Document review checklist

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 Document review workflow:

• Crete a list of requirements identifying correctness of document.
• Create a list of reviewers, define their roles and concernment.
• Set objectives and metrics.
• Define the ways of communication between participants of project.
• Formulate procedures.
• Prepare and maintain record process and form (for example matrix where suggestions and corrections can be inputted and tracked).
• Establish system as a stable set of methods that can be used for continuous inspection, systematization and improvement of documents.
• Create a template for report to record and summarize feedbacks, suggestions and manage correcting.
• Schedule practice.

Document review cycle:

• Creating the document, making its copy and saving original.
• Sending the document for review to those who are authorized (author delivers the document to competent reviewers).
• Collecting and consolidating comments and suggestions (reviewers add comments and return the document to the author).
• Getting comments and suggestions approved.
• Accepting or declining comments.
• Communicating accepted to the reviewer(s).
• Updating the document (the author updates the original document based on suggestions and comments from reviewers).
• Sending for review again if required.
• Updating the document additionally if required.
• Publishing the document officially.

Document review process for checking technical correctness of document’s body:

• Check if document’s structure matches the format and content specified in appropriate plan.
• Check if layout of paragraphs and sections is appropriate.
• Inspect the document for readability and clarity.
• Visually inspect each page to check correctness of page numbers.
• Visually inspect each page to check correctness of fonts and font sizes.
• Check each page for correct spacing.
• Check accuracy and correctness of headers and footers on each page.
• Check accuracy and correctness of tables, pictures and diagrams.
• Check each page for correctness of left and right, top and bottom margins.
• Check each page for correct page breaks, so no headers remain at the end of pages without text following after them.
• Inspect if footnotes or endnotes are properly numbered in sequence.
• Check if all the document’s sections are properly represented in Table of Contents, including appendices.
• Inspect Table of Contents for correct format of entries and correct sequence of numbers.

Document review techniques for checking correctness of document’s content:

• Inspect for correct language usage – check the style and grammar for proper quality.
• Check and evaluate the actual sense of document’s content – inspect correctness of technical language, terms, style, material consistency, completeness etc.
• Make sure that language is appropriate for the target audience.
• Check if the document observes consistent tense, proper simplicity in language structures, so that there are no too long, complex or confusing sentences.
• Check all sentences for correct grammatical construction, semantics and phraseology.
• Check the spelling and punctuation.
• Ensure smooth semantic transitions between the document’s sections and paragraphs.
• Make sure that there are no excessive information and unnecessary words in the text.
• Check if all the acronyms and abbreviations used in the text are properly introduced where they are mentioned for the first time.
• Check if internal cross-references within the text are correct, and references to external sources and documents are valid.
• Check if pictures, graphs and tables are clear, correct and properly correlated with the text.

Document review methods:

• Basic text inspection with a help of electronic tools like spell checkers.
• Preliminary Review by author to correct obvious faults and refine the document.
• Expert Review to verify business and technical information recorded in the document.
• Peer Review to get an advice from colleagues.
• Supervisor’s Review by a person taking higher administrative position.
• Acceptor’s Review to get suggestions and comments for correction right from the ultimate document’s acceptor.
• Presentation Review to get the document represented to a group of people with appropriate knowledge and skills who can contribute different points of view.

Order 750 checklists in MS Word and PDF printable format at $49.99 USD only.

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