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A copy typist is someone who specializes in typing text from a source which they read. Originally appearing as a skill in handling of a typewriter, later it transitioned to using a computer keyboard, with results tracking on a computer display and obtained using a printer. Before introduction of computers, an additional skill of proofreading and document editing were critical.[1]

Professional overview

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Copy typists learn to touch type at a high speed, which means they can look at the copy they are typing instead of the keyboard they are typing on.

The source, or original document is called the copy. They have the document to be typed in front of them and the copy is often held in a copyholder. The adjustable arm on the copyholder aids legibility and maximizes the typing speed. There could also be an adjustable ruler and marker to help the typist keep their position when they are interrupted, clips to hold the pages in place, and a light. Elaborate varieties can even be adjusted by height or angle and some come with rulers and guides that appear over the front of the page.

The copy can be hand written notes perhaps from an author of a book, a play, or a TV show. It might be their own notes in shorthand — perhaps minutes from a meeting or notes from a talk, lecture, or presentation. In the past when word processors were not available and few people could type they would have typed up dissertations, research papers, and letters that had been hand written by the authors. An urgent letter which was typed up was often signed by the secretary with a pp or was otherwise given back to the sender to sign before dispatch.

A copy typist or a secretary with this skill will quote their speed in words per minute (abbreviated to wpm) on their curriculum vitae and may be asked to demonstrate their speed and accuracy of this skill as part of the interview or application process.

See also

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References

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Revisions and contributorsEdit on WikipediaRead on Wikipedia

Copy typist

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from Grokipedia
A copy typist is a professional who specializes in transcribing text from written, printed, or existing typed sources into a new typed document, distinguishing this role from or dictation-based . This occupation originated in the late following the commercialization of typewriters, such as the Sholes & Glidden model, when early practitioners advertised services as "copyists" in newspapers to produce clean, legible documents from handwritten drafts. By the early , copy typing became a common entry-level job, particularly for women, involving the accurate reproduction of reports, correspondence, and legal materials at speeds often exceeding 50 words per minute. In the , copy typists have adapted to digital tools, using word software to input data from physical or scanned documents, ensuring precision in formatting, , and while handling tasks like or document digitization. Key skills include high-speed , attention to detail, and familiarity with office software, though the profession has declined with (OCR) technology and reducing demand for manual transcription. Despite these changes, copy typing remains relevant in specialized fields such as legal, , and archival work, where human verification ensures accuracy in sensitive reproductions.

Definition and Role

Overview of the Profession

A is a specializing in the accurate transcription and duplication of existing text from sources such as handwritten drafts or printed materials into typed formats, prioritizing precision and to the original over any creative or interpretive input. This role focuses on converting legible but non-digital or rough source material into clean, standardized typed documents, often at high speeds using touch-typing techniques. The profession emerged as a distinct occupational in office environments shortly after the commercialization of in the , transforming manual clerical work into a more efficient process for handling and records. Prior to this invention, document duplication relied heavily on or early methods, but enabled typists to produce uniform, error-free copies rapidly. Unlike broader secretarial roles that involve composing original content or general administrative tasks, copy typists concentrate exclusively on verbatim replication from provided written sources, setting them apart from stenographers who transcribe spoken dictation via notation. In pre-digital offices, this specialization was crucial for generating multiple identical copies of essential materials like legal contracts, letters, and reports through carbon interleaving, which allowed up to ten simultaneous duplicates without retyping.

