Standards Certification and Translation Services Presentation March 2004

Standards, Certification and Translation Services Presentation, March 2004 Munich, Prague, Vienna, Edith Vanghelof camels@camels. at www. camels. at 1

The Translation Market in Austria Small • 70% are one-person businesses • Largest ones have around 15 employees • No market entry barriers, anyone can register for a business license and offer translation services 2

The Translation Market in Austria Professional Organizations • Membership in Chamber of Commerce obligatory if provider has a business. Business license required if service is provided on a commercial basis, i. e. , freelancers are exempt if they perform the services themselves (no subcontracting) • Association of university graduates • Association of literary translators 3

Translation Market Trends • Clients expect quality at lower prices and shorter turnaround times • Translation has become a commodity in some segments, e. g. localization • Long-term trend: growing • Translation standards and certification give translation service providers a competitive advantage 4

What is a Standard? Standard: • A standard is a document that has been defined in consensus and has been acknowledged by a recognized body. It defines rules, guidelines or criteria that apply generally to an activity or the outcome of an activity that can be repeated. 5

What is a Standard? Standards are based on the generally accepted findings of scientific research, technology and experience and are conceived to promote the best interests of society in general. (DIN EN ISO 45014, May 1990) 6

What is Quality? Quality is not an absolute value but varies by –context –purpose Quality refers to product quality, service quality and process quality 7

What is Quality? U. S. Post Office, Cisco, Utah 8

What is Certification? Certification: • Certification is a process or the outcome of a process which confirms that a company or person complies with the requirements of a standard. 9

Certification is an Investment • The decision to become certified is an investment and like all investments it is a business decision. • Depending on a translation service provider‘s strategy and business goals, certification can be a useful tool. 10

Benefits for the Translation Service Provider • The certification process is an opportunity to analyze, standardize and make your work processes more efficient • Introduce quality management: quality assurance and quality control procedures 11

Overview of Relevant Standards in Europe 12

Overview of Relevant Standards in Europe • 1977: ISO 2384 “Documentation – Presentation of translations” • ISO 9000: 2000 (now: 9001: 2000) • 1995: UNI 10574 “Definition of services and activities of translation and interpreting enterprises” • 1998: DIN 2345 “Translation Contracts” • 1999: ÖNORM D 1200 and D 1201 • 2002: ISO 12616 “Translation-oriented terminography” 13

1977: ISO 2384 “Documentation – Presentation of translations” • Sets out rules to ensure that translations are presented in a standard form which will simplify their use by different categories of user. Applies to the translation of all documents, whether the translation is complete, partial or abridged. Four types of translation are discussed. 14

ISO 9000: 2000 • Set of international standards for international quality assurance systems • Defines procedures, but does not provide a measure of actual quality control • Originally created for military procurement in the 1950 s • General, abstract system • Certification is mandatory 15

Germany DIN 2345: Germany in 1998 • Focus on translation process and how the service is to be provided – Organizational aspects: quotes, contracts, delivery forms, hardware, software, subcontracting, confidential treatment of documents, etc. – Content aspects: type of text, target audience, agreements on terminology, support to be provided by client 16

Germany DIN 2345 • No certification, only registration • Documentation of all processes • Qualification expected of the persons providing the service 17

Italy UNI 10574: 1996 “Definition of service and activities of translation and interpreting enterprises” Content: • Scope and field of application • Normative references • Terms and definitions • Service requirements • Minimum physical structure of enterprise supplier • Indications for the enterprise 18

2002: ISO 12616 “Translationoriented terminography • Brand new • To help translators work more efficiently • Deals with the recording and presentation of terminological data 19

Europe Union CEN (Comité Européen de Normalisation) European Committee for Standardization • Work in progress on a standard for translation services • Task Force established CEN/BTTF 138 • Work should be completed by 2005 20

EUATC Proposal EUATC (European Union of Associations of Translation Companies) proposal to CEN Quality standard for translation services to create a unified, Europe-wide quality standard for translation companies Content: • Terms and definitions • Quality requirements/management • Contracting procedure • Planning and implementing the service product • Training 21

Austria ÖNORM D 1200: 2000 “Translation and interpretation services. Translation services. Requirements for the service and the provision of the service” ÖNORM D 1201: 2000 “Translation and interpretation services. Translation contracts” 22

The Austrian Standard ÖNORM D 1200: 2000 23

The Austrian Standard ÖNORM D 1200: 2000 • Contents – Scope – Definitions – Service requirements – Provision of the service 24

