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DTP Tips for Successful Translation
Projects
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66% of Advanced Language's Translation projects include
additional services. One of these key services is Foreign Language Desktop
Publishing, supported by talented in-house specialists. If your
translation/localization projects require Foreign Language DTP, it may be
helpful to review the these tips to get your project started without delay.
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Why Use XML for Publishing?
By Dorothy Hoskins, Textenergy LLC
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This article by Dorothy Hoskins (principle of Textenergy
LLC, an Advanced Language Translation partner company) provides an excellent
overview of XML technology and how your company can benefit from it.
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Are You Addressing Industry Regulations?
By Anthony A. DiBiase, Spec-Hardened Systems
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This article, submitted by Tony DiBiase (President of
Spec-Hardened Systems, an Advanced Language Translation partner company),
specifically addresses regulations in the medical industry.
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Dictionary Of
International Trade Terms
|
Every industry has its unique terms, and international
trade is no different. This dictionary, part of the International Trade Data
System of the U.S. Customs Service, has hundreds of definitions of trade terms,
written in layman's language.
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|
Language
Facts
|
ALT is building a depository of interesting and useful
information about the language we support, in order to help educate our clients
and the world.
|
|
 |
World Trade
Center Discounts
|
If
you are located in the Upstate New York-Ontario, Canada region and are members
of the World Trade Center Buffalo Niagara (WTCBN), don’t forget to take
advantage of the Affinity Program negotiated withAdvanced
Language Translation Inc., to be continued throughout 2004.
|
|
International Internship Program
Gives Back
|
Advanced Language Translation has developed an
internship program for students focused on international careers.
|
|
Innovative Software Translates into
Accuracy and Cost Savings
|
Advanced Language Translation Inc. began is using a
series of new software to expedite our translation and localization
capabilities. The tools allow us to automate many of our services, which
converts time and money for our clients into cost-effective, quality
translations.
|
|
 |
|
| DTP Tips for Successful
Translation Projects
|
66% of Advanced Language's Translation projects include
additional services. One of these key services is Foreign Language Desktop
Publishing, supported by talented in-house specialists. If your
translation/localization projects require Foreign Language DTP, it may be
helpful to review the following tips to get your project started without delay.
Document Setup
• Keep things simple and consistent
• Use styles, but too many (more than 15) can complicate document processing
• Plan for expansion
• Limit text embedded in images
• Use global symbols and illustrations
• Think “International”
• Maintain editable source documents
• Avoid unused text off the margin (or out of sight) in documents, this text
may be counted
and translated
• Avoid using text boxes in MS Word
• Avoid splitting flowing text into separate objects. Make sure the text in the
document can
flow naturally when expanded.
• Try to create within industry standard applications (Microsoft, Adobe, etc.)
Expansion
• Expect up to 30 percent expansion (for most languages)
• Expect font size, character spacing, line spacing to reduce slightly after
translation to
fit translated text.
• Expect new pages to be added to technical manuals, long documentation.
• We have standard guidelines we follow for fitting translation, but we will
follow your
instructions if given.
Fonts
• Limit the use of “fancy” typefaces.
• Embed fonts into document when possible.
• Supply fonts to Advanced Language Translation.
• Do not outline, raster or render translatable text.
• Sometimes your fonts may be replaced with language compatible fonts during
translation.
Images
• Limit text embedded in images.
• If you do use text in images, please keep the original PhotoShop or
Illustrator EPS
document for translation.
• Plan for possible repositioning of images. We do not generally resize images,
but in some
cases, it’s inevitable.
• Plan for text expansion.
• Use global symbols and illustrations.
• Supply images to Advanced Language Translation.
Communication
• Take advantage of the “notes” features of the applications – include
guidelines for us to
follow when reformatting.
• If you would like, send a hard copy of the original and mark it up with
guidelines.
• Let us know if the translation is to be for print or for online use.
• Make sure the latest version gets sent to Advanced Language Translation.
• Make sure to supply all support files with the layout document whenever
possible.