Key Responsibilities

Copy typists primarily engaged in transcribing rough drafts or corrected manuscripts into neatly formatted documents, ensuring the final output adhered to standards such as proper margins, spacing, and headings. This involved receiving source materials like handwritten notes from professionals and converting them into typed versions using manual typewriters, often inserting to generate simultaneous duplicates for filing or distribution. In legal offices, for instance, typists produced "fair copies" of contracts and from attorneys' drafts. Proofreading formed a core duty, where typists meticulously checked for spelling, grammatical, and factual errors to maintain fidelity to the original content, often verifying against the source material word-by-word. They also prepared multiple copies using methods like stencils for mimeograph machines, which allowed for up to hundreds of reproductions per setup, particularly useful for distributing reports or memos in busy offices. Workflow typically began with organizing incoming materials by priority or client specifications, followed by typing in batches within typing pools, and ended with collating, stapling, or binding outputs for delivery. Maintaining version control in manual environments required labeling copies clearly to track revisions, preventing mix-ups in iterative document processes. Ethical responsibilities emphasized confidentiality and accurate representation of the source, as copy typists handled sensitive information in fields like , where breaches could compromise client or legal validity. For example, in legal practices, typists ensured secure handling of case details, storing drafts in locked desks. Performance expectations centered on error-free production and managing repetitive high volumes, with typists in pools often tasked with daily outputs of numerous documents to meet office demands, prioritizing precision over speed to avoid costly reworks.

Historical Development

Origins in the 19th Century

The origins of the copy typist profession are closely linked to the development of , which transformed manual copying tasks from handwriting to mechanical production. In 1868, American inventor , in collaboration with Carlos Glidden and Samuel W. Soulé, patented the first practical under U.S. Patent No. 79,265, a device that used type bars to imprint characters on paper via an inked ribbon. This innovation addressed longstanding inefficiencies in document replication, enabling faster and more uniform text output compared to pen-and-ink methods previously relied upon by scribes and clerks. Commercial viability arrived with the Sholes & Glidden Type-Writer, the first mass-produced model, which E. Remington & Sons began manufacturing in 1873 and marketed starting in 1874 at a price of $125. Featuring a four-row keyboard—designed to separate commonly used letter pairs and minimize mechanical interference—this machine marked a pivotal shift, as it was sturdy enough for use and drew on Remington's expertise in production for its durable construction. Initial sales were modest, with only a few hundred units sold in the first years, but it established the typewriter as a tool for professional copying. Adoption began among copyists and stenographers in the , who used the devices to transcribe notes and duplicate documents more efficiently than , which averaged 15-30 . By the , as production scaled to thousands of units annually, professional typists appeared in specialized settings like offices for drafting articles and editorials, and firms for preparing briefs and correspondence, where the machines enabled speeds up to 60 with practice. These early users, often court reporters or legal clerks, integrated typewriters into workflows to produce multiple carbon copies, reducing reliance on labor-intensive presses. The profession emerged prominently in urban business centers like New York and , amid rapid industrialization and expanding commerce that demanded precise, reproducible records. A key social dynamic was the influx of women into typing roles, as manufacturers promoted the typewriter's operation as straightforward and domestic—comparable to playing a or using a —making it accessible to middle-class women seeking outside the home. This perception helped women constitute about 4% of typists in the 1870s, rising to 40% by the 1880s, as training programs proliferated in these cities. Despite these advances, early typewriters posed mechanical challenges that hindered widespread use, including frequent jamming of type bars due to their sluggish linkage mechanisms and the absence of uniform standards for key spacing or character alignment across models. These issues often slowed output to below speeds for novice users and required constant , limiting the profession's initial growth until refinements in the late 1870s.