Definitions • Service provider – Natural or legal person offering or providing translation services • Service – Collective term for all the activities to be performed by the service provider • Provision of the service – Collective term for all the resources used by the service provider to render the service, including human, technical, 25

Definitions • Translating – Written rendering of a text from a source language to a target language • Interpreting – Oral rendering of a text from a source language to a target language • Source text – Any defined set of symbols that may serve as an original and/or as the informational basis for the production of a target text 26

Definitions • Target text – any set of symbols resulting from a transfer activity that may fulfil a certain purpose for a specific addressee or target group • Text function – function to be fulfilled by a text for a specific target group • Source language(s) – language(s) in which the source text has been prepared 27

Definitions • Target language(s) – language(s) into which the source text is to be transferred • Active language – language from and to which the service provider translates (e. g. from English to German and vice versa) • Passive language – language from which the service provider translates (e. g. from English to German, but not vice versa) 28

Definitions • Parallel text – a target-language sample text that, if possible, was prepared by a native speaker and ideally represents the text type conventions (lexis, idiomaticity, text structure, etc. ) to be taken into account in the production of the target text • Background text – a text that provides the factual and textual information (background knowledge) required for understanding the source text and/or for the production of the target text • Controlled language – language with a pre-defined vocabulary and a predefined syntax with strict rules for text structure 29

Service requirements Service categories Transfer • Transfer shall include all the intellectual and material services required for the production of the target text. Different types of linguistic and cultural transfer are as follows: 30

Service requirements Service categories • Documentary translation: Follows the wording of the source text and represents the source-language structures by targetlanguage means 31

Service requirements Service categories • Communicative/functional translation: Based on the source text and the text type conventions of the target language, the target text is worded taking into account previous and background knowledge, as well as the linguistic and cultural expectations of the target audience. 32

Service requirements Service categories • Adaptation: The source text is adapted according to formal and/or content-related criteria to meet the requirements of the target-text function. The type and extent of adaptation shall be agreed explicitly and shall be identified as such (e. g. expansion or shortening of a text). 33

Service requirements Service categories • Informative translation: The information contained in a source text that is of relevance to a specific purpose is summarised in the target text and/or relevant excerpts are translated. • Rewriting: Loosely based on the source text, the target text is written to fulfil the target-text function. 34

Service requirements Service categories • Updating: An existing target text is amended and updated on the basis of current information available in the source or target language, in addition to the original source text (e. g. documentation update). • Localisation: Linguistic and cultural adaptation and translation of software applications, technical descriptions, user manuals, etc. , for local markets. 35

Localization 36

Service requirements Service categories • Internationalisation: Adaptation of software products, technical descriptions, user manuals, etc. , to permit subsequent localisation. • Technical documentation: Production of user-friendly reference texts appropriate to the target group and the target culture (instructions for use, repair manuals, etc. ). 37

Service requirements Service categories • Post-editing of machine translations: A machine-translated text is compared with the source text and revised to eliminate errors of meaning and to improve the linguistic quality of the target text in accordance with specified quality parameters. 38

Linguistic parameters • Printable version: Target text in compliance with the rules and conventions of the target language and with communicative usage in the target culture with regard to standard and specialised lexis, grammar, syntax, idiomaticity, style and other specific characteristics of the text type. 39

Linguistic parameters • Standard version: Target text in compliance with the rules and conventions of the target language with regard to lexis, grammar, syntax and idiomaticity. In terms of specialised language, the standard version uses the latest terminology for the subject discussed in the text. A standard version is not suitable for publication in its original form and needs to be reviewed and revised in technical and/or editorial terms if it is to be published. 40

Linguistic parameters • Working version: Target text in compliance with the usage, rules and conventions of the target language with regard to grammar and syntax. A working version may contain deficiencies of style and idiomaticity, and technical terms may be paraphrased. In isolated cases, alternatives may be given for terms. A working version is never suitable for publication. 41

Basic qualifications • Translating competence: Translating competence includes the ability to professionally translate texts. It also comprises the ability to correctly assess problems of text comprehension and text production as well as the ability to render the target text in accordance with service specifications and to explain the reasons for choices made. 42

Basic qualifications • Linguistic and textual competence in the source language(s) and the target language(s): Linguistic and textual competence includes the ability to understand use the source language and target languages as appropriate to specific situations. Textual competence requires knowledge of text type conventions for as wide a range of standardlanguage and specialised texts as possible and includes the ability to apply this knowledge in the production of texts. 43

