Summer School 2004 Terminology Management Damian Scattergood Managing Director STAR Ireland

1. Summer School 2004 Terminology Management Damian ScattergoodManaging Director STAR Ireland STAR-TS.COM Translation Made Easy! TM

2. Introduction • Damian Scattergood • Managing Director STAR Ireland • Responsible for UK and Ireland. • 20 Years in localization business, Vendor and Producer • STAR Group • 4th Largest Translation Vendor on the planet. • Europe’s largest privately held translation company. • Translation Services and Translation Technology • One source for all your multilingual needs.

3. Today’s Objectives • If you are • ‘New to Terminology Management’ • Its importance and how solutions will benefit you. • ‘Those looking at software systems’ • Benefits of systems and areas to look at, purchase checklist. • Veterans • Latest technology, issues and directions

4. Today • Section 1 – Quality begins with the right words • Section 2 – Terminology Management • Section 3 – Technology Implementation • Section 4 – Technology WebTerm • Ground Rules - Interactive

5. 1 Quality begins with the right words • Translation Memory is about the Past. • Terminology Management is about the Future. • The right words dictate the quality of your future translations.

6. Key Message • Terminology Management delivers… • Better Quality and Cheaper Costs • Quality • Benefit is less rework on translations • Translation Memory kept current as degradation managed. • Cost • QA and DTP reduced on files, • Easier, faster and cheaper to communicate with customers.

7. Imagine

8. Emma – Age 1 Bobo That No No No Plane Boci Stuck Damian Age 29+ Yes Daddy Do Stuck No Bold Plus 65,000 others A Childs Terminology 1) Not a one to one relationship 2) Context is important

9. Chinese Whispers • A game played by kids in groups. • You whisper a message to the person beside you. • They whisper to the person beside them and so on. • When the message returns to you it is always different? Who plays this game today?

10. We all do!

11. New Words • What new words have you come across this year?

12. New words • Blue jacking, McJob, Frankenfood, Longneck • Dead presidents – bubbling under as a new word for money in US. • Laptop or notebook or Tablet? • Tablet or Rugged Tablet • What are the impact of our new words on translation and our jobs? • How will the 10 new EU countries affect on us? • Is there a 1-1 match for every word? • What new words will enter our languages? • How will you manage the changeover?

13. Why words change • New technology, new fashions, new problems, new attitudes: • The world is changing all the time • So are our languages. • Every year new words are invented. • Some become a permanent part of the language. • Others fall out of the language again when they are no longer needed. • Renault 10 Years of translation memory. • But their cars change… So does technology.

14. Terminology Stepping Stones Terminology Communication Complex Communication Fundamental Communication Basic Terminology Communication Concept Now we understand the challenge…

15. 2 Terminology Management Tools • What Terminology tools are available • Mining Tools • Terminology challenges • Terminology management tools • Who uses them • Technical features of Terminology Systems

16. Two Types of Terminology Tools • Getting our terminology straight… • Terminology Mining versus Terminology Management • Terminology Mining • About analysing and getting terminology. • Terminology Management: • Create & Store – Retrieve – Update • Create terminology (s) • Retrieve – communicate terminology (s) • Update – manage and maintain terminology (s)

17. Terminology Mining Tools • Mine Corpora. • Heuristics based approach to identifying terms. • Specialist Area • Only few tools in this space, Trados

18. Terminology Mining • Computer based descriptions • Token, type, lemma stop-list, alignment, tagger, markup and so on. • Useful for compiler and software designers. • Think about the challenges of Homonyms and Homographs

19. Terminology Mining - Homographs • A homograph is word that has the same spelling as another. Homographs differ from each other in  • Meaning, origin, and sometimes pronunciation. • Examples • The noun ‘test’ vs the verb ‘to test’ • Two nouns • ‘Lead’ – the metal or ‘Lead’ - the clue. • http://www.sil.org/linguistics/GlossaryOfLinguisticTerms/WhatIsAHomograph.htm

20. Terminology Mining - Homonyms • Homonyms differ from each other in • Meaning, origin, and usually spelling. • Words with the same pronunciation but different in meaning: • bore and boar • two and too • Special languages – Chinese, Arabic etc pose problems in analysis tools.

21. Terminology Management • Product and Component names • Technical Phrases • Legal Terms • Medical Terms • Catalogue Items • Technology, Pharma, Medical, Financial Services, Government and Defence, Correct language usage in key communications can be critical. • Business benefits in terms of streamlined cost effective process.

22. Terminology Challenges • Building and managing a corporate terminology • Minimizing re-work and costs associated with inconsistent terminology usage • Supporting distributed teams of contributors • Terminology specialists, editors, reviewers, and term users • Publication of terminology • Managing specialist (multiple) terminologies

23. Culture • Adapted from “Translation is Not Enough” Alvin Yeo Localization Focus Mar 2003 Symbols Heros Rituals and Practices Values Cultural Words and Terminology Phrases

24. Your Corporate Culture • Maintaining your culture is your responsibility. • As a Vendor our experience shows… • Vendors work for multiple clients, so you get a culture mix. • Translation Memories defragment so terminology needs to be current. • You should constantly test your vendor. • Remember new terminology coming back feeds into your current system.

