For more information, contact:
Judy York, TEAMS writer-editor
208-265-6665 or jyork@fs.fed.us.
TEAMS Writing and Editing Services
Important Information about Editing Services
TEAMS editors provide writing and editing services for a variety of document types. Although much of
our work is for Forest Service NEPA compliance documents, we also provide services for management
plans, ecological assessments, reports, correspondence, newsletters, notes, and briefings. Many people do
not have a clear concept of what editing a publication or document entails and how much time it can take.
The purpose of this document is to clarify the types of editing services we provide, and what our clients
and team members can expect.
What does it mean to “edit a document”?
It depends on what condition the document is in when we receive it, and how the document will be
ultimately distributed. What follows are descriptions of primary editing tasks:
Formatting a Document – This entails ensuring document components such as headings, body text,
captions, headers and footers, and other items are “tagged” and labeled with appropriate styles and
formatting. Why is this important? If your document is going to be available to the public electronically, it
must be formatted to comply with disabled accessibility requirements for Government publications.
Formatting and styles are necessary in Microsoft Word documents, Adobe (.pdf ) documents, and in web
content to help blind and sight-impaired people “read” with disabled-assistive technologies. All USDA
publications are required to meet guidelines of the Rehabilitation Act (Section 508). TEAMS editors can
provide templates with preset styles, or use ready-made templates provided by clients that meet these
requirements. Formatting also means that elements of the document such as tables and headings have a
consistent and professional look.
Compiling a Document – This means we start with a partially completed document or blank template,
and you provide text that we insert into the document. If the text is not formatted and styled when we
receive it, we make sure it is styled properly when we insert it into the document. It also means creating
elements such as a table of contents, an index, or appendices. Inserting and adjusting graphics and maps is
often a part of compiling as well.
Editing a Document – Editing occurs at different levels, depending on what is needed.
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Content editing consists of reading every word and sentence for understandability and proper
grammar. We also consider the overall organization of written elements, as well as relationships
between paragraphs. We rewrite poorly constructed text, striving for accuracy, readability,
consistency of style, and use of plain language.
Proofing consists of a final review of a document prior to publication. We look for punctuation
and spelling errors, adjust formatting and styles, cross-check references, and table and figure
numbers, and ensure the document meets all the necessary requirements prior to distribution.
Writing means you provide us with some basic information in a very rough draft and we provide the text
for you. Writing requires that you work closely with us and provide detailed information to ensure the
content reflects what you want to convey.
Time Needed to Produce a Quality Document
Given all these variables, it’s important that an editor is given adequate time to do quality work. Often we
are given poor quality documents too close to deadlines for publication and it is next to impossible for us
to provide a quality product. Therefore, depending on the condition of the document’s content and state of
styles and formatting, we require at least 1 day for every 30 to 50 pages we will be editing.
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Time Estimates for Various Document Types
The table below shows a variety of editing tasks and estimates for time needed. Times for NEPA
documents assume someone else is drafting the documents and are dependent upon how much actual
writing or compiling the editor must do.
Task
Edit a non-NEPA
document (annual
report, plan)
Create specialist
report or EA/EIS
template
Max hours
(in-depth editing)
Min Hours
(Basic editing)
16 to 24 hours
2-3 days
8 hours
1 day
1 hour
16 to 24 hours
(2 to 3 days)
4 to 8 hours
(0.5 to 1 day)
Review content,
format and edit: 8
to 16 hours (1 to 2
days) per report
Edit/format only:
4 to 8 hrs per
report
Chapters 1 and 2
24 to 40 hours
(3 to 5 days)
16 hours (2 days)
Chapter 3
80 to 120 hours
(10 to 15 days)
Edit/format only:
24-40 hours
(3-5 days)
Appendices
16 to 32 hours
2-4 days
8 to 16 hours
1-2 days
Response to
comments
Compile and edit:
40 hours (5 days)
Edit/Format only:
16 hrs (2 days)
Scoping documents
Edit Specialist
Reports
Create an Index
Decision document
Convert
Documents to pdf
format
Editor from
scoping to decision
1 to 2 days
24 to 40 hours
(3-5 days)
Edit/format only:
8-16 hours
5-30 min per document
20-30 days
EA
40-60 days
EIS
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comments
Based on 50-page report
These are already prepared, extra time
may be needed if client wants
something special or different
Formatting and review of scoping
notice, legal ads cover letter or NOI.
Max time based on reports 20 pages or
less. Includes review of content for
readability and organization (NEPA
review may be included, depending on
editor’s skills). Reports over 50 pages
may take 1-2 days more.
Max hours assumes all components
needed are finalized and available
Time depends on how long document
is and whether content review is
needed. Max. hours include compiling
Chap 3 from specialist reports. If IDT
leader compiles, max hours can be cut
in half.
Depends on volume, complexity, and
whether info is from a previously
published source.
Max time assumes specialists are
answering questions and editor is
compiling into response document or
appendix.
Depends on complexity
Max hours may be influenced by type
of decision and whether editor writes
any of it.
Larger file sizes take longer to convert.
If document does not meet
accessibility requirements, more time
may be needed
Estimate based on assistance with
scoping documents, 6-8 specialist
reports, EA/EIS, and decision
documents.
Basic and Advanced Editing Services
Basic editing services are less intensive than advanced editing services. The following are examples of
what these terms mean.
Basic editing includes:
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providing templates for styles
correcting typos and errors
minimal rewriting and correcting poorly
written sentences
checking table and figure numbers,
updating links and cross references
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adjusting tables and making all table
styles consistent
cleaning up left over track changes and
comments
creating table of contents
creating web text for graphics
converting documents to pdfs
Advanced editing includes all of the above plus one or more of the following:
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complete formatting of styles,
headers/footers, and overall document
layout
some writing or compiling sections of a
document
rewriting for better readability and
consistency
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inserting hyperlinks, constructing tables
and figures
pointing out document inadequacies or
inconsistencies
adjusting and manipulating graphics to
reduce file size
creating an index
Other Editor Services Based on Availability
Microsoft Word Training
We can provide various levels of training to help you or your employees work more efficiently with Word
and its document building functions. Training can be done using a web-based meeting format in 1-hour or
half-day sessions. Topics include:
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Word Function Basics – this training assumes a person has already been using Word but has
never taken a class. It’s a cut above an introductory course, focusing on settings and functions
most people are unaware of.
Styles and Templates – this training teaches users about how to use styles and templates to not
only create professional looking documents, but to allow for merging content into one document
with ease. This training also emphasizes the connection between styles and compliance with
section 508 of the Rehabilitation Act (disabled accessibility requirements).
Tables – this training teaches how to create and manipulate tables, and how to insert automated
table captions.
Section Breaks, Headers and Footers – this training focuses on using section breaks to
influence the layout and sequence of pages in your document. It shows you how section breaks
influence headers and footers, page numbers and page layout and orientation.
Graphics – this training focuses on how to add graphics to your document in a way that keeps
them looking good but keeps overall document file size lower.
Grant Writing
Editor Janice Schultz has extensive experience with grant writing and has even helped her local fire
station acquire much needed funding.
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