Linguistic and textual competence 44

Basic qualifications • Research competence, information acquisition and processing: Research competence includes the ability to efficiently acquire the additional linguistic and specialised knowledge necessary to understand the source text and to produce the target text. It also comprises the ability to acquire implied knowledge, to assess one’s own knowledge in a self-critical way, to eliminate any existing knowledge gaps and to integrate new information with existing knowledge. 45

Research Competence 46

Basic qualifications • Research competence also requires experience in the use of research tools and the ability to develop suitable strategies for the efficient utilisation of the information sources available. 47

Basic qualifications • Cultural competence: Cultural competence includes the ability to make use of information about the knowledge base, behavioural standards and value systems that characterise the source and target cultures. 48

Cultural competence 49

Basic qualifications • Technical competence: Technical competence comprises the abilities and skills required for professional preparation and production of translations. A minimum requirement shall be the ability to use word processing programs and terminology collections. 50

Further training The service provider shall perfect his/her knowledge – with regard to the basic qualifications in accordance with 4. 1. 1, – with regard to his/her fields of specialisation and specialised languages, and – on issues relating to the profession. 51

Certification according to ÖNORM D 1200 52

Certification according to ÖNORM D 1200 • The certification documents conformity with the standard for the active and passive languages that the translation service provider applies for under ÖNORM D 1200 53

Certification according to ÖNORM D 1200 • Reference projects for at least three years prior to application. • Applications may be submitted by any person or legal entity. 54

Checklist • Application • Documentation • Audit • Re-audit after three years 55

The Audit • Documentation procedures • Security and confidentiality • Random audit of the documentation of two assignments 56

Example: Section 4. 1. 1 “Basic qualifications” The documentation: • Evidence of education and further training completed • Presentation of any fields of specialization, if given • Documentation of experience 57

Example: Section 4. 1. 1 "Basic qualifications” Translation competence The audit: • Production of a translation (for all active and passive languages applied for) in a standard quality version pursuant to 3. 1. 3, ÖNORM D 1200; the text to be translated will be supplied by the expert auditor. The candidate shall have the right to propose a specialized field prior to the audit. 58

Example: Section 4. 1. 1 "Basic qualifications” Translation competence Working conditions: • Free choice of means of production PC). • Free access to all resources and materials. The source text for the translation to be produced shall have a length of one page, with one page being defined as having a minimum of 1500 and a maximum of 1800 characters (including spaces). 59

Example: Section 4. 1. 1 "Basic qualifications” Translation competence Fulfilment criteria: • The quality of the translation produced shall comply with the criteria of the standard version pursuant to 3. 1. 3, ÖNORM D 1200. . 60

Example: Section 4. 1. 1 "Basic qualifications” Translation competence • The parameters for the translation shall be defined by the expert auditor regarding – the target audience, and – if required, the terminology. 61

Example: Section 4. 1. 1 "Basic qualifications” Technical competence The audit: The examination of the use of terminology collections and the capability of using computer systems (word processing applications). 62

Audit Example: Section 4. 1. 1 "Basic qualifications” Technical competence Fulfilment criteria: The translation(s) produced and the reference projects audited show that the candidate is capable of using the required terminology collections and “state-of-theart” computer systems for producing translations 63

Auditors Expert auditors Requirements a) An expert auditor shall be qualified as a translator pursuant to Section 4. 1. 1 of ÖNORM D 1200 for the language to be certified; 64

Auditors b) The principal occupation of an expert auditor shall be that of an active professional translator; c) An expert auditor shall have at least five years of management experience as an owner or in a managing position of a service provider in the field of translation. 65

Auditors • The Certification Body of ON shall have the right to select the expert auditors. The Certification Body shall keep a list of all auditors admitted by ON. 66

The European Translation Standard Work in Progress 67

The European Translation Standard History January 2002: CEN, short for Comité Européen de Normalisation (European Committee for Standardization) met and adopted a proposal put forth by the European Union of Associations of Translation Companies (EUATC) as a new project "CEN N 1098 'Quality systems - Translation companies - Particular requirements for the application of EN ISO 9001' 68

The European Translation Standard The original EUATC proposal discussed at the meeting called for a standard applicable only to translation agencies and companies, and after a long debate it was rejected. 69

The Task Force CEN/BTTF 138 "Translation Services” • December 2002 – The Task Force CEN/BTTF 138 "Translation Services” was established to develop a standard applicable to all providers of translation services regardless of whether they are organized as a company or work as freelance translators. 70

The European Translation Standard • AEONOR (Spanish standards organization was elected Secretariat of the Task Force) • Assignment of project leaders: Germany, Austria, Finland, Spain and UK 71

