ADVANTAGES AND DISADVANTAGES OF TRANSLATION MEMORY: A COST/BENEFIT ANALYSIS by Lynn E. Webb BA, San Francisco State University, 1992 Submitted in

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1 : A COST/BENEFIT ANALYSIS by Lynn E. Webb BA, San Francisco State University, 1992 Submitted in partial satisfaction of the requirements for the Degree of MASTER OF ARTS in Translation of German Graduate Division Monterey Institute of International Studies Monterey, California Copyright by Lynn E. Webb 1

2 TABLE OF CONTENTS ACKNOWLEDGEMENTS 4 1 INTRODUCTION 5 2 TRANSLATION MEMORY DEFINED 5 3 THE EFFECTS OF TRANSLATION MEMORY ON THE TRANSLATION PROCESS THE TRANSLATION PROCESS MANAGING THE TRANSLATION PROCESS INTERNAL ATTRIBUTES TERMINOLOGY DATABASES ANALYSIS 13 4 TEXTS THAT ARE CONDUCIVE TO USING TRANSLATION MEMORY 14 REUSABILITY UPDATES REVISIONS RECYCLING PRIOR WORK 16 REPETITIVE CONTENT 16 5 KEY CONSIDERATIONS FOR DETERMINING THE COST-EFFECTIVENESS OF TRANSLATION MEMORY TYPE OF PROJECT: INDIVIDUAL VS. TEAM PERCENTAGE OF WORK IN HARD COPY VS. ELECTRONIC FORMAT TYPE OF TEXT USUALLY TRANSLATED TIME REQUIRED FOR CONVENTIONAL TRANSLATION PROCESS VS. TM PROCESS COMPARING RATES NEED TO INTEGRATE PRIOR WORK FOR PRESENT PROJECTS (ALIGNMENT) NEED TO INTEGRATE PRESENT WORK FOR FUTURE PROJECTS FREQUENCY OF UPDATES AND REVISIONS 23 6 EXAMPLES INITIAL INVESTMENT THE CLIENT THE TRANSLATION AGENCY THE FREELANCE TRANSLATOR COMPANIES WITH IN-HOUSE TRANSLATION DIVISIONS 37 7 SURVEY/CASE STUDIES SURVEY CASE STUDIES TM DATABASE OWNERSHIP 47 9 DRAWBACKS OF TRANSLATION MEMORY TRANSLATION MEMORY PRODUCTS STANDARD TRANSLATION MEMORY SOFTWARE LOCALIZATION SOFTWARE WITH TM TM/MT HYBRIDS FINDING COMMON GROUND FUTURE TRENDS 53 2

3 TABLE OF CONTENTS 13 CONCLUSION 56 REFERENCES 57 3

4 ACKNOWLEDGEMENTS When I first considered writing my thesis on translation memory, I wasn t exactly sure on what aspect I should focus. I would like to thank Chris Langewis for helping me to narrow my topics down to the one presented in this thesis. I would also like to thank him for his valuable input as my thesis advisor and as an expert in the field. My survey would not have been a success without responses from the members of LANTRA-L, CompuServe s Foreign Language Education Forum (FLEFO), Interlang and from fellow translators who responded to the various personal s that I sent out. Gerald Dennett, Mark Berry and Jeff Allen all deserve a special thanks for contributing valuable information. I would also like to thank the various translation memory software manufacturers, especially TRADOS Corporation, for their input and responses to my questions. Finally, I would like to thank William Webb for reading and editing and David Sawyer and Frank Austermühl for reading and approving my final thesis. After all, if it weren t for this audience, I wouldn t be able to share it with the wider audience all of you. The figures and tables that are not displayed in this electronic document can be found in the HTML pages (figures) and Excel spreadsheets (tables) included with this document in the archive zip file. 4

5 1 INTRODUCTION Many articles have been written about translation memory in the last few years. Most of the material is provided by the producers of translation memory systems and only covers a specific product or lists specific features of the technology. Some articles even magnify the negative aspects of translation memory. Despite all that has been written, not much has been said about the actual costs or potential savings involved when using translation memory. It is becoming increasingly clear that translation memory is here to stay and that it is serving a useful purpose, but just exactly how is this technology affecting the translation industry? Who can profit from it? Are there any "losers? This thesis will attempt to determine the applicability of translation memory technology and illustrate the advantages and disadvantages of translation memory in the form of a cost/benefit analysis from the point of view of the end-user. For the purpose of this thesis, the end-user comprises freelance translators, companies with in-house translation divisions, translation agencies and direct clients. The key considerations for determining the cost-effectiveness of translation memory and the cost/benefit analysis will be covered later in this text. 2 TRANSLATION MEMORY DEFINED What is translation memory? Translation memory (TM) is defined by the Expert Advisory Group on Language Engineering Standards (EAGLES) Evaluation Working Group's document on the evaluation of natural language processing systems as a multilingual text archive containing (segmented, aligned, parsed and classified) multilingual texts, allowing storage and retrieval of aligned multilingual text segments 5

