Localization of Single-Source Content

Adam Jones
One of the key motivators of adopting a single-source approach for documentation is the potential cost savings available through the reduced cost of translation. By consolidating multiple documents, version updates, and similar products, translations may be leveraged across components. By creating single-source content with translation in mind, authors are able to create documents that are easy to localize, increase consistency, and reduce costs. The article below provides a summary of the translation benefits of single-sourcing and offers advice for designing a single-source strategy from a localization perspective. For example, in a new 300-page manual, if 35% of the text is duplicated verbatim from another product, a translation firm is able to spend only 20 person-days on the translation, rather than 30, getting the product released two weeks sooner and reducing costs by 25%. We can say the same thing in many ways. Single-source helps us choose the most concise way of writing to make translation easier. For example, the two sentences have similar meanings: Prior to the commencement of a project, it is often necessary to provide extensive training to translators in using translation memory tools. Train translators to use translation memory tools before a project begins. The latter sentence tends to be a better choice for a single-source document, since it is more clear and portable between documents. This sentence is shorter, and less expensive to translate ($3.30 instead of $6.00, the cost of translating the longer sentence).

BENEFITS OF SINGLE-SOURCING
Single-sourcing offers a number of benefits from a localization perspective. Many companies are able to justify their single-source project expenses solely through translation cost savings.

Increased quality and consistency

The creation of single-source documents increases the quality and consistency of translated materials. The benefits of better source-language documents carrythrough to improve localized content. These advantages are derived from an improvement in the creation of source-language material: Single-sourcing requires a writing process. Writers create better content. Segments are more self-contained. Less context-specific language is used.

Enhanced longevity of translation investment

With single-source materials, English text survives longer, in products, documents, and output formats. Writers are more reluctant to make changes to the source content, as they are aware of the far-reaching ramifications each change can have.

Reduction of translation costs

Translation costs are dramatically reduced, as a result of the features of the single-source process: Duplicate text need only be translated once. Content is consistent across documents. Text is reused in various output formats. Writing is more concise. Text can be reused between individual manuals and across various output formats.

A reduction in changes to the source text reduces the amount of information for which translations must be updated. These translations can be reused without modification.
6,000,000 5,000,000

In the example shown, over time one company was able to reduce the number of words translated annually (and translation expense), while producing new content.

4,000,000

3,000,000

2,000,000

1,000,000

0 1998 1999 2000 2001

Words published

Translated words

INTERNATIONAL GOALS FOR SINGLE-SOURCE CONTENT

When implementing a single-sourcing strategy, it is important to consider international issues and the translation of the content contained in the repository. Some guidelines for ensuring global success in this regard include the following: Design information that offers full functionality and content, regardless of locale or language. Include functionality that allows selection of language and access to translations. Translate appropriate selected portions of content into target languages. Track updates to source-language elements and automate process to update translated content.

Localization
Once the content is developed and in an internationalized repository, the translation, or localization, may begin. This process must also be approached differently than traditional documents. For most translation projects, professional translation firms create translation memory of the documents as they are translated. As human translators create the translations, each segment of text (sentence, software string, or other group of words) is stored in a database matching the source-language to the target-language. When the same segment of text must be translated again, in an update, another document, or another format, the previous translation from the database may be used automatically. With single-source documents, the translations may be stored in the translation memory database or in the content-management repository. Resulting from these alternatives, there are two primary methods for managing translations of single-source content. 1. Use Content Management System to manage translations: o Create source database o Translate content from database o Store translations in database o Output source- and target-language content in desired formats. o Review outputs in all languages. 2. Use Translation Memory to manage translations: o Create source database o Output source-language content in desired formats. o Translate output, building memory. o Apply translation memory to additional outputs. o Review final translations in all languages.

The traditional approach to localization does not work with single-source content. It is necessary to create an updated translation methodology to translate material correctly, as outlined below.

Globalization
Adapt your text to be appropriate for an international audience, not requiring adaptation for each market. Label locale-specific text with metadata. Ensure appropriate links to external resources (websites, pictures, etc.), noting Englishlanguage links as necessary. Develop text and graphics in a culturally sensitive way so that the document is acceptable internationally. Explain relative placement of graphics. If content is created in the single-source correctly, it will be universally correct for placements and translations.

Internationalization
Adapt software infrastructure to enable correct functionality in an the international environments. Convert back-end databases to Unicode to ensure multi-language text may be stored Use international formats for metadata. Remove text from graphics. Reduce use of tags within segments of text. Provide internationalized viewer for users. Evaluate thorough internationalization of selected authoring and storage products.

It is beneficial to decide which of these two approaches will be used when the content management system is selected and configured, as some systems offer excellent support for multi-language text while others crash as soon as they encounter a character not used in the English language. From a translation firm perspective, there is not a clear preference of managing translations in one system or another. The key is to have a clear decision and plan upfront to avoid duplication of effort or loss of text.

Organization
Many companies fail to think about the organization of international languages within single-source content. These decisions must be made during the implementation phase and followed consistently: Create an appropriate database and content structure for multilingual elements. Create a mechanism to change languages as required by users, simplifying output in multiple languages. Provide meta-tags to identify language and translatability of text (global/regional/local). Make context clear for each element and its many possible uses, to aid reuse by authors and understanding by translators.

REFERENCES
Companies
SimulTrans, translation and localization firm http://www.simultrans.com Comtech Services, single-source, content management, and process consulting http://www.comtech-serv.com TRADOS, translation memory tools http://www.trados.com

Organizations
Society for Technical Communications, International Technical Communication SIG http://www.stcsig.org/itc Localization Industry Standards Association http://www.lisa.org American Translators Association http://www.atanet.org New England Localization SIG http://groups.yahoo.com/group/nelocsig i18n.com website (globalization news, tools, and process information) http://www.i18n.com

Customization
As documents are created, it is occasionally necessary to create or adapt locale-specific content to provide information not relevant to all international users. This information is welcome in the global market, so it should not be avoided because of a single-source approach. Rather, content specific to a particular region, country, or language, should be noted with meta-data, facilitating its use during the translation process. Some language-specific data should be stored in the content repository. For example, it is necessary to provide output templates formatted correctly for each target locale, eliminating italic for Japanese, providing correct page sizes for output, and making other targetspecific modifications.

Publications
Multilingual Computing & Technology magazine, http://www.multilingual.com A Practical Guide to Localization by Bert Esselink XML Internationalization and Localization by Yves Savourel International Technical Communication by Nancy L. Hoft

SUMMARY TIPS FOR SINGLESOURCE LOCALIZATION

To garner all the savings and consistency in translation that are a key goal of implementing a single-source system, it is necessary to constantly consider international issues: Set and follow a clear focus for architecture design, localization, and updates. Globalize and internationalize when developing your content management system. Target languages and steps simultaneously. Avoid mistake of pushing single-source content through a traditional translation process. Build in flexibility to manage content and updates in the way you feel is most appropriate (which may change over time), rather than as dictated by a particular tool or vendor.

Adam Jones Vice President and General Manager SimulTrans, L.L.C. 1370 Willow Road Menlo Park, California 94025 U.S.A. +1-650-614-3057 AdamJ@simultrans.com With over 12 years of localization and internationalization experience, Adam Jones is Vice President and General Manager at SimulTrans, L.L.C., the leading globalization company headquartered in Silicon Valley. Adam holds a B.A. in Public Policy and an M.A. in Education from Stanford University.