Terminology Management
in the Life Sciences
Definitions
Effective and efficient
What is terminology management?
terminology management
Why is it generally a good idea to can make the difference
manage terminology?
between success and
What issues make terminology manage- failure of a market launch
ment of critical importance to the life
sciences?
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
DEFINITIONS
synonym
translation memory system
termbase
terminology
terminology management system
glossary
collection of words that have special
meaning in a project terminology
collection of words that have special
synonym meaning in a given subject field
word that has the same meaning as
another word terminology management
system
term type of software application that
word that has a special meaning in a enables users to efficiently collect,
given subject field process, and present terminology
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
?
organization typically involves the following activities:
Identification of key terms much debate whether it makes good business sense
to collect anything other than simple term lists. ISO
Finding the words that are considered important 12620 specifies almost 200 possible data categories
enough that they should be used consistently within for a terminological entry, and yet ISO 12616 lists only
and across documents is not an easy task. If the three of those as mandatory, i.e. term, source, and date.
organization has a team of terminology stakeholders For many organizations, the most practical solution
(e.g. representatives from product development, will probably be a data model that involves less than
technical communication, marketing communication, two dozen data categories.
and legal service groups) that decides on terminology
before development and authoring begins, the In all major terminology standards, definitions are an
challenge is to reach consensus among the diverging optional data category. Even though writing defini-
interests. tions can easily be the most time-consuming and
expensive part of developing an entry, a definition is
If no terminology circle has been instituted, which is typically the most valuable part of an entry, especially
the most typical scenario in the business world today, if the organization uses the terminology database as
and the team members within the various organiza- the universal knowledge base that it is. It’s the defini-
tional groups have already generated a wide variety of tion that helps an engineer pick the correct term from
documents (e.g. specifications, software, manuals, a range of options, and it’s the definition that lets a
regulatory documents, and marketing collateral), it new employee understand an unfamiliar concept
may be difficult to collect all relevant documents and better than any other information in an entry. A quick
the sheer volume of text may require automated note for those who struggle with definition writing: A
extraction of terminology and subsequent manual terminological definition is not the same as an
clean-up. encyclopedic entry. A good terminological definition
is a brief, to-the-point statement that should not be
Development of entries longer than one sentence.
Example:
Once the question of which terms should go into a pacemaker
glossary has been resolved, the next issue is: How implantable medical device for treating heart arrhyth-
much supporting information is needed. There is mias
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
Review and approval of glossaries be used (preferred terms) and which shouldn’t
and termbases (deprecated terms). In the case of translated glossaries,
the review should be performed by a subject matter
The importance of having subject matter experts expert who works in the country where the target
evaluate monolingual and multilingual terminology language into which the glossary was translated into.
collections prior to their publication and use cannot be
overemphasized. Glossaries and termbases are norma- Terminology maintenance
tive documents that will ideally be used by all commu-
The only constant in business is change, and this
nicators within an organization, as well as its external
adage certainly applies to terminology management.
vendors of communication services such as PR,
As both technology and language are constantly
marketing, advertising, and translation agencies. It is
evolving, so should glossaries and termbases. In other
therefore imperative that a person who is intimately
words: In order to provide internal and external
familiar with both the domain the terminological
communicators with the relevant and up-to-date
collection covers and the organization that sponsors
terminology, the terminology repositories need not
the terminology project, signs off on each entry.
only be continuously expanded with new and emerg-
Reviewers typically focus on the accuracy of defini-
ing terms but existing terms must be evaluated for
tions and decide which terms are desirable and should
validity on a regular basis.
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
Product Data
Document Design
Maintenance
Authoring
Editing
Translation
Acceptance
Translation
200 Maintenance
100 Acceptance
50
Product Data
1
20
Document Design
5 10
Authoring Editing
Figure 1: The rising cost of changing terminology in the document lifecycle ( Source: Schütz, MULTIDOC Project )
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
The Vital Role of Terminology Management Effective and efficient terminology management can make the
in the Life Sciences difference between success and failure of a market launch
Strategy:
Outsourcing model
Make terminology management part of the
For smaller organizations that have less experience overall launch plan for a product or service.
in the area of globalization and yet wish to jump-
start a terminology management effort, it may Timing:
make more sense to use an external vendor for Initiate the terminology development effort at
most of the terminology tasks. In an outsourced the earliest possible time.
scenario, the organization sponsoring a terminol-
ogy project provides two resources:
a) During the development of a glossary, the Allocation:
organization makes its subject matter experts Plan for subject matter experts to be available
available to the vendor for tasks such as ranking of during key phases of a terminology project.
synonyms (e.g. preferred, admitted, deprecated/do
not use) or writing/reviewing definitions; and
b) After a given glossary is complete, the organiza- Selection:
tion provides a means for sharing that information, Use a language service provider with experience
typically a searchable site on the organization’s in terminology management.
intranet.
Here are the five key factors that determine the Hand-offs:
effectiveness of an outsourced terminology Include the finished glossary as a resource to be
management project: used by all internal and external contributors to a
launch.