A human proofreader is a better option than a proofreading AI for important, sensitive documents that matter.
By Paula Ruzek, senior copy editor and proofreader (read about my proofreading service)
There are already lots of proofreading AIs being promoted on the internet. They are a good option for a certain level of documents, such as university-level work or generic business documents.
However, if your organisation has important documents containing sensitive, proprietary or confidential information, or information that must not get into the public domain, a human proofreader offers a far better package of characteristics than an unknowable proofreading AI.
Proofreading (by a proofreader) is defined as a final check of a document that has already been through an editing process. It is usually done in PDF form, where the document or publication has been laid out with its headings, graphics, photos and captions. The proofreading takes in every aspect of the publication, not just its words.
Editing (by a copy editor) is defined as the checking and correction of a Word/word processing document after it has been completed by the writer. The editing may be light or heavy, depending on the quality of the writing. Changes can range from minor spelling, grammar and punctuation to rewriting that improves text quality, clarity and correctness. Tracking is used to record the changes and comments will be added where necessary to ask questions, point out inconsistencies or query facts.
I proofread and edit important, sensitive documents: annual reports, client reports, reports of investigations, documents that will be released into the public domain, compliance documents, policy and procedure documents. These are often large or very large documents. They are documents that matter.
Here’s why I am a better choice for proofreading or copyediting your important documents.
Privacy, confidentiality and NDAs
I maintain strict privacy and confidentiality for my clients and can sign a non-disclosure agreement. Through me, nothing will get out into the marketplace or into the public domain until the client wants it there. There is no guarantee of privacy or confidentiality when using a publicly available (free) proofreading AI. It may be different with a paid account; check the company’s privacy/confidentiality policy and be aware of your privacy settings when using an AI. Even if there is some privacy guarantee for the document, it is unlikely to cover your conversation with or questions to the AI proofreader.
At this stage, it is far safer not to put private, confidential or proprietary information into an proofreading AI. Remember also that AIs are smart; they can analyse data and come to accurate conclusions even if parts of it have been anonymised or left out.
There is no Australian-built proofreading AI or laws to regulate it
Although Australia is going to end up hosting a lot of big data centres filled with AI capacity, there are no Australian-built AIs regulated by Australian laws. At July 2026, the Australian Government had just started talking about its AI strategy and proposed laws down the track. All the AIs we are using are owned by overseas companies in countries that have no AI laws either, so the industry is ‘self-regulated’. Some players are more credible than others; who do you trust? If an AI proofreader does significant damage caused by changes it made to an important document that you did not bother to check, you are unlikely to have any recourse. When we finally have Australian AI laws, how much success will we have in getting overseas tech companies to obey them? How’s that going so far with the existing big tech companies and their current social media platforms?
My work doesn’t train an AI or add to its database
None of my work is used to train an AI model. Anything put into a publicly available (free) AI model continues their training and becomes part of their database; it could be used when providing responses or written material to another user.
In paid options, users may have the option of turning off ‘chat history’, ‘model training’ or similar in an AI’s settings. Some may allow you to delete your document from its servers once the job is completed. You need to decide your level of comfort with these options.
I proofread in context and with interest
I take an interest in every document I read, regardless of the topic. Insurance, postal services, agriculture, sporting history, local council news, regional parks, electrical contracting, gambling harm minimisation, interpreting and translating – I have proofread and edited almost every topic imaginable. I proofread in the context of the document, which helps me spot inconsistencies between content across pages. I also read with interest, which often causes me to check facts or spelling and pick up surprising errors. A lifetime of personal and professional reading across diverse areas, including daily newspapers (the ultimate generalist publication) and books, has made me a ‘specialist generalist’.
Suggestions for improvement/things to watch
At the end of each proofreading assignment, I provide the client with an email summarising the main issues found with the file’s text and sometimes its layout, which can be used as suggestions for immediate and future improvements. Clients always comment very favourably on this aspect of my service.
I have discretion in my work
Not every correction HAS to be made. Not every ‘error’ is an error. Although English has rules, there are a lot of subjective areas and styles of writing. My work is not unyielding; I can be sensitive and accommodating to an organisational or writing style.
Use your own organisation’s style
Many organisations have their own style guide that covers a wide range of presentation issues such as capitalisation, date style, numbers, spelling, position titles and much more. I can proof to an organisation’s style guide rather than to a fixed or limited range of styles.
A record of the suggested changes
When I proofread a PDF, I mark all my suggested changes using comments mode and often give a reason for the change; for example, style, comma unnecessary, incorrect word, and so on. I may also use the red pencil tool to highlight inconsistencies or other issues. All changes are visible and can be made at the client’s discretion.