6 against various search conditions. 1 In other words, translation memory (also known as sentence memory) consists of a database that stores source and target language pairs of text segments that can be retrieved for use with present texts and texts to be translated in the future. The translator, a different translation memory system or a machine translation system provide the target text segments that are paired with the source text segments so that the end product is a quality translation. What distinguishes TM from other computer-assisted translation (CAT) tools? There are many CAT tools available to assist the translator, such as bilingual and multilingual dictionaries, grammar and spell checkers and terminology software, but TM goes one step further by making use of these other CAT tools while at the same matching up the original source document stored in its database with the updated or revised document through exact and fuzzy matching. Normally, the basic unit of text in a TM database is a sentence; however, the TM user can define what the unit will be. The basic unit might even be a sentence fragment or a paragraph. The translator does not have to re-translate work he or she has already completed. Figure 1 illustrates the basic translation memory process for creating a target language translation. 1 EAGLES < 6

7 How does TM differ from machine translation (MT)? MT creates automated translations and requires an advanced terminology database that includes all grammatical elements of a language. The MT system uses comprehensive dictionaries to translate the source text while at the same time applying the grammatical rules, or rule sets, from the database in order to produce the resulting grammatically correct target sentences. The technology sounds like an excellent solution; however, there is a catch: the source and resulting target text segments are not stored away in a database for future use. If a similar text (such as an automobile user s manual for the same model but different year) needs to be translated, the MT system would have to start from scratch. On the other hand, a TM system is used as a translator s aid, storing a human translator s text in a database for future use. TM can be used a few different ways. One way would be to have a translator or a machine translation system translate the original text, using translation memory to store the paired source and target segments. The translator could then reuse the stored texts to create the revised or 7

8 updated version of the text. Only the segments of the new text that do not match the old one would have to be translated. The alternative would be to use an MT system or a different TM system to translate the original. The new TM system could then be used by a translator to translate the revision or update by aligning the texts produced by the MT system or other TM system and storing them in the TM database for present and future work. The translator could then proceed to translate only the segments of the new text, using TM as described above. 3 THE EFFECTS OF TRANSLATION MEMORY ON THE TRANSLATION PROCESS 3.1 THE TRANSLATION PROCESS How does TM affect the conventional translation process? In order to answer this question, we must have an idea of what takes place during this process. This section will briefly touch on the general translation process and the features of TM used in this process. Figures 2 and 3 illustrate the conventional translation process and the translation process using TM respectively. If it is possible to analyze quickly what type of text one is translating and if the text suits translation memory, there are about the same number of steps involved in both processes. One of the greatest differences, however, is that once a translation has been performed using TM, not only is there a glossary of terms stored for future recall, individual sentences will also be stored, thus cutting down considerably on the time required for a future translation, update or revision. Figure 4 illustrates the conventional translation process for a text that is being revised. Figure 5 illustrates the same text using TM. Note that when using TM, fuzzy 8

9 and exact matching are performed using the translation memory program, allowing for quick access to sections that have changed and permitting the user to focus on translating only those changed sections. Exact matching is the process by which the TM program pairs text segments in a revised source text that match the original source text exactly; however, any text in the document that does not exactly match the original will not be translated. Fuzzy matching is the process by which the TM program pairs text segments in a revised source text with similar text segments from a previously stored translation based on the original source text. Fuzzy matching will find segments that are very similar to the original and suggest the original translation. This function can be set to different levels of sensitivity, allowing the translator to match source text segments that may differ only slightly or segments that vary greatly, but still have some similarities. After exact and fuzzy matching, the translator can modify the remaining segments that reflect the changes between the original and revised texts without having to retranslate the entire document (see Figure 6). 9

10 Fig. 6: Exact and Fuzzy Matching 10

11 In addition to matching source text segments, fuzzy matching can also be used to find terminology in the terminology database that is very similar to terminology being used for a translation. For example, if the term communicate is in the terminology database, the translation of communicate will be suggested whenever the terms communicated or communication appear in the original text. The translator can then enter the correct form of the word accordingly. Although fuzzy matching is quite useful, the user must also be aware of problems that may arise during post-editing of matched text segments. Gerald Dennett explains in his thesis entitled Translation Memory: Concepts, products, impact and prospects : Take the German sentence pairs: 1. Ein Messer ist im Schrank. Er mißt Elektrizität. 2. Ein Messer ist im Schrank. Es ist sehr scharf. Imagine that the translator has translated a document containing sentence pair 1 and has thus stored in his Translation Memory the two segments: A meter is in the cabinet. And It measures electricity. The syntactical and contextual information supplied by the second sentence indicates to the translator that the word Messer here refers to a meter. The translator then runs a text containing sentence pair 2 through the pre-translation routine in his Translation Memory software. The Translation Memory software will recognise a 100% match in the first part of the pair, and insert A meter is in the cabinet. in the translation. A human translator would immediately realise from the syntactical and contextual information supplied in the second part of the pair that here in German word Messer is of neuter gender, and hence means knife. The translator must hope that he can pick up such mistranslations in his proofreading. 2 On the other hand, the likelihood that the above sentences would appear in the same document is probably quite low, especially since they would probably be used in completely different domains or in different types of text. 2 Dennett