Peak in the 20th Century

The profession of the copy typist reached its zenith during the early to mid-20th century, particularly from the 1900s to the 1960s, as typing pools proliferated in corporations, government agencies, and media organizations to support the burgeoning demand for standardized document production. In the United States, the number of clerical workers, including typists, expanded dramatically from approximately 900,000 in 1900 to over 10 million by 1960, with women comprising the majority—over 7 million by the latter date—often centralized in typing pools to handle routine correspondence, reports, and records efficiently. This growth was fueled by the expansion of manufacturing, trade, services, finance, and government sectors, where typists processed vast quantities of paperwork; for instance, in media offices like newspapers, they managed filing systems for clippings and typed articles under tight deadlines. Similar trends emerged in Europe, where office workers in Germany nearly doubled between 1907 and 1925, with women in typing pools increasing fivefold due to the departmentalization of large companies and the integration of office machines. During the World Wars, copy typists played a pivotal role in mass document production, underscoring the profession's institutional importance. In , typewriters became indispensable for routine paperwork in both and field operations, with skilled typists producing orders, reports, and correspondence to sustain . amplified this demand, as the U.S. military required 600,000 typewriters to equip personnel for generating personnel forms, requisitions, and operational orders, transforming paperwork into a critical wartime "battle" supported by dedicated typing pools in government and military offices. Typists, often women entering the en masse, were celebrated in efforts, with slogans like "Victory Waits On Your Fingers" highlighting their contributions to administrative efficiency. The era also saw cultural depictions of copy typists that reflected their growing societal presence, particularly in literature and film portraying office dynamics and wartime roles. In 1920s literature, typists appeared as symbols of modern womanhood in urban settings, as seen in works like Grant Allen's The Type-Writer Girl (1897, with echoes in early 20th-century narratives) and George Gissing's The Odd Women (1893, influencing depictions of typing as a path to independence), evolving into portrayals of bustling 1920s office pools in silent films that captured the era's mechanized femininity. By the World War II period, films and media highlighted typists in administrative roles, such as in recruitment materials like the U.S. Army's Stenographers and Typists, Uncle Sam Needs You! (1943), which romanticized their switchboard and typing duties as essential to the war effort, often blending empowerment with traditional gender expectations. Professional standardization advanced by mid-century, with typing speed tests establishing norms of 40-60 for in offices and , reflecting the routinization of the skill through touch- techniques developed in the late 19th and early 20th centuries. These benchmarks, measured in competitions and job qualifications, ensured efficiency in high-volume environments, while unions formed to advocate for typists' rights, such as the 1903 Worcester, Massachusetts, local for stenographers and typewriters, and the AFL-chartered New York Bookkeepers and Accountants Union No. 1 in , which pushed for better wages and hours amid the feminization of clerical labor. The global spread of copy typing accelerated post-World War I, with adoption in driven by postwar reconstruction and office mechanization; in , typing pools became fixtures in corporate settings by the , supporting multilingual document handling in . In , particularly under colonial administrations, typewriters facilitated administrative work, with adaptations for multilingual copying—such as Romanized scripts in British India or early Chinese character machines like the Shuangge ()—in government offices processing English and local languages for bureaucratic records. This expansion, from to colonial outposts, integrated typists into diverse institutional frameworks, varying by region to accommodate linguistic needs in administration and commerce.

Skills and Training

Essential Skills

Copy typists required high proficiency in touch-typing techniques, a method popularized in 1888 by Frank Edward McGurrin, a court stenographer who demonstrated typing without looking at the keys to achieve greater speed and efficiency. This involved proper finger placement on the keyboard, with the left hand's fingers resting on the home row keys A-S-D-F and the right hand's on J-K-L-;, allowing typists to reach all keys through coordinated finger movements while maintaining relaxed posture and minimal hand elevation. Professional copy typists typically aimed for straight-copy speeds of 50 to 80 , with standards in mid-20th-century training programs setting goals around 60 for typists to ensure efficient document duplication. Accompanying this was a requirement for at least 98% accuracy to minimize errors in reproduced texts, often measured through timed tests that penalized uncorrected mistakes. Attention to detail was paramount for copy typists, encompassing the ability to detect and correct discrepancies in source materials, such as illegible sections or inconsistencies, to produce faithful reproductions. This skill extended to maintaining formatting consistency, including precise margins, line spacing, and alignment according to early style guides like to modern standards (e.g., the 1906 Manual of Style by the ), which emphasized uniform presentation for professional documents. Cognitive skills formed the foundation of effective copy typing, requiring sustained concentration during extended sessions of up to several hours to avoid fatigue-induced errors in monotonous transcription. Typists also needed a solid grasp of basic and rules to ensure clean, readable copies, as and command of English fundamentals were essential prerequisites for the role in early 20th-century office work. Unique for copy typists included the ability to endure repetitive tasks over long periods without loss of quality, as the profession often involved retyping entire documents multiple times. Adaptability was equally critical, enabling typists to interpret and transcribe varied source formats, such as faded or irregular from manuscripts, which demanded careful discernment to preserve original intent. These competencies could be honed through structured programs focused on building and precision. These core skills, particularly touch-typing and , remain relevant today in specialized roles like and digital transcription, where human oversight supplements automation.

