Summer School 2004 Terminology Management Damian Scattergood Managing

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

Introduction • Damian Scattergood • • Managing Director STAR Ireland Responsible for UK and Ireland. 20 Years in localization business, Vendor and Producer STAR Group • • 4 th 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. STAR-TS. COM Translation Made Easy!

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

Today • • Section 1 – Quality begins with the right words • Ground Rules - Interactive Section 2 – Terminology Management Section 3 – Technology Implementation Section 4 – Technology Web. Term STAR-TS. COM Translation Made Easy!

Quality begins with the right words • • Translation Memory is about the Past. • The right words dictate the quality of your future translations. Terminology Management is about the Future. STAR-TS. COM Translation Made Easy!

Key Message • • Terminology Management delivers… • Quality Better Quality and Cheaper Costs • • • 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. STAR-TS. COM Translation Made Easy!

Imagine STAR-TS. COM Translation Made Easy!

A Childs Terminology • • Emma – Age 1 Bobo That No No No Plane Boci • • Damian Age 29+ Yes Daddy Do Stuck No Bold Plus 65, 000 others Stuck 1) Not a one to one relationship 2) Context is important STAR-TS. COM Translation Made Easy!

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? STAR-TS. COM Translation Made Easy!

We all do! Software developers Marketing Teams Support Team Sales Team Customer STAR-TS. COM Translation Made Easy!

New Words • What new words have you come across this year? STAR-TS. COM Translation Made Easy!

New words • • Blue jacking, Mc. Job, 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? STAR-TS. COM Translation Made Easy!

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. STAR-TS. COM Translation Made Easy!

Terminology Stepping Stones Terminology Communication Complex Communication Fundamental Communication Basic Terminology Communication Concept Now we understand the challenge… STAR-TS. COM Translation Made Easy!

Terminology Management Tools • • • What Terminology tools are available Mining Tools Terminology challenges Terminology management tools Who uses them Technical features of Terminology Systems STAR-TS. COM Translation Made Easy!

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) STAR-TS. COM Translation Made Easy!

Terminology Mining Tools • • Mine Corpora. Heuristics based approach to identifying terms. Specialist Area Only few tools in this space, Trados STAR-TS. COM Translation Made Easy!

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 STAR-TS. COM Translation Made Easy!

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 • • Two nouns • • The noun ‘test’ vs the verb ‘to test’ ‘Lead’ – the metal or ‘Lead’ - the clue. http: //www. sil. org/linguistics/Glossary. Of. Linguistic. Terms/What. Is. AHomograph. htm STAR-TS. COM Translation Made Easy!

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

Terminology Management • • • Product and Component names • 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. Technical Phrases Legal Terms Medical Terms Catalogue Items STAR-TS. COM Translation Made Easy!

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

Culture Symbols Heros Rituals and Practices Values • Adapted from “Translation is Not Enough” Alvin Yeo Localization Focus Mar 2003 Cultural Words and Terminology Phrases STAR-TS. COM Translation Made Easy!

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. STAR-TS. COM Translation Made Easy!

Terminology Management Tools • • • Creation, Storing, updating and communication. Good variety of choice… STAR, SDL, Trados, Multitrans, Déjà Vu, Multicorpora, Terminotix, Synthema STAR-TS. COM Translation Made Easy!

Who uses terminology? Terminology Administrator System Purchaser, Controller Costs Co m m Terminology Manager Coordination User Creation & Maintenance Internal & External n io at ic un Technical Writer, Terminologist Terminology STAR-TS. COM Translation Made Easy!

Managing your terminology Desktop or Web based? Network, Intranet or Internet Review process Review Team Decentralised Centralised Its important your terminology tools match your process STAR-TS. COM Translation Made Easy!

A Desktop System STAR-TS. COM Translation Made Easy!

An Intranet/Network System STAR-TS. COM Translation Made Easy!

Global System STAR-TS. COM Translation Made Easy!

Typical Technical Overview • Database • • Web Server • • JRun, MSII Server Application Server • • MS SQL, Oracle, DB 2, Custom Database, File referenced. Jrun, Tomcat, Web. Sphere Operating system for web server • UNIX, LINUX, Windows NT STAR-TS. COM Translation Made Easy!

Implementation examples • • Dictionary Team • Different issues solved with terminology management. Developers QA Team STAR-TS. COM Translation Made Easy!

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. STAR-TS. COM Translation Made Easy!

Dictionary Team Input from team Centralised Management Remote Feedback loop XML Repository Multiple Dictionaries Output format PDF Printed Form Online STAR-TS. COM Translation Made Easy!

Developers QA Challenge • • Multiple bug bases around the globe. • Development teams challenged to fix bugs faster. Santa. Monica Acquired new companies on a regular basis Dublin • Different systems: • • Access, Notes, Bug. Track etc. So bugs where often repeated globally. Sunnyvale Vendor(s) STAR-TS. COM Translation Made Easy!

