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Proofing – Process

1. Introduction

2. Goal & Objectives

The primary goal of this process is to review a printed proof copy of an upcoming publication and do a final check against the style sheet and our Style Guide. The output is an annotated PDF with the final corrections to be implemented by the typesetter.

3. Role Model

The following roles are relevant in the context of this process and need to be assigned to persons or teams / groups involved in the process.

Role Task Assigned staff
Process Manager (PM)
  • To maintain the process definition / description (this document)
  • To perform process reviews as a basis for the continual improvement of the effectiveness and efficiency of the process
  • To ensure adequate communication to increase the awareness for the process
  • To organize trainings on the process for people involved in the process
  • To set up the initial Book File and template Document Files
 Vincent
Proofer
  • To produce an annotated proof PDF
 Eileen, SAJ, Livy
Typesetter
  • To produce the typeset document files ready for Publication
 Vincent

4. Relevant Business Objects

Business objects are “things” that are required, produced, or processed by the process or one of its activities. The following objects are relevant:

Business Object Description
Copyedited Manuscript

Set of chapter documents, images, tables, captions, and alt text that comes out of Copyediting
Print Proof

Printed proof of the book sent to the proofer via KDP.
Print PDF for Proofing PDF of the printed proof
Style Guide

Standardized Record of particular aspects of the manuscript.

5. Activities

5.1 Proofing the Book

Input Print Proof
Roles Involved

Proofer
Outputs

Annotated Print PDF
Actions

1. Book Proofing
Alternative Actions, Exceptions, Additional Information

5.2 Implementing the Proofing Corrections

Input Annotated Print PDF
Roles Involved

Typesetter
Outputs

Revised Print PDF
Actions 1. Proof Correction Implementation
Alternative Actions, Exceptions, Additional Information

Document Control

Document ID SPM-PRO-001
Document Owner Vincent
Version 1.0
Last Date of Change May 5, 2026
Next Review Due Date
Version & Change Tracking
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