Know and understand the need for validation as well as verification

Topic 15 – Proofing

Objective

Know and understand the need for validation as well as verification when preparing documents, data and software.

What is Proofing?

Proofing is the process of checking work for errors before it is finalised or published. It includes two related activities:

• Verification – confirming that the product has been built correctly according to specifications.
• Validation – confirming that the right product has been built and meets the user’s needs.

Why Proofing is Essential

1. Reduces the risk of costly re‑work after release.
2. Improves the credibility and professionalism of the final product.
3. Helps to meet legal, regulatory and organisational standards.
4. Ensures data integrity, especially where decisions are based on the information.

Verification vs. Validation

Aspect	Verification	Validation
Purpose	Check that the product is built correctly.	Check that the correct product has been built.
Question asked	“Did we build it right?”	“Did we build the right thing?”
Typical activities	Code reviews, unit testing, syntax checks, format checks.	User acceptance testing, stakeholder reviews, functional testing.
When performed	During development and before release.	After a complete version is ready for use.
Focus	Technical correctness.	Business or user requirements.

Common Proofing Techniques

• Spell‑check and grammar tools – automated detection of typographical errors.
• Formatting checks – ensuring consistent fonts, headings, margins and pagination.
• Data validation rules – using constraints such as data type, range, and mandatory fields.
• Cross‑referencing – verifying that tables, charts and references match the source data.
• Peer review – another person examines the work for logical or factual errors.
• Test cases – predefined inputs and expected outputs used to verify software functions.
• User acceptance testing (UAT) – end‑users confirm the product meets their needs.

Validation in Data Entry

Data validation ensures that only appropriate data can be entered. Typical rules include:

• Numeric fields accept only numbers: $0 \leq \text{value} \leq 100$.
• Date fields must follow a specific format, e.g., DD/MM/YYYY.
• Mandatory fields cannot be left blank.
• Drop‑down lists restrict choices to predefined options.

Example: Proofing a School Report

Consider a teacher preparing a class report in a word processor.

1. Run the built‑in spell‑check and grammar checker.
2. Check that all student names are spelled correctly and match the enrolment list (verification).
3. Confirm that the grading scale used matches the school policy (validation).
4. Print a test copy to verify page breaks, headings and footers appear as intended.
5. Ask a colleague to review the report for any overlooked errors.

Proofing Checklist (for documents)

Check	Verified?	Validated?
Spelling and grammar
Consistent formatting (fonts, headings, margins)
Accurate data (numbers, dates, names)
Correct calculations (totals, averages)
Compliance with specification or brief

Key Points to Remember

• Verification = “Did we build it right?” – focus on technical accuracy.
• Validation = “Did we build the right thing?” – focus on meeting requirements.
• Both are essential for high‑quality ICT products.
• Use a combination of automated tools and human review.
• Document the proofing process – it provides evidence of quality control.

Suggested diagram

Self‑Check Questions

1. Define verification and validation in your own words.
2. Give two examples of verification activities and two examples of validation activities.
3. Why is it important to perform both verification and validation before publishing a document?
4. Explain how data validation rules can prevent errors in a spreadsheet.
5. Describe a situation where a document passes verification but fails validation.