Education and Preparation

In the late , aspiring copy typists primarily pursued through specialized business schools that offered instruction in and , skills essential for clerical roles. Institutions such as the Longley Shorthand and Typewriter Institute in , , pioneered touch-typing courses as early as the 1880s, integrating them with shorthand training to prepare students for office work. By the end of the century, similar business schools had proliferated in major U.S. and European cities, providing structured curricula focused on practical typing proficiency alongside related administrative skills. By the early 1900s, apprenticeships and in offices supplemented formal schooling, serving as common entry points for many typists. These arrangements often involved junior clerks learning through direct , evolving from traditional models in clerical trades where hands-on experience built speed and accuracy over time. This pathway was particularly accessible for women entering the workforce, as offices increasingly hired typists for routine copying tasks without requiring advanced credentials. During the mid-20th century, vocational high school courses became a standard route for preparation, with typing integrated into programs starting around 1915 in public schools across the . These classes emphasized repetitive drills to achieve professional speeds, often as part of broader vocational tracks for students aiming for secretarial positions. Concurrently, secretarial colleges expanded, offering diplomas in typing and related fields from the 1920s through the 1950s; for instance, in provided specialized certificate programs in secretarial science during this era, focusing on typing as a . Similarly, institutions like awarded degrees in executive secretarial science by the 1940s, combining typing instruction with . Certification emerged as a key milestone, with organizations developing standardized typing proficiency exams in the late that often incorporated evaluation. The Royal Society of Arts (RSA) in the introduced typewriting examinations as part of its commercial syllabus in 1891, offering staged assessments recognized internationally for validating typists' skills. These exams tested accuracy, speed, and presentation, helping candidates demonstrate readiness for employment. Entry into the required minimal formal , typically a or equivalent, reflecting the emphasis on practical over academic achievement. However, achieving proficiency demanded substantial practice through dedicated drills to reach speeds of 40-60 suitable for copy work. Programs across these pathways routinely assessed core skills like touch-typing and error-free transcription to ensure graduates met employer standards.

Tools and Technology

Early Equipment

The early equipment for copy typists centered on manual typewriters, which dominated office work from the late 19th to mid-20th century. Prominent models included the Underwood No. 5, produced from 1900 to 1932 and sold in approximately 5 million units, featuring front-striking typebars that allowed visible typing on a rubber platen. These machines used mechanical keys connected to levers that drove the typebars to strike an inked cloth ribbon against the paper, producing crisp impressions. For creating duplicates, typists inserted —thin sheets coated with waxy —between multiple layers of paper, transferring via pressure from the typebar strikes to generate up to several copies simultaneously. This method, essential for business correspondence and records, was a staple in pre-photocopy eras. Accessories enhanced efficiency and accuracy in copy typing. Copy holders, adjustable stands that positioned source documents at eye level, prevented neck strain and reduced errors during transcription; early examples like the Reid copy stand were attached directly to the typewriter base. Erasers, typically wheel-shaped rubber tools with attached brushes, allowed precise removal of ink without damaging paper, a critical tool for maintaining professional output. For higher-volume duplication beyond carbon copies, typists used s—waxy sheets typed directly on the machine in a special "stencil" mode that lifted the ribbon to cut characters into the wax—then mounted on duplicators to produce dozens or hundreds of ink impressions. Models like the downstrike excelled at stencil cutting due to their robust typebar impact. Operational mechanics demanded physical effort and precision. Each key required a downward of approximately 50-70 grams to activate the linkage, propelling the typebar to strike the platen with sufficient impact for clear lettering, a that fatigued typists over long sessions. Platen adjustments involved rotating knobs to align paper margins and line spacing, while fine-tuning typebar alignment—often by bending adjustment tabs—ensured even vertical registration across characters. These features made manual typewriters reliable for high-volume copy work but limited speed to around 40-60 for skilled operators. Maintenance was routine to sustain performance in demanding office environments. Periodic oiling with lightweight sewing machine oil on pivots and linkages as needed prevented stiffness in the typebar mechanism. Ribbon replacement as needed when prints fade, typically every few months to a year depending on usage, involved spooling fresh inked cloth to avoid faded prints; neglected ribbons led to jams from ink buildup or fraying. Regular dusting and segment cleaning minimized typebar sticking, ensuring consistent operation for copy typists handling repetitive tasks. This hands-on upkeep contrasted with later electric models that automated some mechanics.