12 The alignment tool is an example of a CAT tool that is almost indispensable when initially integrating older translations into TM. Using the alignment tool with TM can save the user time on future projects. Figure 7 illustrates the process of alignment. Alignment involves matching the electronic source/target texts by aligning matching source/target text segments. The translator is essentially building a TM database that is identical to a normal TM database built during the translation process. This process is performed when it is clear that the source text will be revised or updated in the future but was originally translated using the conventional translation process. If the source or target texts are in hard copy, one should seriously consider the likelihood of whether or not the text will require future updates or revisions before performing an alignment. 3.2 MANAGING THE TRANSLATION PROCESS Perhaps the most intriguing aspect of translation memory is its ability to aid the user in managing projects, coordinating team efforts and building glossaries and dictionaries. Following are some additional features of TM that allow the translator or other user to manage translation projects more efficiently INTERNAL ATTRIBUTES Most TM products not only store language pairs; they also store other information, called attributes, with the pairs. The most common attributes stored include the creation date, the name of the user or creator, the client, the project ID and the main domain or field (e.g., legal, technical, etc.) of the translation. Once this information is stored with the translated segments, the translator or other user can filter the text for the most important attributes. For example, the user can look for similar text segments 12

13 by project, client, etc. when performing fuzzy matching, or a project manager may have more control over accountability for translated texts by filtering for creation date or the name of the creator of the translated segments. The latter is particularly useful when a number of translators are working on one large project, especially when the translators are all working with the same language pair TERMINOLOGY DATABASES Most TM products come with a terminology database so that the translator can take full advantage of all of the features of TM. Using an integrated terminology database allows a translator to perform fuzzy matching for a specific term or to use a term in the database suggested by TM. Without a terminology database that is compatible with translation memory, the TM user cannot easily obtain suggested translations for individual words without opening a separate electronic dictionary or looking through a conventional dictionary. Naturally, the user must enter the terminology into the database before it can be useful. Once the terms are in the database, however, an individual translator or team of translators can work on a project and receive the suggested terms from the database, maintaining terminological consistency throughout the translation ANALYSIS The ability to estimate in advance approximately how much time a project will take is not always an easy task. If the translation memory system is a good one, it will have the capability of analyzing a document for similar sentences and text repetition. It will also provide raw word counts, ignoring elements like graphics, HTML tags, software code, etc. that could influence the count. This analysis makes it easier for the translator 13

14 or project manager to assess whether or not translation memory will be useful for the project and also helps him or her determine how much time may be involved in translating the document, depending on the amount of repetition, the word count, etc. The user may also use the analysis function to compare different documents for similarities. Analysis can reveal if one document that has been translated previously and a newer document are in any way similar. Depending on how similar the two documents are, the user can estimate the time required for translation. 4 TEXTS THAT ARE CONDUCIVE TO USING TRANSLATION MEMORY REUSABILITY The most important characteristic of a text that is conducive to translation memory is that the text will be reused in one way or another. Following are examples of how texts can be reused and how translation memory becomes involved in the process UPDATES A not uncommon occurrence during the translation process is when an update of the text being translated is suddenly made available to the translator. An update is a change in a source text that occurs while the translation is still in progress. Receiving an updated text can cause major difficulties for the translator if the text is large and changes have been made throughout the entire document. Figures 3 and 4 illustrate the update/revision process with and without translation memory. Making updates using translation memory has the advantage over the conventional update process in that the translator does not have to physically search through the entire document for changes. Instead, the translator only has to run the updated source text through the translation 14

