Maintaining consistency and precision in highly specialized translation projects (think legal, financial, medical, manufacturing) is only possible with a glossary of terms that provides the term, its definition, and the most precise translation. Here’s how you can build such an essential tool and, more importantly, maximize its benefits.

The Role of a Glossary in Translation Quality

A glossary is a curated list of terms (words or phrases) with fixed meanings and approved translations. It’s usually specific to a particular project, company, or industry and includes:

• Words or phrases that are specific to your company or industry (words in general vocabulary aren’t needed)
• Detailed explanations or descriptions of the terms
• Notes on the term’s usage and examples
• Abbreviations or acronyms particular to a company or industry
• Approved translations of the terms into all your target languages

The glossary (also often called a termbase) guides translators in choosing translations in complex projects that contain technical or specialized terms, especially when experts lack context. It is usually managed through a translation management system (TMS) or termbase system (TBS) tool. Instead of wasting long hours trying to find suitable translations for technical terms (and making bad guesses), they can rely on this resource for precise and approved translations.

It’s also a reliable assistant that can help speed up translation projects. When a translator begins working on a segment in the translation management system (TMS), the term base automatically checks for any terms or phrases that match its entries. Every match triggers a suggestion on how those terms should be translated, speeding up the translation process.

Terminology Management System Examples

There are currently over 30 TBS tools to choose from. Here are some of the most widely used:

• memoQ is a comprehensive tool for translation and localization management, famous for its advanced terminology management, quality assurance checks, and collaborative workflows. It supports many file formats and is highly customizable, making it ideal for projects that involve large volumes of text.
• SDL MultiTerm is a leading terminology management system that provides easy access to approved terms and definitions. It’s ideal for multilingual termbases, enabling term extraction, validation, and synchronization. It integrates with SDL Trados Studio.
• TermSolutions GmbH focuses on customization and integration within existing workflows so the software can fit the specific needs of various industries and companies. It integrates with many content management systems and computer-assisted translation (CAT) tools.
• Lexeri is a modern terminology management platform designed to simplify and enhance the management of multilingual termbases. It allows multiple users to collaborate on termbase updates simultaneously, ensuring all stakeholders can contribute and stay aligned.
• TermWeb is a web-based terminology management system designed for organizations that manage large and complex termbases. Its features include advanced search capabilities, customizable terminology entries, and integration with other translation tools.

How We Create Term Databases at Hansem Global

Creating comprehensive and reliable term databases is foundational to a translation program of high quality and consistency.  It is also a meticulous process that involves multiple stages. Let’s break it down:

1.   Term Extraction
We use advanced term extraction tools to automatically identify and capture all relevant terminology and phrases from source documents. Automation significantly speeds up this initial phase and helps us avoid missing crucial terms.

2.   Definitions and Translations
Once we have compiled a list of approved terms, our linguistic experts create accurate definitions. Afterward, a team of professional translators provides equivalent terms in each target language, considering the context and industry standards relevant to the project.

3.   Internal Quality Assurance
Experienced linguists and reviewers check the translations for accuracy, consistency, and appropriateness. This way, we ensure that the terms are correctly translated and fit seamlessly within the target language’s cultural and industry-specific contexts.

4.   Customer Review
We share the database with our customers so they can confirm the accuracy of the terms and translations. This collaborative process ensures that the final version of the glossary aligns perfectly with brand requirements and industry standards.

How We Use the Terminology Database: Automatic Implementation of Terminology in Projects

Our terminology management system of choice is memoQ, as its LiveDocs feature allows translators to create and manage live documents that can be used as references throughout translation.

These live documents can include previous translations, term bases, and any other relevant bilingual or monolingual documents.

Here’s how it helps with the implementation of terminology:

• LiveDocs integrates with the relevant termbases, allowing translators to access approved terms and their translations in real-time.
• As translators work on a project, LiveDocs provides contextual suggestions for terms based on its resources.
• The tool permits the inclusion of entire documents that can be referenced dynamically. This means individual terms and phrases previously translated can be recalled and reused for consistency across larger text segments.
• Integrated quality assurance tools check translations against the termbase and flag deviations for review to ensure compliance with approved terminology.

This hybrid approach, combining machine and human efforts, reduces errors, accelerates the translation process, and ensures that all translations consistently adhere to established terminology standards.

A Word on Terminology Precision, Accuracy, and Consistency in Machine Translation (MT)

One of the main concerns with machine translation is the risk of inaccuracies and inconsistencies, particularly for clients who have previously faced issues with untrained AI systems. Yet if you set up the process deliberately and strategically you can have full trust in the quality of your translations. 

The truth is that the benefits of AI-powered translation are too significant to overlook. With the proper training, AI systems can achieve remarkable speed and handle large volumes of text without sacrificing quality. That’s why we’ve developed specific strategies for training AI engines with specialized terminology databases and refining them based on real-world feedback. They include:

• Automated quality assurance tools that scan translations for term consistency and adherence to the glossary.
• Human translators who review and edit the translations to correct any terminology inconsistencies.

Then, feedback from these post-editing processes and insights from automated checks are fed back into the MT engine to enhance its performance over time. This continuous feedback loop refines the engine’s ability to handle terminology accurately and effectively.

Expert Translators and Glossaries: A Winning Combination

It’s safe to say that a comprehensive glossary is invaluable for translators. However, the true potential of the tool is unlocked when paired with specialized translators who deeply understand the subject matter and can deliver linguistically precise and contextually accurate translations.

Their in-depth knowledge of specific terminology, industry standards, and nuances allows them to make informed decisions about term usage so that translations maintain the intended meaning and tone of the source material. This level of quality is often beyond the reach of generalist translators.

Such expertise is particularly crucial in fields like:

• Technical and engineering
• Legal and regulatory
• Medical and pharmaceutical
• Financial and business
• Software and IT

Our translators have proven expertise, technical knowledge, and industry-specific skills necessary to deliver precise translations. Moreover, they go through regular training sessions on industry trends, terminology updates, and advancements in translation technology. This way, our experts maintain their expertise and are well-prepared to handle even the most complex translation projects.

Best Practices for Effective Terminology Management

Here are additional best practices we follow to ensure high-quality translations.

• Each term must appear in the glossary only once. This avoids redundancy and reduces confusion.
• Periodically update your glossary. Add new terms and revise or remove outdated ones to keep the resource current and accurate.
• Involve subject matter experts in the creation and review process to ensure the accuracy and relevance of the terms.
• You need one source of truth. Don’t use multiple, unsynchronized sources for your terminology to prevent discrepancies.
• Limit your glossary to terms directly relevant to your product or service. Don’t clutter the resource with standard, non-specialized terms.
• In addition to definitions, include context or examples in the term descriptions to help users understand the appropriate usage.
• Ensure that glossary entries are clear, accessible, and easily understandable for all users, regardless of their technical expertise.
• Equip all glossary users with the necessary training and resources to use it effectively.
• Implement feedback mechanisms that allow users to suggest improvements or highlight issues with the glossary.

Specialized Terminology Management by Hansem Global

At Hansem Global, we excel in building and managing termbases. Our processes combine human expertise and AI technology to guarantee precise translations. With over 30 years of experience in terminology management and a portfolio of prestigious clients, we handle the entire process from start to finish, so you don’t have to.

An inaccurate glossary can only lead to translation errors, resulting in additional corrections and wasted resources. Contact us today to streamline your translation process and improve the quality of your translations.