• Do not hesitate to call us (585.697.0462 x 17) if you have any questions.
| Why Use XML for
Publishing?
|
XML technology has been given a lot of press over the
last three to four years. For large organizations with large publishing needs,
it is an obvious choice for streamlining the publishing process and dealing
with content management. From the perspective of a language service provider,
it also has the impact of streamlining the translation process and can minimize
the amount of desktop publishing or web integration work that is typical of
most multilingual projects. If you are not familiar with the benefits of XML
publishing, this article by Dorothy Hoskins (principle of Textenergy LLC, an
Advanced Language Translation partner company) provides an excellent overview
of XML technology and how your company can benefit from it. –Scott Bass,
President
Starting from End Results
If we start from the question, “What do publishing departments want to
achieve?” there are some general answers that apply to most publishing
departments. They want:
• Readable, cleanly laid-out documents regardless of whether they are delivered
on paper
or on screen
• Consistent quality of presentation across documents of the same sort,
without
hand-formatting
• Translated content of the same quality as the original language
• Efficiency of production, including quality assurance and content management
Let’s look at each of these goals in turn, relative to the capabilities of
XML-enabled publishing systems.
XML for delivery on paper and on screen
Goal: Readable, cleanly laid-out documents regardless of whether they
are delivered on paper or on screen.
XML features: In XML files, formatting
information (such as the size and font of text, the number of columns on a
page, or the use of bold and italics) is not mixed together with content
(text). The content is not embedded in binary objects in the file format,
either, but is contained in a structure that describes the relationships of all
the pieces (elements) of the content. This “freedom from formatting” allows
different layouts to be achieved with the same content source. Formatting
is applied separately from writing the content.
Presentation design (the way that the end user will see
the content on paper or on screen) can be created by design professionals to
suit each medium. This allows professionals to concentrate on their core skill
sets; writers write and designer's design, maximizing the skillset of each.
XML to achieve consistent presentations
Goal: Consistent quality of presentation across documents of the same
sort, without hand-formatting.
XML features: The structure of the content will
be the same for each XML document based on a given set of structure rules
(called a Document Type Definition or, more recently, a schema). Thus
processing will produce predictable output from valid XML sources
every time. The rules in a DTD or schema also prevent “tweaking”* content
line-by-line or column-by-column (which may be an exercise in futility anyway,
since the content may be reflowed for each different presentation).
* Estimates of writer’s time spent on “tweaking” content
formatting range as high as 30% of billable hours.
XML for translated content?
Goal: Translated content of the same quality as the original language.
XML features: This may be a common path to
achieve a translation:
1. [client] send paginated, formatted publishing document file for translation
2. [translation house] open document in client’s publishing application
3. [translation house] save it into whatever application the translator uses
(often a copy/paste
or Export operation)
4. [translator] key in the translation for the content in the translator’s
application
5. [translation house] retrieve the translated text, putting it back into the
source application
(often a copy/paste or Import operation)
6. [translation house] adjust the pagination and formatting to fit the
client’s
publishing application
7. [translation house] save and send translated document file to the client
8. [client] open translated file in publishing application and check
layout/formatting
The whole operation may be simplified by removing all of the
application-specific layout and formatting steps:
1. [client] save the file as valid XML
2. [translation house] send the content in XML form for translation
3. [translator] translate the XML content (but not the structure), no
formatting required
4. [translation house] send the translated XML file to the client
5. [client] import the translated XML into the publishing application, which
applies formatting
to the content as the XML is imported*.
*requires that the client and translation house both have the rules for the XML
(DTD or schema) to check that the XML stays valid throughout the translation
process, and that the translator have an XML editing tool (may be just a text
editor, or an XML tool).
The XML-enabled process also allows for greater
automation of all the steps except the critical human function of translation
itself, greatly reducing time (and thereby expense).
Use XML for productivity
Goal: Efficiency of production, including quality assurance and content
management.
XML features: Automated procedures like batch processes can produce the
desired outputs from the XML content (including hundreds/thousands of outputs
per hour). Processes can check for adherence to the rules and stop processing
and report errors, ensuring that XML content contains required elements in the
correct sequence for the specific type of document.