25. Terminology Management Tools • Creation, Storing, updating and communication. • Good variety of choice… • STAR, SDL, Trados, Multitrans, Déjà Vu, Multicorpora, Terminotix, Synthema

26. System Costs Coordination Communication Creation & Maintenance Internal & External Who uses terminology? Terminology Administrator Purchaser, Controller Terminology Manager Technical Writer, Terminologist User Terminology

27. Managing your terminology Desktop or Web based? Network, Intranet or Internet Review Team Centralised Review process Decentralised Its important your terminology tools match your process

28. A Desktop System

29. An Intranet/Network System

30. Global System

31. Typical Technical Overview • Database • MS SQL, Oracle, DB2, Custom Database, File referenced. • Web Server • JRun, MSII Server • Application Server • Jrun, Tomcat, WebSphere • Operating system for web server • UNIX, LINUX, Windows NT

32. Implementation examples • Dictionary Team • Developers QA Team • Different issues solved with terminology management.

33. Dictionary Team Example • Dictionary Team – Language • Challenge – • Remote team • Data held as a single file – under administration control. • Team met once a month to update. • Hard do manage multiple dictionaries, and output formats. • Solution: • Centralise using a web-based system • Could update regularly and share comments • Standardised input meant easy to republish in different formats.

34. Dictionary Team Centralised Management Output format Input from team RemoteFeedback loop PDFPrinted FormOnline XML RepositoryMultiple Dictionaries

35. Developers QA Challenge • Multiple bug bases around the globe. • Acquired new companies on a regular basis • Development teams challenged to fix bugs faster. • Different systems: • Access, Notes, BugTrack etc. • So bugs where often repeated globally.

36. Developers QA Challenge • Developers/Localization had to find, understand and fix bugs. • Cycle of feedback in system: • Fixed For Retest, Need More Info, Cannot Reproduce

37. Solution • Defined two sets of terminology for • What is a bug? • Status – What is OPEN, What is CLOSED, etc. • Priority – What is URGENT, What is HIGH IMPACT • Severity – What is Severity 1, 2, 3 • How to communicate - Bug Definition • A terminology to define how to describe a bug • [Function] [ Process ] [ Technical ID for Dialog/Resource] etc… • All localization, development and QA engineers trained on this terminology. • So now we all spoke the same language. • Impact was a 20% increase in bug fixing throughput

38. Further Reading • Excellent overview on Terminology and IT Computer-Aided Translation Technology: A Practical Introduction by Lynne Bowker

39. 3 Technology Implementation • Technology implementations and issues • The power of terminology tools • Features and benefits • Which tool is best for me?

40. The Power of Terminology Tools Information CommunicationUser and Translators Communication Technology Quality Knowledge Management

41. The Power of Terminology ToolsHelping Users and Translators • Translation of complex manuals made easier. • Easier to understand processes and implementations. • Some companies have developed products around this concept. • Lets look at a TermStar Automotive Example • As a translator I understand the process steps, so can translate in context. • As an engineer I can clearly follow and understand the steps with my own level of knowledge.

42. Source Trados 2003

43. The Power of Terminology Tools Technology Real Issue 1 – Live Terminology • 2 Sample clients…Same question • How can I use my terminology with my translation memory. • When a change is made to a single comment I want that comment available to everyone around the globe instantly. • Challenges • 1) How do my translators get instant access on their desktops ? • 2) How do I update my terminology instantly for each word.

44. Solution 1 – Central VPN Access • Solution • Client implemented central server terminology system. • Translators had to login though VPN and work directly. • TM and Terminology thus linked immediately. • All terminology changes instantly available. • TM Instantly shared. • Downside • Security challenges of VPN for their translators. • Always had to be online to translate. • Great for company 1, not for company 2 due to security challenge with freelancers.

45. Solution 2 – Download Updates • Suggested Solution • Client implemented central server terminology system. • Translators had to download terminology updates with jobs • Translators uploaded new terminology on completion. • Terminology shared and synced on update. • Downside • Terminology out of sync by download and translate time. • Additional step in process. • Good solution but balance of security and terminology updates did not deliver for client 2.

46. The Power of Terminology Tools Terminology Tools for Quality • Terminology Tools can be used to improve quality in your entire documentation creation process. • An interesting measurement is the Re-use of common phrases or terminology within your authoring process. • Cleaner source means more efficient translations.

47. Using Terminology Tools for Quality • “As part of our Language Quality Report we measured the consistency of the translation by reference to the glossary and it’s use throughout the software UI. This was an automated process and provided a simple first line of defense for the Language coordinators to determine if translators adhered to their corporate glossary and terminology guidelines. • In addition to this, we measured spelling mistakes and grammatical errors using sample translation to estimate an overall quality level associated with translations. • In all cases, the use of technology was an essential part of these quality checks.” Tony O’Dowd, 2004

48. The Power of Terminology Tools Multiple Dictionaries for Knowledge Management Translation • STAR’s Internal Automotive Dictionary structure • We seek customer dictionary first. • Then progress across different levels to deliver most precise translation. • Proofreading key to final adjustments in context. Customer Dictionary Internal Automotive Dictionary Proofreading Technical Dictionary General Dictionary Terminology Creation

49. Features and benefits • What is the best tool for me? • I need benefits for • Translation quality • Productivity, ease of use

50. For my job I need to… • Create and Manage Dictionaries and databases • To find terms - Browsing • To Add Terminology • To check I used terms - Quality Assurance • Print Dictionaries • Customizing my dictionary • Exchanging Dictionary with my team. • Using terminology in other applications