15 memory program to identify new or changed segments and any new terminology. New terminology can be entered into the terminology database by the translator for future use. Keep in mind that in order for translation memory to be effective, all work must be done in TM and saved in TM format. Anything done outside of TM will not be stored in the memory database and therefore will not be a translation that can be manipulated in the future, unless one has access to an alignment tool. The best way to approach TM is to think about it as being an integral part of the main word processor, just like the word processor s spell checker. If the TM system is a stand-alone product, always keep a copy of the text file that retains the TM product s file format. A translator can even begin the translation process before the final original document is completed. If the translator is given drafts of the original document in its early stages of development, the text can be translated and stored in the TM database. Then, as updated sections of the text are made available, the translator can perform fuzzy and exact matching, thus isolating the new parts from the parts that have already been translated or that are similar to the original. Section 6.5 is an example of this process REVISIONS Many translators find that they continually receive revisions from the same clients. A revision is a new project amending a prior translation, reflecting changes made to a prior source text. Often a translator is asked by a client to revise the translation of a manual for the current product model that will be released within a short period of time. The client wants the translated manual to be available at the same time 15

16 that the product is launched on the market. If the translator were to use the conventional translation process, it could take months before a very large document would be ready, and the client might not have that much patience or time. If, however, the translator uses translation memory, he or she can analyze what has changed within the document and can provide the revised translation of the manual within a shorter period of time than if he or she had used the conventional process. Section 6.4 illustrates this process RECYCLING PRIOR WORK At times, a translator may find that he or she is translating a text very similar to one that had been translated in the past. The translator may run across words or phrases that are almost identical to words or phrases in the older document. The odds that a translator will ever translate the same sentence twice in two different texts is very low; however, the odds are higher that a translator will run across similar phrases or words in texts within the same field and/or for the same client. If the translator has an electronic copy of the target and source texts from the previous translation, then he or she can quickly access the files and perform fuzzy matching with the new source text against the old source and target texts. REPETITIVE CONTENT Another important factor is whether or not there is repetitive content within a text. The higher the percentage of repetitive content within a text, the more desirable it is to use translation memory. Repetitive content may include words, phrases or entire paragraphs. There are a number of different text types, but some tend to have more 16

17 repetitive content than others. The majority of translatable texts fall into the following categories 3 : Correspondence Journalism/Communication Business/Commercial Marketing Advertising Administration Legal Scientific Technical Culture Literature The types of texts that are usually suited for translation memory are marked with the "" symbol. Interestingly, according to the Telecom Observer, each year 450 million pages of scientific, technical, and commercial materials are translated worldwide. 4 Some examples of the type of texts that fall into these categories include: Patents (Legal) Contracts (Legal, Business/Commercial) User manuals (Technical) Annual reports (Business/Commercial) 3 EAGLES < 4 Telecom Observer < 17

18 Reusability of a text and the amount of repetitive content can help determine whether TM should be used on a given text; however, reusability is the most important factor. Regardless of text type, if a document will be updated, revised or recycled and is fairly large, the use of translation memory is worthwhile. Figure 8 best illustrates this concept. 5 High Fig. 8: When to Use TM Repetitive Content, Recyclability and Frequency of Updates Low DO NOT USE TM USE TM Small Size of Document Large 5 KEY CONSIDERATIONS FOR DETERMINING THE COST- EFFECTIVENESS OF TRANSLATION MEMORY The following are brief descriptions of the key considerations for determining the cost-effectiveness of TM for freelance translators, companies with in-house translation divisions, translation agencies and clients requiring translation. Sections 6 and 7 of this 5 Langewis, Diagram. 18

19 paper will provide more detailed examples of how these factors influence the decision to use TM. 5.1 TYPE OF PROJECT: INDIVIDUAL VS. TEAM How many translators are involved in the project? If a number of people are translating a text, consistency may be difficult to maintain. Many TM products can be used over a network and are capable of suggesting words and phrases to a translator that other translators have already used elsewhere in the document, thus helping the team maintain consistency throughout the document. 5.2 PERCENTAGE OF WORK IN HARD COPY VS. ELECTRONIC FORMAT Obviously, if most of the work a translator receives is in hard copy, translation memory is of little use; however, we are quickly becoming a paperless society. From the recent survey I conducted for this thesis (see section 7.1), 70% of the 37 respondents reported that half of the documents they translated were in electronic format. Out of the 25 freelancers who responded, 60% performed at least half of their translations on electronic documents. Almost all of the agencies and companies with in-house translation that responded worked primarily with electronic files. The high percentage of electronic documentation within translation agencies and companies suggests that freelance translators could probably receive a higher percentage of work in electronic format if they were to ask their clients for electronic files. At some point, almost everyone will be translating only electronic documents. As the number of electronic documents increases, the use of translation memory will be all that much more justified. 19