Modern Adaptations

The evolution of copy typing tools in the modern era began with the introduction of electric typewriters in the mid-20th century, which enhanced mechanical efficiency through powered mechanisms. IBM's Electromatic, launched in 1933, was among the first electric models, featuring electrically powered key actions that allowed lighter keystrokes and reduced operator fatigue, thereby increasing typing speeds for repetitive copy work. By the 1940s and 1950s, IBM's Standard Electric Typewriter incorporated features like electrically controlled carriage returns and uniform character impressions, further streamlining the production of multiple copies. The pinnacle of this era came with the in 1961, which replaced traditional type bars with a single spherical element that rotated and tilted to strike characters, eliminating jams and enabling auto-repeat functionality on keys for faster duplication of text sequences. This model achieved printing speeds of up to 186 words per minute and, with the 1973 Correcting Selectric variant, introduced correction tape using non-penetrating ink for easy error fixes without retyping entire sections, significantly improving accuracy in copy production. The 1970s marked a shift toward dedicated word processing systems, which allowed for digital editing prior to printing and transformed copy typing from a purely mechanical task. introduced the Word Processing System (WPS) in June 1976, the first commercial system using a cathode-ray tube (CRT) display for on-screen text visualization and real-time editing. This innovation enabled typists to revise copies directly on the screen—inserting, deleting, or reformatting content—before committing to paper, reducing waste and iteration time compared to typewriter-based workflows. By the mid-1980s, Wang systems were adopted by approximately 80% of the top 2,000 U.S. corporations for duplication and , underscoring their role in professionalizing copy preparation. The and 1990s saw the full digital transition of copy typing, driven by personal computers (PCs) and optical character recognition () software that digitized printed sources for editable reuse. Word processing applications like , dominant in the early , supported advanced text manipulation on PCs, allowing users to import text from OCR outputs and automate copy generation through features like macros and search-replace functions. OCR technology advanced during this period with improved algorithms for recognizing diverse fonts and layouts, enabling conversion of scanned images into editable text files for use with word processors, thus bridging paper-based originals to digital duplication. Affordable flatbed scanners became widespread, enabling offices to scan source materials and process them via OCR for rapid copying, which reduced manual retyping and enhanced workflow efficiency in industries reliant on document replication. In contemporary settings, copy typing has adapted to software-centric tools within applications like , emphasizing keyboard shortcuts and templates for swift text duplication. Shortcuts such as Ctrl+C to copy selected content, Ctrl+V to paste, and Shift+F2 to duplicate text to a cursor location streamline repetitive tasks, allowing for near-instantaneous replication without mechanical intermediaries. Word's template system further aids efficiency by predefining reusable structures—such as form letters or boilerplates—that users can populate and duplicate via shortcuts like Alt+F3 to create AutoText blocks for quick insertion, preserving the essence of copy typing in digital form. By the , advancements in AI-enhanced OCR, such as machine learning models in tools like and Cloud Vision (as of 2025), have further improved accuracy for complex layouts and handwriting, integrating with cloud platforms for collaborative document digitization and reducing manual verification needs in specialized fields.

