How to get a document correctly translated

There are essentially four ways to get a document translated by a language service provider (LSP).  There is the fast way, the cheap way, the easy way and the correct way. All these ways are ok under different circumstances.  In this article we cover how to get a document correctly translated. In brief, the things to consider are:

1. Use the final version of the source file
2. Use an LSP that specializes in the terminology found in the document
3. Contribute what you can
4. Talk to someone at the LSP
5. Agree on the right approach

This list will get you a good quality translation.  There are additional item (terminology, client review, etc.) that are optional but a good LSP will let you know if they’re important.  The most important item is to talk to someone at the LSP. The translation process can be simple, but there are enough circumstances where a brief conversation can prevent serious problems.

Use the final version of the source file

It’s common for clients to start conversations with an LSP using a “sample” or “draft” of the actual file that needs to be translated.  These can be used to start the conversation, but create risks in a project if they’re actually used to “start” the project. This is because files define a large part of the scope of a translation project.  Both value and time of translation depend on file type, word count, and other factors that can change significantly between files. The most significant of these factors is file type. Any file that originates from a program that creates content, such as any Microsoft Office, Adobe Suite, or iWork application is a source file.  

To be clear, the final version of a source file is never a PDF file.  PDF files, by design, are not meant to be modified. As such, translating PDF files is always more expensive and force the LSP to recreate the file’s look and feel.  This process, known as “File Creation”, does not always yield an exact replica of the source file and therefore puts a limit on the level of quality on the final translated target file.  

One could argue that there have been times where the recreated target file appears aesthetically more appealing than the source file.  

Use an LSP that specializes in the terminology used in the document

If the file is a technical medical or legal document, look for evidence that this is what the LSP specializes in.  Professional translators are experts in researching terms they are not familiar with, but there is a limit as to how well a professional translator can research and understand a term versus one that has experience applying the usage of the term correctly.  Professional translators that specialize in a particular domain (domain specialists), even when they read a new term, are far more likely to know where to find the proper usage of the term and examples of it.

In addition, domain specialists are more likely to interpret highly denotative familiar words as informal terms rather than as the technical meaning they have in their context.  For example, in the translation industry, the terms “source” and “target” have very specific meanings. If read by a lay person within a document that was mean to be read by industry insiders, their meanings could be disassociated and thus wrongly interpreted.  

Finally, domain specialists are less likely to need to research terms in the first place and therefore are more likely to finish the translation on-time.  This is probably the most unforeseen reason people think of, but one of the most important. Not using an LSP that uses domain specialists that match your document terminology simultaneously reduces the chances of a good quality translation, but also significantly increase the chance that the translation will be delivered late.  

Contribute what you can

Content in a file is not always produced and used in isolation.  Oftentimes content in one file is found in other files, like content on a marketing brochure is also found on a website, etc.  Because of this, there are oftentimes reference files that can be provided to an LSP to help them understand more context to the content and what you’re looking for in a translation.  These reference files can be similar files or previously translated files – both are ok.

As a complement or substitute for reference files, a glossary or style guide can be created.  These two tools are essential to ensuring that your preferred terminology and style are taken into account in the translation process.  Just like there is more than one way of saying something in English, there is more than one way of saying the same thing in other languages.  The glossary does not need to contain both source and target translations in order for it to be useful. The fact that key terms are in the glossary immediately marks them to be consistently translated.  Ideally, the client would contribute preferred translations of the terms, but it’s understandable that this is not always possible.

To ensure brand consistency, or consistency in general, contribute to controlling the language by collaborating with an LSP on a glossary and style guide.  

Talk to someone at the LSP

Communication with an LSP is critical to ensure a successful translation project.  It’s technically not necessary, but you don’t know how the final product will turn out otherwise.  For example, there are some LSPs that work entirely online with no human interaction. The process goes like this: the client uploads a file, fills out a form, is told the price, pays, and receives their translation days later.  This process can work under strict circumstances:

1. Data security is not an issue
2. The source file will never need to be updated
3. Terminology consistency and word choice are not important
4. There is relatively low impact of a poor translation or you are able to assess the quality of the translation

LSPs with this business model are entirely technology-driven.  No doubt that translation memory (TM) is applied from all past translations (including yours) into future translations (of other people) to minimize the amount of effort their team puts into each project.  This form of centralized TM carries inherent data privacy violations unless you agree to their terms in conditions, if you’ve read them.