20 5.3 TYPE OF TEXT USUALLY TRANSLATED As mentioned above, translation memory is most useful when texts will be reused and when working with certain text types. If a translator only translates literature (having very little repetitive content) or translates such a variety of texts that he or she will most likely never encounter similar documents again, then translation memory is not an option. On the other hand, if a translator mainly translates software manuals or other material with repetitive content and which the translator knows will be revised in the future, then translation memory is an excellent choice. 5.4 TIME REQUIRED FOR CONVENTIONAL TRANSLATION PROCESS VS. TM PROCESS Initially, the time required to produce a quality translation using TM may be the same or may even take a little longer than when using the conventional translation process, especially when there is a learning curve involved. The respondents in my survey estimated that it took them one to two weeks of regular TM use to feel comfortable using it. Entering a new translation into TM may also take longer than using the conventional translation process because the first draft is so critical. Any future work done in the TM database will depend on what was entered initially. Post-editing is also affected by the quality of the first draft. A terminology database may also require additional time to develop. Once the original translation has been stored, however, subsequent revisions and/or updates of the same text will take considerably less time to translate using TM. Overall productivity using translation memory with machine translation is said to be 20

21 increased up to 30% or 40% for translators. 6 In addition, dictionary development and more efficient coordination of team efforts as a result of using TM help to speed up the translation process. Examples of how productivity can be increased during the translation process are discussed in sections 6 and 7 of this paper. 5.5 COMPARING RATES Translators must be made aware of the fact that some agencies or customers may request a discount or may want to pay by the hour instead of by the word if they know that a translation was completed using TM. The translation agencies responding to my survey point out that some clients already request discounts for repetitive content within a text. If this is the case, then one is clearly better off using TM to take care of repetitive content so that more time can be spent focussing on the overall quality of the translation. If a translator is able to complete more work in less time, he or she could also potentially earn much more than what was initially expected over a certain amount of time just from the sheer volume of work that he or she is able to produce. Customers or agencies using translators are increasingly taking advantage of the lower cost of translation when using translators with access to TM. As a result, the price of translation work regardless of whether or not one uses translation memory may eventually be driven down by customers and agencies requesting its use. In the near future, freelance translators may find themselves scrambling to acquire a translation memory product so that they can increase their productivity and remain competitive. 6 Cole et al

22 One project manager who responded to the survey works for a company providing TM software. He cited various theories on how agencies and freelancers view the rate situation: 1. Using TM adds consistency to the translation, therefore improving the quality of the translation. The customer should pay for the extra quality. 2. One should charge less per word/line/page, but base the rate on the word count of the entire project. Any repetition would be money in the translator s/agency s pocket. 3. Charge standard rates for the parts that require special attention. Full translation rates would apply to sections requiring translation. Full proofreading/editing rates would apply to pre-translated sections. Full layout work rates would apply for any desktop publishing, plus a flat overhead fee would be required for processing the job in TM. 4. The translator receives part of the pay from an agency for segments that are derived from fuzzy matching. This is predetermined, based on the idea that if 70% is similar, we pay only 30%. At least two freelance respondents mentioned that they were paid by the hour when they used TM. In addition, the responses received from LANTRA subscribers revealed that most of them were paid by the hour when pre-translating text using TM. 7 7 LANTRA Survey. 22

23 5.6 NEED TO INTEGRATE PRIOR WORK FOR PRESENT PROJECTS (ALIGNMENT) Many translators find that they receive revisions of work they have done in the past. Depending on the degree of similarity between the prior translation and the current project and whether or not the prior work is in electronic format, the translator may decide that it is worth aligning the old source text and old translation to assist him or her in the present translation assignment. 5.7 NEED TO INTEGRATE PRESENT WORK FOR FUTURE PROJECTS TM is quite useful when a translator works on a project and realizes that he or she may be working on a revision of the project at some point in the future. It is important to note, however, that two documents for completely different projects very rarely resemble one another enough to use TM. Translation memory is therefore almost exclusively employed for updates and revisions. When the translator receives a new document and determines that it has similar terminology or sentences that match an older translation done in TM, the translator simply translates the new text in TM, using exact and fuzzy matching to identify previously translated terms (from the terminology database) and/or sentences that either exactly or partially match the current terms/sentences. The more terms and/or sentences that match or are similar, the greater the increase in the translator s productivity. 5.8 FREQUENCY OF UPDATES AND REVISIONS The more frequently a translator has updates or revisions, the more sense it makes to implement TM. In fact, even if a translator finds that he or she only receives 23

24 one substantial update or revision a year, translation memory may pay for itself. For more information, see section 6 of this paper. 5.9 CHARACTER SET ENABLING SENSITIVITY Despite all of the advantages of TM, translators who work with double-byte source languages such as Japanese or Chinese may determine that translation memory actually causes more problems and slows down their productivity rather than provides a cost-effective solution. In order to create a TM database, translation memory must be able to recognize what makes up a sentence in particular those elements that indicate the end of a sentence and those that are never found at the end of a sentence. A period is often considered the end of a sentence; however, when combined with Mr., Dr. and vs., for example, the period no longer identifies the end of a sentence. Western TM systems can handle these types of differences; however, most of them cannot parse double-byte character set strings in a source text because they do not recognize the characters. This means that the TM programs cannot determine what is the end of a sentence in a language with double-byte characters. TM can be used, however, to translate from a source text that does not use double-byte characters to a double-byte character language. TM is therefore most useful to translators of languages with double-byte characters when the double-byte language is the target language. 6 EXAMPLES This section includes various examples of how clients, corporations with inhouse translation divisions, translation agencies and freelance translators can estimate the cost-effectiveness of TM for their specific translation needs. The examples will start 24

