Summer School 2004 Terminology Management Damian Scattergood Managing Director STAR Ireland

Summer School 2004 Terminology Management

Damian ScattergoodManaging Director

STAR Ireland

STAR-TS.COM Translation Made Easy! TM

STAR-TS.COMTranslation Made Easy!

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.


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


Today

• Section 1 – Quality begins with the right words

• Section 2 – Terminology Management

• Section 3 – Technology Implementation

• Section 4 – Technology WebTerm

• Ground Rules - Interactive


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.


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.


Imagine


A Childs Terminology

• Emma – Age 1

• Bobo

• That

• No

• No No

• Plane

• Boci

• Stuck

• Damian Age 29+

• Yes

• Daddy Do

• Stuck

• No

• Bold

• Plus 65,000 others

1) Not a one to one relationship2) Context is important


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?


We all do!

Marketing Teams

Support Team

Software developers

Sales Team

Customer


New Words

• What new words have you come across this year?


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?


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.


Terminology Stepping Stones

Communication Concept

Basic Terminology

Fundamental Communication

Complex Communication

Terminology Communication

Now we understand the challenge…


Terminology Management Tools

• What Terminology tools are available

• Mining Tools

• Terminology challenges

• Terminology management tools

• Who uses them

• Technical features of Terminology Systems


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)


Terminology Mining Tools

• Mine Corpora.

• Heuristics based approach to identifying terms.

• Specialist Area

• Only few tools in this space, Trados


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


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


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.


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.


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


Culture

• Adapted from “Translation is Not Enough” Alvin Yeo Localization Focus Mar 2003

Values

Rituals and

Practices

Heros

Symbols

Cultural Words and Terminology Phrases


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.


Terminology Management Tools

• Creation, Storing, updating and communication.

• Good variety of choice…

• STAR, SDL, Trados, Multitrans, Déjà Vu, Multicorpora, Terminotix, Synthema


Who uses terminology?

System

Costs

Coordination

Internal & External

Creation & Maintenance

Terminology Administrator

Purchaser, Controller

Terminology Manager

Technical Writer, Terminologist

User

Terminology

Comm

unication


Managing your terminology

Review process

Decentralised

Review Team

Centralised

Its important your terminology tools match your process

Desktop or Web based?

Network, Intranet or

Internet


A Desktop System


An Intranet/Network System


Global System


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


Implementation examples

• Dictionary Team

• Developers QA Team

• Different issues solved with terminology management.


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.


Dictionary Team

Input from team Output format

Centralised

Management

RemoteFeedback loop

PDFPrinted Form

OnlineXML RepositoryMultiple

Dictionaries


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.

Sunnyvale Vendor(s)

SantaMonica

Dublin


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

Retest

Cannot Reproduce

Need More Info


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


Further Reading

• Excellent overview on Terminology and IT

Computer-Aided Translation Technology: A Practical

Introduction

by Lynne Bowker


Technology Implementation

• Technology implementations and issues

• The power of terminology tools

• Features and benefits

• Which tool is best for me?


The Power of Terminology ToolsInformation

CommunicationUser and

Translators

Quality

Communication Technology

Knowledge Managemen

t


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.


Source Trados 2003


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.


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.


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.


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.


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


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

Internal Automotive Dictionary

Technical Dictionary

General Dictionary

Terminology Creation

Pro

ofr

ead

ing

Translation


Features and benefits

• What is the best tool for me?

• I need benefits for • Translation quality

• Productivity, ease of use


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


Grammar information

Grammer FeaturesNouns, Verbs etc

GenderAnimate vs Inanimate

Semantic classPlace of adjectives


Terminology Tool Analysis Checklist (1/3)

User featuresMultiple Dictionaries

Concordance Search with wildcards (*)Display terms in context

Good source and target languagesGrammer information

Dictionary customisationAdd terminology to your glossaries on the fly.

QA : Test consistency of term usage.



Technical Function ChecklistTerminology Export

TM Import/ExportDictionary import/Export

Memory AlignmentCorpus Creation

Corpus Terminology ExtractionSearch Engine with wildcards (*)

Images



Implementaion OptionsDesktop or Web based?

Network, Intranet or Internet? Technology

What database is needed?What servers are needed?

What is required to setup and maintain the system?


Terminology Management In Action

www.star-webterm.com


Implementation


Communication


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


Global Data Distribution

MasterDB+

WebTerm

WebTerm+

DB

WebTerm+

DB

WebTerm+

DB

WebTerm+

DB

http Protocol

User 1

User 3

User 2

TermStar XV


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


Patent Pending Technology 1

• Dynamic Linking (Patent Pending)

• Display all segments in which certain pairs of terms are used.

• 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-to-date and project-specific examples any time you wish.


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 spell-check, Transit can regard the project's context – even for languages for which there is no spell-check dictionary available.


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.

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STAR Technology Solutions

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Summer School 2004 Terminology Management Damian Scattergood Managing Director STAR Ireland

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