Developers QA Challenge • Developers/Localization had to find, understand fix bugs. • • Cycle of feedback in system: Fixed For Retest, Need More Info, Cannot Reproduce Retest Need More Info Cannot Reproduce STAR-TS. COM Translation Made Easy!

Solution • • Defined two sets of terminology for What is a bug? • • How to communicate - Bug Definition • • • Status – What is OPEN, What is CLOSED, etc. Priority – What is URGENT, What is HIGH IMPACT Severity – What is Severity 1, 2, 3 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 STAR-TS. COM Translation Made Easy!

Further Reading • Excellent overview on Terminology and IT Computer-Aided Translation Technology: A Practical Introduction by Lynne Bowker STAR-TS. COM Translation Made Easy!

Technology Implementation • • Technology implementations and issues The power of terminology tools Features and benefits Which tool is best for me? STAR-TS. COM Translation Made Easy!

The Power of Terminology Tools Information Communication User and Translators Communication Technology Quality Knowledge Management STAR-TS. COM Translation Made Easy!

The Power of Terminology Tools Helping Users and Translators • • • Translation of complex manuals made easier. • Lets look at a Term. Star Automotive Example • • As a translator I understand the process steps, so can translate in context. Easier to understand processes and implementations. Some companies have developed products around this concept. As an engineer I can clearly follow and understand the steps with my own level of knowledge. STAR-TS. COM Translation Made Easy!

Source Trados 2003 STAR-TS. COM Translation Made Easy!

The Power of Terminology Tools Technology Real Issue 1 – Live Terminology • • • 2 Sample clients…Same question • Challenges 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. • • 1) How do my translators get instant access on their desktops ? 2) How do I update my terminology instantly for each word. STAR-TS. COM Translation Made Easy!

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. STAR-TS. COM Translation Made Easy!

Solution 2 – Download Updates • • • Suggested Solution • • Downside 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. 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. STAR-TS. COM Translation Made Easy!

The Power of 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. STAR-TS. COM Translation Made Easy!

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 STAR-TS. COM Translation Made Easy!

The Power of Terminology Tools Multiple Dictionaries for Knowledge Management 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 Proofreading • Translation Internal Automotive Dictionary Technical Dictionary General Dictionary Terminology Creation STAR-TS. COM Translation Made Easy!

Features and benefits • What is the best tool for me? • I need benefits for • • Translation quality Productivity, ease of use STAR-TS. COM Translation Made Easy!

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 STAR-TS. COM Translation Made Easy!

Grammar information STAR-TS. COM Translation Made Easy!

Terminology Tool Analysis Checklist (1/3) STAR-TS. COM Translation Made Easy!

Terminology Tool Analysis Checklist (2/3) STAR-TS. COM Translation Made Easy!

Terminology Tool Analysis Checklist (3/3) STAR-TS. COM Translation Made Easy!

Terminology Management In Action www. star-webterm. com STAR-TS. COM Translation Made Easy!

Implementation STAR-TS. COM Translation Made Easy!

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Communication STAR-TS. COM Translation Made Easy!

What it does? • Central Management of Terminology • Multiple Dictionaries • Multiple Users with access control • It allows team to centrally manage multiple dictionaries, glossaries and terminologies. • It delivers the latest terminology instantly to all. • Manages the process flow for new terms STAR-TS. COM Translation Made Easy!

Global Data Distribution User 1 http Protocol Web. Term + DB Master DB + Web. Term + DB User 2 User 3 Web. Term + DB Term. Star XV Web. Term + DB STAR-TS. COM Translation Made Easy!

Benefits • Quality • Efficient Communication • Terminology Management in Virtual Teams • • • Worldwide Access Seamless Integration Everyone accesses the same Terminology Data Management made easy Remote working more efficient STAR-TS. COM Translation Made Easy!

Patent Pending Technology 1 • • Dynamic Linking (Patent Pending) • Enables you to easily and quickly find out, where and in which context terms have been used before. • Without any terminology maintenance effort on your part, can provide you with up-todate and project-specific examples any time you wish. Display all segments in which certain pairs of terms are used. STAR-TS. COM Translation Made Easy!

Patent Pending Technology 2 • Reference-based Spell-check (Patent Pending) • Spellchecking based on project reference material • • So looks at trend. Looks up all words of the active language pair in the reference material. With this type of spellcheck, Transit can regard the project's context – even for languages for which there is no spellcheck dictionary available. STAR-TS. COM Translation Made Easy!

In conclusion • • • Translation Memory is about the past. Terminology Management is about the future. Better Quality and Cheaper Costs • Quality • • • Benefit is less rework on translations Translation Memory kept current as TM degradation managed. Cost • • • QA and DTP reduced on files, Easier, faster and cheaper to communicate with customers. The Chinese whispers are silenced. STAR-TS. COM Translation Made Easy!

STAR Technology Solutions Damian. Scattergood@STAR-TS. COM Visit STAR-TS. COM Translation Made Easy! TM