CEN/BTTF 138 "Translation Services” Project Leaders: • Terms and definitions, Project leader: Germany • Basic requirements, Project leader: Austria • Client-service provider relationship, Project leader: Finland 72

CEN/BTTF 138 "Translation Services” Project Leaders: • Procedures in translation services, Project leader: Spain • Added value services, Project leader: UK 73

CEN/BTTF 138 "Translation Services” Business Plan Scope • Standardization of the requirements for the provision of translation services. – procedures in translation services – human resources and their qualifications – project management – technical resources – quality management/assurance 74

CEN/BTTF 138 "Translation Services” Work Programme – BTTF 138 agrees to develop only one project. – Title: Translation services Target dates: – Stage 32: November 2004 – Stage 40: March 2005 – Stage 49: November 2005 75

CEN/BTTF 138 "Translation Services” Content of the standard: 1 Scope 2 Normative references 3 Terms and definitions (Germany) 76

CEN/BTTF 138 “Translation Services” 4 Basic requirements (Austria) 4. 1 Infrastructure - human resources - technical resources 4. 2 Quality management (quality of the service not of the translation itself) 4. 3 Project management 77

CEN/BTTF 138 "Translation Services” 5 Client-service provider relationship (Finland) – Rights and duties of provider and client – Determination of project-related requirements – Contractual framework 78

CEN/BTTF 138 "Translation Services” 6 Procedures in translation services (Spain) – 6. 1 Preparation 6. 1. 1. Administrative work 6. 1. 2. Technical work 6. 1. 3. Linguistic work 6. 1. 4 Terminology and research 79

CEN/BTTF 138 "Translation Services” – 6. 2 Translation process – translation work as the core product – localisation – verification/validation (control if product meets all the client requirements, including proof reading) – other services provided 80

CEN/BTTF 138 "Translation Services” 7 Added value services (UK) Informative Annex – Legalisation, notarisation, etc, according to the national requirements – Adaptation – Rewriting – Updating – Terminology data base creation and management 81

Added value services 82

CEN/BTTF 138 "Translation Services” 7 Added value services (UK) Informative Annex – Transcription – Transliteration – DTP, graphic and web design, cameraready artwork – Technical writing – Review and/or revision of translations from third parties 83

CEN/BTTF 138 "Translation Services” Terms and Definitions • Checker • Reviser • Reviewer 84

CEN/BTTF 138 "Translation Services” Terms and Definitions “ 5. 3. 1 Project Management • Assigning checkers, revisers and reviewers. Assigning any other specialists involved in any added-value services for the project. ” 85

CEN/BTTF 138 "Translation Services” Terms and Definitions Reviser • The reviser shall be a person other than the translator and have the appropriate competence in the source and target languages. The reviser shall examine the translation for its suitability for purpose. This shall include, as required by the project, comparison of the source and target texts for terminology consistency, register and style. 86

CEN/BTTF 138 "Translation Services” Terms and Definitions Reviewer • The reviewer shall have domain competence, shall carry out a monolingual review to assess the suitability of the final translation for the agreed purpose (e. g. by assessing it for register and to ensure that it respects the conventions of the domain in question). 87

CEN/BTTF 138 "Translation Services” Terms and Definitions 88

CEN/BTTF 138 "Translation Services” Informative Annexes • • • Project registration details – log Technical pre-translation processing Source text analysis Style guide List of added value services 89

Topics for Discussion • Translation quality and standardization – Translation standards cannot guarantee the quality of the translation itself, because it is not a product but an intellectual service. – The creative element in translating cannot be accounted for in a standard. 90

Topics for Discussion • Certification – Market interests always play a role in any process that strives to limit access regardless of the arguments. – The integrity of the expert auditors conducting the certification. 91

Documents and Websites • • EU Commission: Evaluation of the economic and social impact of multilingualism in Europe, ASSIM Study, Final Report Initial Study - Executive Summary, Power. Point Presentation, available at http: //europa. eu. int/comm/information_society /evaluation/pdf/report 2 mlis_en. pdf Presentation by Deborah Fry of Fry&Bonthrone (in German only), www. fbpartners. com 92

Documents and Websites • • Website of the European Committee for Standardization): www. cenorm. be Certification Guideline for ON D 1200. Write to peter. jonas@onorm. at Order the Austrian standards ON D 1200 and ON D 1201 at peter. jonas@onorm. at Information brochure on the ON D 1200 and ON D 1201 standards published by the Austrian Standards Institute (www. on-norm. at) (in German only); Write to peter. jonas@onorm. at. 93

Edith Vanghelof camels@camels. at Send me an e-mail to receive any documents available electronically. 94