Decline and Contemporary Relevance

Factors Contributing to Decline

The invention of the in the late 1950s marked a pivotal technological disruption for copy typists, who traditionally produced multiple duplicates of documents using or manual retyping. The , introduced in 1959 and commercially available from 1960, enabled rapid, high-quality plain-paper copying, drastically reducing the demand for labor-intensive manual duplication in offices. This shift eliminated the need for typists to create physical copies of memos, reports, and forms, transforming office workflows by allowing single originals to be reproduced efficiently. The advent of personal computers in the further accelerated the decline by empowering individual workers to perform their own typing and editing, bypassing dedicated typist roles. Between 1980 and 1984 alone, U.S. companies eliminated approximately 100,000 positions among secretaries, stenographers, and typists due to computerization, as word processing software like and early PCs such as the enabled self-sufficient document creation. By the late and early , this redistributed routine typing tasks, rendering centralized typing pools obsolete and integrating keyboarding into broader administrative duties. Office automation in the 1990s compounded these changes through the widespread adoption of and digital storage, which minimized the production and distribution of physical typed documents. systems, proliferating with the internet's commercialization, replaced typed memos and letters with instant digital transmission, while electronic file storage via networks like LANs eliminated the need for multiple typed hard copies. Post-2000, voice-to-text software further eroded demand for manual typing by automating transcription of dictated content, particularly in professional settings, with accuracy rates improving from around 80% in early systems to over 95% by the 2010s, reducing reliance on human typists for and report generation. Economic shifts also contributed significantly, including the decline of typing pools in the 1970s driven by and evolving gender roles in the workforce. Early word processing machines, such as IBM's Selectric Typewriter introduced in 1964 and refined through the decade, allowed for reusable digital drafts, shrinking typing pools that had employed predominantly women in repetitive roles and prompting a transition toward more skilled administrative positions amid broader feminist movements challenging gendered office segregation. Additionally, cost-saving to virtual assistants emerged in the , enabling businesses to delegate typing and remotely at lower rates—often 40-60% less than in-house salaries—further diminishing domestic typist employment. Statistical evidence underscores this trajectory, with U.S. data indicating that employment for word processors and typists declined by over 88% from 305,000 in 2014 to 34,000 in 2023, reflecting the cumulative impact of these factors on a once-essential occupation.

Current Equivalents and Legacy

In the contemporary workplace as of 2025, copy typists have largely evolved into roles such as data entry clerks and transcriptionists who leverage AI-assisted tools for efficiency. Data entry clerks perform tasks involving the input and verification of digital information, often remotely, mirroring the repetitive accuracy demands of historical copy typing but adapted to and spreadsheets. Transcriptionists, including medical and general audio-to-text specialists, use platforms like to automate initial drafts, requiring human oversight for precision in complex content. Virtual assistants further extend this legacy by handling digital document duplication and formatting for clients via cloud-based services, emphasizing speed and error-free output in freelance economies. Niche applications persist in specialized fields where verbatim accuracy remains paramount. Legal transcriptionists transcribe depositions, proceedings, and contracts, often requiring and speeds exceeding 100 to meet deadlines in high-stakes environments. Similarly, archival roles involve converting historical manuscripts and records into searchable digital formats, supporting preservation efforts in libraries and museums while adhering to strict fidelity standards. These positions are projected to decline through 2033 according to BLS data, due to advancements in AI and , though ongoing initiatives may sustain limited demand. The legacy of copy typing profoundly shaped modern keyboarding standards, with the layout—originally designed for typewriters to prevent mechanical jams—remaining the global default in computing interfaces, influencing ergonomic and input efficiency today. Culturally, typing pools evoke nostalgia in media portrayals of mid-20th-century office life, symbolizing structured femininity and bureaucratic rhythm in depictions that romanticize pre-digital eras. Broader impacts include facilitating women's entry into the professional workforce; the typewriter's introduction in the late created accessible clerical roles, increasing the share of women in clerical positions to 52.5% by and contributing to overall female labor force participation rising from about 20% in 1900 to about 25% by , laying groundwork for gender equity in offices. Recent AI advancements, such as large models since 2022, have further diminished demand for manual typing by enabling automated content generation and editing.

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