quality of the document and very well fits in the Document Development Life Cycle (DDLC).
Document Review Process
Challenges
Document quality is often ignored or forgotten in the current drive of Project delivery
Manager or SME doesn’t have time to check the document for which they are responsible
Author doesn’t get peer reviewer at the time of submission
Document Review Process
Document Review Process
Challenges
No accountability of the document Review comments are not acceptable by
the author Managers are not comfortable with edits
with track changes No proper document checklist available
Review Workflow
Document Review Process
Create/Upload Content
Self Review
Correction
Correction
Correction
Proofread & Edit
Functional Review
Change Request
Freeze & Publish
Doc.
Author Reviewer (Int.)
Reviewer (Ext.)
Customer Manager
Document Review Process
Review Process Examination the requirements and scope of
the document Estimated the completion time required Print the document; take a pen or marker to
identify the changesPay attention to new and updated itemsComplete the edit or change process
Integrate changes from other reviewersSubmit the reviewed document to the main author
Discuss on review comments or edits if any confusion arises
Document Review Process
Review Checklist
Scope Get the detail scope of review Know the origin of the client for whom. U.S/U.K
Document Properties Check the release date Check the document properties Update the document version Check the trademark and copyright notices.
Document Review Process
Review Checklist
Screenshot Compare screen images to on-screen versions Verify that caption relates to the screenshot Check the clarity of images
Section Head Check the hierarchy of the sections headings Chapter should start from a new page
Document Review Process
Review Checklist Style and Format
Body text, bullets, and number lists should be consistent Avoid blank spaces within the document
Update Field After finalizing the document update the whole
document, i.e., TOC, List of Figures, cross-sections, Captions
Check the links: URL and cross-sections. Verify email address
Document Review Process
Review Checklist Grammar
Run the Spell Check Check the logical flow of the content. Check for clarity
and readability Keep the verb tense consistent. Remove passive
sentences. For example, can/could. Shall/will/would, is to be, has been
Remove abbreviations like: e.g., i.e., viz. Check with commonly misused words like: Its/It’s, don’t, can’t
Document Review Process
Review Checklist
Grammar Check for gender specifications
For example, He or She Check for number format. For example, one to
nine should be in words, rest should be in numeric value
Document Review Process
Advantage
The accuracy documentation benefits your company and customers by offering a credible resource for how to use your product
Unknown functionalities are surfaced Promote a corporate image
Document Review Process
