19/08/2024

In our article on the most important DIN standards in the translation process, we provided an overview of the key standards that are used in the various phases of text creation, translation and terminology work. In view of the growing number of standards covering all steps of the translation process, it is becoming increasingly important not to lose sight of the common thread that ties all of these standards together. In this blog post, we look at the importance of translation project specifications as a unifying element and the central role they play in standards.

Quality is the key to long-term success, regardless of whether you manufacture products or provide services. Quality is also crucial in the translation industry. According to ISO 9000, quality is achieved when the defined requirements for a product or service are fulfilled. In translation, these requirements vary depending on the client, department, text type and specific project.

There are many different types of requirements. They can be:

• Implicit, such as requiring a text with no spelling or grammar errors.
• Concrete, such as instructions: “Product names and words highlighted in yellow must not be translated.”
• Mandatory, as specified in standards, e.g. that the translation must be revised in accordance with ISO 17100.

Requirements express the client’s needs and expectations. For example, a translation may only need to provide a rough degree of comprehension: it would achieve this level of quality even despite spelling errors. In another scenario, for example if stringent checklists and style guides are implemented to fulfil strictly defined specifications, even small errors can lead to major quality losses. If no requirements are specified, or if they are inadequately documented, this often results in dissatisfaction and inefficient processes. Standards and legal requirements help to clearly define these requirements.

Standards focus on standardisation and harmonisation, aiming to improve processes, make results more comparable and set minimum standards. The translation standards that we have already presented in our blog post ‘The most important DIN standards in the translation process‘ have this precise goal in mind: they create transparency and guarantee quality through defined processes. The common thread running through these standards is the requirements and the specifications drawn up on the basis of these requirements. Below, we explain how translation project specifications permeate all phases of a project and what role they play in the relevant standards.

Requirements play an important role even before the actual translation process begins. Even when writing the source text, there are basic requirements to consider, such as how exactly to word and design warnings or how to structure content. However, at this stage standards and guidelines also provide relevant requirements for the translation process.

Who is responsible?
Editors

Relevant standards/guidelines
DIN EN IEC/IEEE 82079-1, Medical Devices Regulation, Machinery Directive, editorial guidelines, DIN 8579

Role of specifications
In this phase, the specifications primarily relate to the source text. However, some of these specifications can also be used as requirements in the translation phase, because things that are important for users of the source-language documentation to know, for example how to operate a machine properly, are also important to those using the translation. In particular, the DIN 8579 standard on translation-oriented writing provides valuable recommendations on specifications for content that is going to be translated.

Relevant specifications
Examples: Target language(s), use of terminology, consistency, syntax and style, formatting, use of symbols and graphics

Once the source texts have been finalised, the next step is identifying the requirements for the translation. Clients and translation service providers work closely together to define specific project specifications.

Who is responsible?
Client: together with the translation service provider

Relevant standards/guidelines
ISO 11669

Role of specifications in the standard
ISO 11669 lays the foundations for developing translation project specifications and emphasises how important they are for achieving high-quality results. The standard provides valuable support in identifying requirements – based on an initial needs analysis and a risk assessment of potential translation errors. It also helps with selecting suitable service providers and drafting project specifications, which can be used as the basis for a written agreement.

Relevant specifications
The standard divides the specifications into ‘content parameters’ (e.g. target language, target group, purpose, terminology, style), ‘process parameters’ (e.g. file preparation, technologies to be used, additional test steps) and ‘other parameters’ (e.g. risks, reference material, required qualifications, security requirements, delivery methods, communication).

The translation service provider’s task is to organise the entire process to meet all of the client’s requirements upon delivery. The project specifications lay the foundation for a process that is focussed on quality. The specifications are necessary to even begin discussing the most appropriate technology, choose the right translation process (human vs. machine) and define additional process steps (e.g. file preparation, software check) or superfluous ones (e.g. revision, checking matches).

Who is responsible?
Translation service provider (in consultation with the client)

Relevant standards/guidelines
DIN EN ISO 17100, DIN ISO 18587

Role of specifications in the standards
Depending on the specifications, the translation process is organised in accordance with ISO 17100 (human translation with mandatory revision) or ISO 18587 (machine translation with subsequent post-editing). Sometimes it does not follow either standard, for example in instances where human translation is not being combined with revision. Both standards require the service provider to document the specifications, share them with all parties involved and ensure compliance. The specifications must be checked before delivery and, if necessary, adjusted based on customer feedback.

Relevant specifications
All specifications identified during this phase and specifications stipulated by the standards (e.g. selecting suitable employees, revision as a mandatory step in human translation)

The actual translation takes place in this phase and is either carried out by a human or by a machine. The previously documented specifications influence the entire process and are mandatory for all parties involved. Different process steps, such as file preparation or desktop publishing (DTP), may each be subject to their own requirements. The translation process therefore not only includes creating the text, but also the associated and subsequent review steps, terminology work, verification, final verification and feedback handling.

Who is responsible?
Everyone involved in the process (e.g. project managers, translators, revisers, post-editors, terminologists, editors, SEO experts and DTP specialists)

Relevant standards/guidelines
DIN EN ISO 17100, DIN ISO 18587

Role of specifications in the standards
The standards contain the defined specifications, which must be adhered to within the scope of the project, as well as requirements relating to the qualifications of all those involved and the use of professional translation technology. This ensures that the expertise required to fulfil the client’s requirements is available.

Relevant specifications
All documented and relevant specifications for each of the process steps; the required qualifications and skills of the specialised staff performing the translation; minimum requirements for human translation or post-editing of machine translation

Evaluation involves systematically checking whether the translation project specifications have been met. It can take place after each process step and can be carried out by both the client and the translation service provider. The evaluation checks whether the product meets the requirements and also enables further optimisation of the specifications through feedback.

Who is responsible?
Client, translation service provider

Relevant standards/guidelines
DIN ISO 5060

Role of specifications in the standard
This standard describes an analytical approach to evaluation. A segment-based check is carried out to determine whether the target language content matches the source text. Deviations from the specifications are classified as errors and evaluated according to their severity. The project-specific requirements determine how error categories are chosen and assigned.

Relevant specifications
All specifications that were relevant to the translation phase and had to be followed during the process.

Standards as the common thread in the translation process (Source: oneword GmbH)

Translation project specifications are the key component in high-quality translations. It is essential that the client and the translation service provider collaborate closely so that they can define the requirements clearly and can continuously improve on them. If you need support in creating translation project specifications, oneword is your perfect partner! Using our many years of experience, we play an active role in the DIN committee’s work on standards and have experience in designing translation and quality assurance processes. Please feel free to contact us by e-mail or using the form below.