25 from the client side, move to the agency and freelance translator, and end with an inhouse translation department. This section is by no means all-encompassing, since every company s or translator s situation is unique. The scenarios below are restricted to certain factors and therefore should be viewed only as theoretical applications of translation memory; however, they provide an effective way of illustrating the benefits of translation memory in the working environment. 6.1 INITIAL INVESTMENT The initial translation memory investment for a translator or company may vary. Translation memory (with a terminology database) costs on average about $2,000. The alignment tool may cost another $2,000. Of course, a translator could create a template or macro to facilitate the integration of prior work, but depending on how much text needs to be integrated, the time required to create the template or macro might not be worth the effort. A 17" monitor or larger is recommended ($400 - $1,300) due to the fact that the translation memory software usually runs using a split screen. If the translator has hard copy documents that he or she would like to integrate into translation memory, then a scanner ($90 - $1,000) and OCR (Optical Character Recognition) software ($100 - $500) are required. The translator may, however, determine that using OCR software to create electronic documents is not worth the effort. Translation memory also uses much of the computer's available memory, so the computers should have between 32 and 64 MB of RAM ($60 - $200). It is not inexpensive to own translation memory. An individual translator could pay $4,650 to $7,000 if he or she were to purchase the above items all at once. A company or translation agency would pay even more for multiple software licenses, etc. 25

26 Most translators, however, already own some of these products. Not only that, translation memory can pay for itself within a year or two, depending on what type and size of documents are translated. The following examples depict how translation memory can help save companies or translators money and even help provide them with more work over the long term. 6.2 THE CLIENT In this section, the term client is considered to be a larger corporation. In order to discuss how TM can be beneficial to the client of a translation agency or individual translator, we must first understand what the client needs. Based on personal experience working for a business consulting company and on information obtained from people working in the translation business, the client has at least five requirements: 1. Increase income 2. Keep translation costs down 3. Receive quality translation within a short amount of time 4. Receive the translation in the format requested 5. Have the ability to plan a translation budget and estimate time-to-market Most clients will do anything they can to keep translation costs down, but at the same time, they do not want to give up quality. They realize that a poorly translated text could reflect badly on them or could cause liability issues. However, clients also have deadlines and budget issues to face. Let us examine the translation process from the client s point of view. In this example, the client is a coffeemaker company. 26

27 The client s project manager (CPM) for product information knows that a new line of coffeemakers will be coming out in two months. The coffeemakers are marketed in France, Germany, Scandinavia, the U.K., the Netherlands and North and South America. The company is located in the U.S., and the American English user s manual has just been completed. CPM realizes that when the coffeemaker hits the shelves, the manual that comes with it must be available in at least eight different languages in addition to American English. The manuals must be ready for packaging in fifteen days. Ideally, CPM would like to have the translation finished in five days so that the printing division will have plenty of time to publish the manuals. CPM has a budget of $8,000 for the translation of the 20 page/5,000 word manual. CPM contacts the company s regular translation agency (TA) to find out how much it would cost and how long it would take for the translations. TA informs CPM that the agency has recently implemented translation memory, but will not have time to align the new manual to the previous one for this project. The translation agency s project manager (TPM) assures CPM that once the new manual has been integrated into TM, any similar manual in the future will be translated much more quickly. After TPM examines the manual, it is estimated that the project will cost approximately $8,400 for the initial translation (at $.21 per word). TPM also estimates the turn-around time to be four to five days (three days for translating and editing and about one to two for post-editing and administration, using one translator per language). CPM accepts the conditions, although the cost is slightly above budget, and places an order for the project. Now let us take a look at the same corporate client dealing with the same agency six months from this last transaction. 27

