A good localization strategy involves using translation and content management tools to automate and streamline processes. However, translation memories (TMs), machine translation (MT), or translation management systems (TMS) are no magical solution that creates perfect workflows in one go. You need to be careful with setups, and files to make sure you’re making the most out of these tools.
Good file management is one of those things that might seem obvious to do but is often overlooked, resulting in errors and delays. Here, we’ll give you some pointers on what “good file management” entails, and how to be sure you’re doing it “right”.
The Benefits of Good File Management in Translation and Localization
Effective file management is the backbone of successful localization and MT projects. But it’s not only about keeping your files in the same place; it’s about ensuring only the relevant data is kept and passed on to the translation/localization stage. These simple actions improve translation outputs and help avoid a back-and-forth between your localization team and you. Think about these benefits:
- Proper file management streamlines the localization process: Good file management of glossaries, source, and target files enhances the overall quality of the localized product in the short and long term (in case of recurrent jobs).
- Ensuring consistency across multiple languages: Updated files and well-kept glossaries ensure errors when it comes to terminology and save time on pre-translation or post-editing (PE).
- Facilitating collaboration between teams: A well-organized file management system –in any industry– helps teams collaborate efficiently and reduces the risk of errors. However, the benefits in translation and localization double since we’re always dealing with digital files in multiple languages. For instance, using a centralised TMS enables better tracking of projects’ progress. It also allows all team members to have access to the most current files.
Keep in mind the following considerations for good file management before, during, and after localization.
Preparing Files for Localization
This is a critical step in the localization process. Doing this right can avoid delays because of files with errors, missing documents, or last-minute and inconsistent version management (source: Phrase Blog.)
Separate Text from Graphics
Mainly when it comes to software, website, marketing, or any localization type that includes text in mages. Text embedded within images becomes challenging to translate and adapt. Instead, all translatable content should be stored in external resource files, allowing translators to work on text without manipulating graphic elements, which takes time and effort = more money.
Use the Right Source Files
If you’re sending files to translators or LSPs, using the wrong formats can make the localization format more difficult. For instance, in the case of software localization again, sending files with code might result in more time for localization teams to separate the code from translatable sentences.
The best practice is to use external resource files, such as JSON, XML, or gettext files, which are the most recognised localization formats by TMS and localization tools. What’s more, each string should be assigned a unique identifier, making it easier for translators to reference and update. This practice also facilitates the use of TMs and TMSs, which store previously translated content for reuse, thereby improving efficiency and consistency.
Internationalization (i18n) Before Localization (l10n)
Before diving into localization, it is crucial to internationalize your content. This involves designing your product with global audiences in mind, ensuring that it can accommodate various languages and cultural nuances. Avoid hard-coding text and instead use placeholders for dynamic content. Use Unicode character encoding to avoid display issues when sharing files and using localization tools.
Managing Files during Localization
Managing files during translation is as important as pre-translation preparation to keep good localization practices.
Keep a Centralized File Storage
Using a cloud-based storage system is best when you’re collaborating with different teams. Cloud storage ensures that all stakeholders have access to the most up-to-date resources. However, it is important to have standardised naming conventions for files to keep track of versions and types of files.
Make Good use of TMSs
TMSs make automation and streamlining possible. They make file management and tracking easier and more automatable. Sharing, translating, assessing, and delivering files in one single platform, facilitates version control. It also keeps your multilingual files up to date for the next translation jobs.
Maintaining TMs
If you use TMS, you most likely have to use TMs to avoid repetitive translation tasks and enhance collaboration across teams. When combined with machine translation, TMs can further improve efficiency, allowing human translators to focus on refining and contextualizing translations rather than starting from scratch. Maintenance of TMs includes (source: Microsoft Learn):
- Getting rid of duplicated strings.
- Keeping segments aligned.
- Updating terminology.
- Checking that spelling is consistent and correct in all segments.
- Checking that there aren’t different translations for the same source segment in the same context.
- Checking that segments are neither too short nor too long (mostly if used to train NMT.)
After Localization…
The localization process does not end with the launch of a product. Continuous updates and maintenance are essential to ensure that localized content remains relevant and accurate
Ongoing Maintenance and Updates
Post-launch, it is vital to commit to ongoing maintenance of localized content. This includes gathering user feedback to identify areas for improvement and using TMs to streamline updates.
Regularly reviewing and updating translations and glossaries (even after translation) ensures that they remain accurate and culturally relevant. This is essential for maintaining user engagement and satisfaction. Once more: be careful with version management.
Source: Accelingo.com
Special Considerations for MT
While machine translation can significantly speed up the localization process, poor file management can result in PE delays, poor translations, or inappropriate language. Besides the previous considerations for TMs maintenance, keep in mind the following:
- Use ONLY data on the domain you wish your systems to perform in: Including data from the legal domain to healthcare, for instance, might result in inaccurate outputs or incorrect use of terminology.
- TM maintenance: If using TMs to train your engines, make sure that segments are aligned, there are no double spaces or empty segments, segments in other languages, and there are no examples of foul, offensive, or culturally insensitive information. Data used in training the engines will be reflected in the output.
- Use the right language codes: Using the right language codes in your TMs and MT projectswill avoid issues with training or translation tasks.
- Keep TMs updated and retrain engines regularly: Manage versions so you can revert to previous training if necessary.
Good file management practices are integral to the success of localization and machine translation projects. It’s common to find that TMs and localizable files are not properly maintained. As a result, there are delays or inconsistencies in translation that take more time later for reviewers, or worst-case scenario, go straight to clients.
You can avoid that by prioritizing effective preparation, organization, and ongoing maintenance of source and localized files.