Libraries of content can be developed and maintained, using XML metadata
(information about who created the content, when and what its purpose and
copyrights are, for example). Version controls can track how a document has
changed over time, and who has altered it. This enables documented mandated
compliance for regulated content, among other advantages.
Gaining XML Advantages
There are ways to achieve each of these goals without XML. But XML makes many
of these goals faster and more reliable to achieve. The best way to determine
the suitability for XML for your publishing needs is to evaluate how much time
you spend on
• searching for the right document or content piece across multiple directories
and files;
• formatting documents for all your different publishing application
outputs;
• rechecking content after copy/paste operations; and
• recreating formatting in translated content.
Evaluating the cost/benefit ratio takes time, so
consider that the fastest way to achieve results may be with a selected set of
documents of the same type, originating in the same publishing application, and
being delivered in the same output format. For example, work on all of your
Material Data Safety Sheets in Word that are going into HTML, or all of your
quick reference guides in FrameMaker that are going to PDF. Pilot projects with
targeted goals will help you judge the suitability of XML for your overall
publishing process.
Who’s Using XML for Publishing?
Major on-line publishing ventures depend on XML to produce PDF and HTML
content, or news feeds for scrolling headlines and other web
services/applications. Microsoft, Sun, IBM and open source developers are all
working constantly on new uses for XML for business applications and document
publishing. Major corporations like Eastman Kodak and Oracle use XML to produce
their web content.
For those who are thinking that XML sounds too
complicated, there are publishing tools/plug-ins already created or under
development (for Adobe FrameMaker, Microsoft Word, Quark Xpress, Adobe InDesign
and Macromedia Dreamweaver) that help you create XML in WYSIWYG views without
knowing everything about XML itself. In particular, Adobe FrameMaker 7 is the
tool of choice for technical publishing, although Microsoft is also
XML-enabling Word in its latest incarnation. Sun’s Star Office suite uses XML
natively for creating documents and runs on Linux/Unix, for those who prefer
open-source applications.
Converting existing documents to XML may be worthwhile
for critical content. It is more cost-effective to use a dedicated XML tool or
plug-in to create new documents based on a DTD or schema.
(c)
Copyright 2003, Dorothy J. Hoskins.
| Are You Addressing
Industry Regulations?
|
Language translation requirements are frequently
specified in international Electromagnetic Compatibility (EMC) and Product
Safety regulatory compliance documents. Commonly, countries that are not a part
of the European Union (EU) utilize the EU's European Norm (EN) certification
requirements as a basis for products for which manufacturers have to
demonstrate compliance.
The official languages of the EU are English, French, and German. In countries
where at least one of these is not a native language, translation of conformity
documents and product literature will often be required.
The following article, submitted by Tony DiBiase (President of Spec-Hardened
Systems, an Advanced Language Translation partner company), specifically
addresses the medical industry.
MEETING THE IN VITRO DIAGNOSTIC DEVICE DIRECTIVE (IVDD) REQUIREMENTS FOR
MARKETING MEDICAL DEVICE PRODUCTS IN THE EUROPEAN UNION (EU)
The final EU directive for Electromagnetic Compatibility
(EMC) and Product Safety regulatory requirements for marketing medical devices
in the EU are now mandatory. The In Vitro (Latin for “in glass”)
Diagnostic Device Directive 98/79/EC of October 27, 1998 requirements for CE
marking of IVDD products, as specified in the directive, was started on 6/7/02
and became mandatory as of 12/7/03. As stated in the directive an a IVDD
device is defined as:
“Any medical device which is a reagent, reagent
product, calibrator, control material, kit, instrument, apparatus, equipment or
system, where used alone or in combination, intended by the manufacture to be
used in vitro for the examination of specimens, including blood and tissue
donations, derived from the human body, solely or principally for the purpose
of providing information:
• concerning a physiological or pathological state, or
• concerning a congenital abnormality, or
• to determine the safety and compatibility with potential recipients, or
• to monitor therapeutic measures."
There are two other medical device directives that are included in the EU CE
Mark system for products that are to be marketed in the EU. They are:
• the Medical Device Directive (MDD) Council Directive 93/42/EEC: 1993, which
covers most
other types of medical device products, with the exclusion of IVDD
devices, and
• the Council Directive 90/385/EEC: 1990 which applies to Active Implantable
Medical
Devices (AIMD).