28 CPM knows that a new coffeemaker will be launched on the market in two months. The manual for this coffeemaker is very similar to the manual translated six months ago, except for some changes involving the coffeemaker name and features. CPM s staff has analyzed the differences in a desktop publishing program and has estimated that 20% of the text has changed. CPM calls TA and lets TPM know there know that a 20-page manual needs to be translated into eight languages. CPM informs TPM that the manual is very similar to the manual translated six months before, and therefore the company would like a discount for the repetitive content. TPM asks to see the manual to analyze it for the changes. CPM sends the electronic copy to the agency. TPM finds the last manual translated for this client. TPM then analyzes the English manuals using TM to determine what differences there are between the two. CPM was accurate in the estimate. TPM informs CPM that, indeed, only about 20% of the text had changed. As a result, the estimated turn-around time for the project would be approximately three days (one day for pre-translation using TM, one day for translating and editing the remaining text and one day for post-editing, using one translator per language). TPM also offers a 50% discount to CPM for the 80% repetitive content. TPM has the two in-house translators perform the pre-translation work in TM. The inhouse translators finish the work in less than half an hour. The two translators earn about $35,000 per year, or about $17 an hour/$.08 per word. TPM then has the two inhouse translators work on two documents and sends the remaining six documents out to six freelance translators. Each translator must still translate the remaining 1,000 words, plus post-edit both the pre-translated work and the new translation. The freelance translators earn approximately $.12 per word for new translation work. They are paid about $30 per hour for post-editing the pre-translated work. All of the 28

29 translators require one day (8 hours) for post-editing the pre-translated work and one for translating and editing the remaining 1,000 words. The cost for the freelance translators would total approximately $2,160 ($720 for 6,000 words and $1,440 for post-editing). The in-house translator cost would be about $449 ($160 for 2,000 words, $17 for pre-translation work and $272 for post-editing). The cost to TA for the entire project would be about $2,609. The cost to CPM would be about $3,360 for the pre-translated text and $1,680 for the remainder, totaling $5,040 for the entire project. CPM has saved about $3,360 on this project. Here is a table to summarize the company s savings: Without TM Using TM Savings Number of 40,000 40,000 N/A words in project Number of days for turn-around Total translation $8,400 $5,040 $3,360 cost Cost per word $.21 $.13 $.08 If the above project had been for a larger manual, e.g., a 200 page/50,000 word manual, and the rate were the same ($.21 per word), the savings would be even more apparent. The first time the project was translated, it would take approximately 33 days to complete (29 days for translating and four days for post-editing) and cost the client $84,000, assuming no volume discount. If 80% remained unchanged in the next version of the manual, the project would take approximately 9 to 10 days to complete (approximately half of a day for the pre-translation using TM, 6 days for the remaining translation work and 3 days for post-editing, using one translator per language). The client would only have to pay $50,400 (assuming the same 50% discount from the previous example)a savings of $33,

30 This table illustrates the savings on the 400,000-word project. Without TM Using TM Savings Number of 400, ,000 N/A words in project Number of days for turn-around Total translation $84,000 $50,400 $33,600 cost Cost per word $.21 $.13 $.08 Using translation memory has fulfilled most of the client s needs. CPM has saved the company money and has received the translation back sooner than originally expected. As a result of using TM, CPM will also be better able to plan future budgets and estimate the time necessary for projects. All of this will help CPM streamline the process on the company s end and may even help prevent the company from losing money due to the late release of manuals for products that are already ready to hit the market. The other benefit of translation memory is that the client will see consistent use of company-specific terminology throughout the translations. Depending on the company s agreement with the translation agency, CPM may also have access to the translation memory database file in the future, giving the company the additional flexibility to decide if it wants to start an in-house translation division or even to choose another agency that uses TM. 6.3 THE TRANSLATION AGENCY A translation agency has needs that are very similar to those of a client s. A translation agency wants to: 1. Keep costs (overhead) down 30

31 2. Perform quality translation quickly 3. Increase income 4. Plan budget 5. Manage project If we take the previous example from the client side and look at it from the translation agency s point of view, we see that the agency also draws benefits from employing translation memory. As mentioned above, one of the most important concerns for the translation agency is to keep costs down. TPM must constantly be aware of how much a project is costing the company. For this project, the two in-house translators work on a salary of about $35,000 per year, translating to about $17 an hour, or $.08 per word. The freelance translators charge an average rate of $.12 per word. The charge for post-editing averages $30 per hour. Ideally, the translation agency would prefer to have the in-house translators do the bulk of the work, but unfortunately, they only specialize in two of the target languages. The time estimate per translator averages 213 words per hour (1,700 words per day for translating, working over three days, plus one day for post-editing). This translates to an average of $800 (at $.08 per word) for the in-house translators and $3,600 for the freelance translators (translation cost) plus another $272 to $544 for the in-house translators and $1,440 to $2,880 for the freelance translators (post-editing), totaling approximately $6,112 to $7,824 for the project (excluding other costs of doing business). After the initial project is completed, the agency now has a translation memory database for this client s manual. When the client comes back in six months requesting the manual revision, the agency will see a substantial increase in profit as a result of a 31