If the source file ever needs to be updated, it’s important that translations from the first version are carried over into the update (and not from another client’s translation).  The fact that a file is an update of a previously translated file needs to be communicated and treated properly. Otherwise, you will not only pay again for the parts that were previously translation, but the translation will come out completely differently since a different translation will be used.  As a result, the translation will be significantly different with each iteration.

Regarding terminology consistency and word choice, not being able to participate in the translation process means that communication regarding preferred or corporate terminology can’t take place.  Moreover, the project is likely to be split up among translators so terminology and word choice is likely to vary.

Ultimately, the more you put into a translation project, the more you get out of it.  If your translation is not important enough to warrant having a proper business relationship with the translation team, then this type of transactional approach is perfectly fine.  

Here is what needs to be communicated with an LSP:

1. Project context
2. Project scope
3. Project process

The project context is the background information regarding the translation project and the files in question.  This information can be very useful in informing the LSP of how to go about translating the document and meeting your business goals.  

The project scope can be addressed using a form, however, it’s common that there are important follow-up questions.  For example, any time a client submits a PDF for translation, the first response from an LSP should be to request if a source file is available.  Assuming otherwise raises new questions, such as, whether the file needs to be recreated, or if a non-formatted translation is acceptable, etc.

Project process is more educational for the client rather than the LSP.  There are multiple ways to translation a document, here are the more common ways:

1. Machine Translation (MT)
2. Machine Translation + Editing (MTE)
3. Professional Translation (PT)
4. ISO Translation

Machine translation is akin to Google Translate.  There are times when this is an appropriate approach, but chances are contacting an LSP in the first place ruled out this approach.  

MTE is when a professional translator reviews the translation output from an MT engine and improves it sufficiently to be used by the client.  The approach is not always possible depending on the file type and language pair, as some files, like PDFs, are not always compatible with MT technology and some language pairs, such as from Kurdish to Hmong, do not provide sufficiently good output to work with.

An ISO translation is one that abides by the ISO 17100 approach.  This approach uses first a professional translator to render the content into the target language, followed by a second, separate, professional translator that reviews the work to ensure it is error-free.  

Talking to someone at an LSP, and not emailing them all this information, is the most efficient way to get a translation project going in the right direction with minimal misunderstanding or confusion.

Agree on the right approach

The translation process you and the LSP agree on depend on the level of risk inherent in the translation project.  The key thing to be aware of is what translation process options you have and which one is the LSP going to use – you choose.

MT is most useful for gisting purposes.  This means you’re translating a document into your own language, not because you care in exactly what it says, but because you want a general gist of what it says.  

MTE is most cost-effective when the language pair is common to the world (like English to Spanish) and the terminology used is equally common (such as content found on a typical website for popular consumption).  

A professional translation is useful when you can’t use MT and need to have professional quality while on a budget and willing to risk sub-premium quality.  

The ISO translation approach is the standard for companies certified in the ISO 17100.  It’s the “gold standard” in quality and what is typically used by pharmaceutical companies and law firms due to the risk associated with the types of documents they need translated.  If you decided to go with the ISO approach, request a copy of the “translation-only” version for your records. It’s the version that the translator produced prior to the second translator reviewing it.  Having this in your records ensures that this approach was actually used by the LSP.

Summary

In summary, getting a document correctly translated requires:

1. Having a files ready to be translated
2. Using an LSP that routinely translates the type of content you need translated
3. Providing supporting documentation to enhance the quality of the translation
4. Effectively communicating key information that the LSP needs to know as well as learning key information regarding the translation process and your role in it
5. Selecting the approach that is best for your documents

It is possible to get a good quality translation without going through these steps, but it will be by chance.  Experience working with LSPs will inform you of when it makes sense to skip and step. Moreover, regular work with an LSP will allow you to skip steps as information from one project will inevitably carry over to other projects.  In conclusion, if you have more than one translation project, establishing a working relationship with an LSP significantly improves the quality of the translation output without addition monetary costs.

If you’d like to learn more about how BURG Translations helps you ensure high quality  translations, contact us today.