The IVDD requirements are closely tailored after those specified in both the
MDD and AIMD documents. The final implementation of the IVDD requirements
completes the CE Mark section of the EU Medical Directive System. This system
imposes definitive EMC and Product Safety regulatory requirements for medical
products that are to be sold in the EU.
The requirements for CE marking of IVDD products varies with the degree of risk
associated with the application of the product, as it pertains to human safety.
There are four risk categories defined in the IVDD specification applicable to
different types of products. The lowest risk classification is specified as a
Class 1 Device, with an ascending order of higher risk to Class 4. A third
party involvement is required for certification of all IVDD devices, except for
the Class 1 device. This third party is specified as a Notified Body, which is
an organization that takes on the obligation of insuring that all the
directive’s requirements are met. It is delegated the responsibility of issuing
all the required conformity documents. For Class 1 devices, the manufacture can
make a Declaration of Conformity by applying the Self-Certification method.
Using the Self-Certification method, there is no third party involvement
required. For all product classifications a full quality assurance program must
be in place at the manufacture’s location. The primary documents that are
associated with the required quality assurance program are EN29001, EN46001,
and EN ISO 13485. A Risk Analysis must be performed on all IVDD type devices.
The In-Vitro Diagnostic Device Directive (1998)
specifies its language translation requirements in Article 9, Section 11 of the
document. It states as follows in Conformity Assessment Procedures:
"The records and correspondence relating to the
procedures referred to in
paragraphs 1 to 4 shall be in an official language of the Member State in which
the procedures are carried out and/or in another Community language acceptable
to the notified body."*
*A notified body is a third party conformity assessment organization used by a
manufacturer to assess the conformity of his product to the requirements of the
applicable regulatory requirements.
With the globalization of the world’s marketplace, the
growing importance of the expanding EU economy, and the trend towards putting
in place a set of universal EMC and Product Safety standards, manufacturers-for
their own business interests-must move forward with their efforts to meet
regulatory and translation compliance requirements.
Anthony A. DiBiase is the President of Spec-Hardened
Systems, Rochester, NY, and EMC and Safety consulting company. He is a graduate
of the Rochester Institute of Technology and holds a BSEE. He has presented
several seminars on EMC topics.
For additional information regarding CE requirements
pertaining to EMC emissions in the Medical Industry offered by Mr. DiBiase,
please view:
http://www.rbitem.com/ArchivedArticles/medical/u_01_09.pdf
| Dictionary Of
International Trade Terms
|
 |
Every industry has its unique terms, and international
trade is no different. Words like "bailment", "mala fides", and "tender" have
their own special meanings in the business of trade, and if you want to learn
them, go to the Dictionary of
International Trade Terms. This dictionary, part of the International
Trade Data System of the U.S. Customs Service, has hundreds of definitions of
trade terms, written in layman's language.
This site not only gives an effective description of
terminology, but also outlines what it takes to globalize an application and
get you headed in the right direction!
| Language Facts
|
|
ALT is building a depository of interesting and useful
information about the language we support, in order to help educate our clients
and the world. Check out the "Languages" section of our
Resources page to see what languages are available.
Currently, we only have 5 languages completed, but check
back frequently, as we will be adding more soon.
| World Trade Center
Discounts
|
|
If you are located in the Upstate New
York-Ontario, Canada region and are members of the World Trade Center Buffalo
Niagara (WTCBN), don’t forget to take advantage of the Affinity Program
negotiated with Advanced Language Translation Inc., to be continued throughout
2004.
WTCBN delivers a range of services to area members (view service listing at
http://www.wtcbn.org/services.html), and recognizes that foreign
language content in literature, software and websites can assist member
company’s foreign market expansion goals. The program extends members a 10%
discount off their translation/localization requirements placed with
Advanced Language Translation. (Not applicable to Multilingual Mictosite™ or
for software products).