32 decrease in overhead costs. The following calculations demonstrate how the agency is able to realize the profit. TPM estimates that only 20% of the original text has changed. Since 80% remains unchanged, one of the options TPM has is to employ the agency s in-house translators to pre-translate the text, using the previous translation as the template. It would take less than half an hour for two in-house translators to pre-translate eight 5,000-word texts in TM. The cost for this work would be approximately $17 (at $8.50 per half hour). The rest of the translation work comprises about 8,000 words, or 1,000 words per translator. The translators can accomplish this work in one day, including editing and some postediting. Post-editing the text already entered into translation memory by the in-house translators along with the newly translated segments would an additional day. The total cost for the translation work and post-editing would be about $2,592 ($432 [translation and post-editing] for the in-house translators and $720 [translation] plus $1,440 [postediting] for the freelance translators). The entire project would cost approximately $2,609 (excluding other costs of doing business) and would take about three days (including administration). By employing only the in-house translators for the pretranslation work, the agency was able to save approximately $3,503 to $5,215 in overhead expenses and speed up the translation process. Here is a summary of the agency s savings and resulting profit: Without TM Using TM Savings Number of 40,000 40,000 N/A words in project Number of days for turn-around Total translation $6,112 to $7,824 $2,609 $3,503 to $5,215 cost Cost per word $.15 to $.19 $.07 $.08 to $.12 Total profit $576 to $2,312 $5,936 to $7,556* * Includes savings, although some of the savings may be used to cover any additional costs of using TM. 32

33 After the initial project is completed, the agency now has a translation memory database for this client s manual. When the client comes back in six months requesting the manual revision, the agency will see a substantial increase in profit as a result of a decrease in overhead costs. The following calculations demonstrate how the agency is able to realize the profit. TPM estimates that only 20% of the original text has changed. Since 80% remains unchanged, one of the options TPM has is to employ the agency s in-house translators to pre-translate the text, using the previous translation as the template. It would take less than half an hour for two in-house translators to pre-translate eight 5,000-word texts in TM. The cost for this work would be approximately $17 (at $8.50 per half hour). The rest of the translation work comprises about 8,000 words, or 1,000 words per translator. The translators can accomplish this work in one day, including editing and some postediting. Post-editing the text already entered into translation memory by the in-house translators along with the newly translated segments would take an additional day. The total cost for the translation work and post-editing would be about $2,592 ($432 [translation and post-editing] for the in-house translators and $720 [translation] plus $1,440 [post-editing] for the freelance translators). The entire project would cost approximately $2,609 (excluding other costs of doing business) and would take about three days (including administration). By employing only the in-house translators for the pre-translation work, the agency was able to save approximately $3,503 to $5,215 in overhead expenses and speed up the translation process. 33

34 If the translation agency were to take on the 400,000-word project, the savings and resulting profit would have been more like this: Without TM Using TM Savings Number of 400, ,000 N/A words in project Number of days for turn-around Total translation $50,848 $15,784 $35,064 cost Cost per word $.13 $.04 $.09 Total profit $33,152 $69,680* * Includes savings, although some of the savings may be used to cover any additional costs of using TM. The agency was able to do something it could not have done without using TM. It managed to keep its costs down, increase its profit margin, speed up the translation process and manage the project much more efficiently. 6.4 THE FREELANCE TRANSLATOR How is the freelance translator affected by the use of translation memory? What are the needs of a freelance translator? The freelance translator is not really much different from a translation agency when it comes to his or her requirements. The translator wants to: 1. Keep costs down 2. Increase income 3. Speed up translation process while maintaining quality 4. Eliminate repetitive translation tasks 5. Plan his or her budget 34

35 Let us take the last example from the agency s point of view and look at it from the freelance translator s perspective. We will first look at a translator who did not personally own translation memory. Translator 1 (T1) receives a call from TA. TPM asks if T1 would be interested in translating a manual similar to one T1 had worked on in the past. T1 does not own translation memory, but has used it on a past project, so T1 is familiar with it. TPM informs T1 that the agency will lend T1 a copy of TA s translation memory software and the terminology database for the project. T1 charges $.12 per word to translate the text into French. It takes T1 approximately three days to translate and edit about 5,000 words. T1 charges the agency $600 for the translation. T1 has made about $200 per day, or $25 per hour. Since T1 does not own a copy of the translation memory software, T1 must return the software and TM database that has been created for this project. The agency allows T1 to keep a copy of the terminology database that has been developed, but the database will be of no use to T1 unless it is exported into another format or unless T1 eventually buys a copy of the terminology database software. Six months later, T1 receives another call from the agency asking for a translation of 1,000 words from the revised manual and for post-editing of the 4,000 words in the translation memory database. T1 is again given a copy of the TM software so the postediting can be completed. T1 charges $30 per hour for post-editing. It takes T1 one day for the translation and some editing and about eight hours for post-editing the entire document. T1 has made about $360 on this project and has finished the work in two days. Now let us look at another translator (T2), a German freelance translator who has been using translation memory for at least a year and owns TM software. 35

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