If you are NOT located in the WTCBN region, but you are a World Trade Center
member nationwide, we would be happy to extend a 10% discount toward
your next project, with a requested delivery before February 29, 2004. If this
is a discount that proves valuable to you, you may want to suggest your local
World Trade Center consider a similar program in your region. Contact Cheryl
Schreiner at info@advancedlanguage.com
for details.
| International
Internship Program Gives Back
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|
Advanced Language Translation has developed an
internship program for students focused on international careers. The most
recent participants were from France, Germany and the U.S. through arrangements
with Kent State, the State University of New York at Brockport and the
universities of Le Mans (France) and Leipzig and Flensburg (Germany).
Most of the internships offered at Advanced Language Translation Inc. (ALT)
last for a semester with a monthly stipend available to the qualified
candidates. Students are offered an opportunity to learn how a translation and
localization company works. “They gain first-hand knowledge about project
management, processes, and tools. But, mostly, they learn the importance of
customer service,” says Scott Bass, president and founder of ALT. The
students are required to have strong recommendations from their instructors and
advisors, and be willing to take-on project management, production, and
translation tasks.
“Internships enable us to ‘give back’ to the industry as well as help grow
professionals who are specialized in the translation/localization field— a rare
find.” ALT plans to continue to offer internships for translation,
localization, and international marketing. They cite the advantages of
providing an internship program as a reason to continue. Bass notes, “We
establish good relationships with individuals who could potentially return for
full-time employment or will end up working in our industry.” ALT
maintains relationships with translators on seven continents.
For more information on Advanced Language Translation's Internship program,
call (585) 697-0462.
| Innovative
Software Translates into Accuracy and Cost Savings
|
|
Throughout 2003 Advanced Language Translation Inc. began using a series of new software to expedite our translation and localization capabilities. The tools allow us to automate many of their services, which converts time and money for their clients into cost-effective, quality translations.
The use of
WebPosition
Gold (published by FirstPlace Software) is an example of an innovation that Advanced Language Translation can leverage by increasing effectiveness in their clients’ localization projects. “It allows us to help our clients position their web sites more frequently in search engines,” notes Scott Bass, president and founder. Clients who would like to increase their overseas traffic can rely on more frequent appearances in the search engines. This service sets Advanced Language Translation apart from their competitors who are largely unaware of the importance of web marketing and search engine optimization. When researching software, Bass
notes, “Our primary consideration is typically operational effectiveness. We ask, how will
this software enable us to translate faster, layout multilingual text better
and more efficiently, or localize complicated websites more easily–and most
importantly, add value for our customers”
The use of CopyFlow Gold (published by North Atlantic Publishing Systems, Inc.), an add-on tool for Quark Express®, is another example. In the past, it was necessary to extract text for translation from an original layout, insert the translation back into the layout, and then comb the document carefully for correct copy flow–a process that took hours. The use of this new add-on tool allows for seamless transition to the translated versions in a faster cycle. The quicker transition saves time and money; which is transferred back to the customer in less expensive print media translations.
“It cuts the time for placement of translated text by at least 50%. It also
eliminates errors which arise if the text in a Quark document needs to be
manually extracted,” Bass commented.
Lastly, the use ofDWG Global (published by R.G.Ahrens & Associates) allows Advanced Language Translation to determine the amount of text in an AutoCAD drawing to be translated, and then extracts the text in a format that can easily be shared with staff and be accessed by translators and editors. Bass elaborates that,
“It allows us to quickly ascertain how much translatable text exists in a series of technical
drawings so the scope of the project can be assessed and a quote prepared. In
turn, it allows us to just as easily insert the translated text back into the
drawings.” In the past, it was necessary to extract copy and
instructions in drawings using a painstaking manual process that had
a high margin for error. Additionally, manual extraction required
the translator to have a working knowledge of AutoCAD software – a
unique set of qualifications that is rare.
| Happy
Holidays!
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From our house to yours.
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Important
Announcement
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ALT will be closed from Wednesday, 12/24/03 at Noon
– thru Monday, 1/5/04 in celebration of the holiday season.
If inquiries or project delivery is required before year’s end, please send
them at your earliest convenience for immediate attention. As always, every
effort will be made to support your needs.
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