In today’s globalized world, content is increasingly being shared across languages and cultures. Translation is playing an ever-more significant role in communication.
To cope with the huge demand, to maintain accuracy and to contain costs, translators now rely on advanced tools including translation memory (TM).
Translation memory software was first explored as a concept in the 1970s. Since then, advances in technology have seen TM software become intrinsic to CAT tools and fundamental to the services offered by language service providers (LSPs).
What is translation memory and why is it so important?
What is a translation memory?
Translation memory is a database that pairs segments of texts in a source language
with their counterparts in a target language. The segments are known as translation units and could be sentences, phrases, paragraphs or any strings of words. They are stored in a structured format. Each time a translator works on a new project or element of a project, the TM searches for previously translated content that matches the new text. If a match is found, the tool suggests the stored translation, allowing the translator to either reuse it or make the necessary adjustments.
TMs are typically integrated into Computer-Assisted Translation (CAT) software. They automatically analyse source text and then retrieve similar or identical translations from the database.
A TM differs from a glossary (term base) in that it stores and retrieves units of text as opposed to specific terms.
Translators using TM don’t need to start from scratch when translating material. With each completed project the TM database is further enriched. Most translators that utilise CAT tools now use TM.
How does TM software work?
A TM is fed with files from a project to establish a database.
When handling subsequent work, a translator will upload a file to the CAT tool which, courtesy of the TM, can retrieve matching translated content for the translator to consider. The translator can decide whether to accept the suggested translation, amend it or create a new translation.
TM software can rate the accuracy of matches and so translators essentially receive guidance as to how to proceed. Partial matches are known as “fuzzy matches”. When translators create amended or new translations, these are added to the database to increase the likelihood of exact matches when working on future projects.
When is the use of TM most appropriate?
A TM is most useful when handling content that has a repetitive element. For instance, when translating regularly for a particular client or handling projects with multiple source texts, elements of the content would probably feature repetitions. For this reason, TM is helpful when translating the following:
Technical documentation and instruction manuals
When manufacturers launch new or improved versions of their products, they will update manuals rather than create entirely new ones. Much of the text in the previous manuals would be retained and so it is incredibly useful to draw on TM. Only explanations of new functionality would require new translations and a TM may even contain fuzzy matches for these.
Legal and financial documents
Certain segments of legal and financial documents such as terms and conditions and employment contracts tend to be repeated in multiple documents produced by the organisation concerned. In addition, such documents would usually need to feature specific formats. Repetition is inevitable and so these documents lend themselves to the use of TM.
Online support content
Any online content that contains instructions, guidance and menus would usually feature repetitions and, just like instruction manuals, will constantly require updating. TM will always prove useful when translating this type of content and particularly when handling updates.
Video games
Video games usually include multiple levels and tend to be released in series. From one level to another and from one edition of a game to the next, the catchphrases and many descriptive elements will be repeated and should be consistent. A TM makes it much easier to store and retrieve translations to ensure that all aspects of the terminology and dialogue featured remain consistent.
User interfaces
Websites and apps boast names, menus, buttons and other elements that should be consistent to prevent confusion amongst users. Utilising a TM means that once a translator has translated an element, that translation can be stored for the benefit of other translators working on the project and for use in future work. All interfaces will remain consistent across a business’s applications and in new iterations of them.
When is the use of TM least appropriate?
TM may not enhance the translation process when translators are tackling creative and literary texts. The amount of repetition found in this type of material would be limited and the emphasis should always be on preserving the tone, feel and emotional aspects of the works rather than the consistency of the words used.
Glossaries are more useful than TM when dealing with technical terms, acronyms and product names.
What are the key Benefits of translation memories?
1. Consistency in Terminology and Style
One of the most significant advantages of using translation memories is the ability to maintain consistency throughout a translation project, especially for large or ongoing projects. In many cases the consistency of the terminology used is critical. TM ensures that the translations of terms, phrases, and sentence structures that have been used previously are reused across subsequent documents.
2. Increased Efficiency and Productivity
By leveraging previously translated content, TM can significantly speed up the translation process. When a translator encounters any repeated or similar content, the TM automatically provides suggestions based on past translations. This eliminates the need to translate the same or similar text multiple times, allowing translators to focus on new or more complex content. TM is incredibly beneficial in situations where content requires rapid and/or constant updates.
3. Cost Savings
Translation Memories contribute to cost savings by reducing the time and effort required to complete tasks. Since repeated or similar content can be translated automatically, translators spend less time on familiar text and can focus on new material. This lowers the cost of handling the work and therefore the cost to the client. It is vital for businesses that publish large volumes of content across multiple territories to minimise translation costs.
4. Improved Quality Control
TMs help maintain a higher level of quality by ensuring that previously approved translations are reused in similar contexts. This reduces the likelihood of errors or inconsistencies, especially when multiple translators are working on the same project. Additionally, TM systems are often integrated with other language tools like glossaries and style guides, further enhancing the precision and consistency of the final translation.
5. Facilitating Collaboration and Knowledge Sharing
For teams of translators working on a large-scale project or across different regions, translation memories act as a shared repositories of translation knowledge. By having access to a centralized TM, multiple translators can ensure they are all using the same terminology and style guidelines, regardless of their location or when they join the project. This facilitates collaboration and ensures a consistent approach is adopted across different language pairs or translators.
6. Handling Repetitive and Ongoing Projects
Industries that require regular updates to documentation, software interfaces, or marketing materials greatly benefit from translation memories. For instance, software companies that update their products frequently can use TMs to store previously translated elements, instructions, and help content. Translators can quickly retrieve and reuse the relevant portions of content without needing to translate the material again.
7. Support for Multiple Languages
Another major advantage of translation memories is their ability to support multilingual projects. A single TM can be used to store translations in multiple languages, making it easier for companies operating in global markets to manage their translation needs efficiently. Translators can work in multiple languages while ensuring consistency across all versions of the text.
What are the challenges and considerations when using TMs?
While translation memories offer significant advantages, there are certain challenges and considerations when utilising the software:
Initial Setup: Building a robust TM from scratch takes time and effort, especially for new translation projects or businesses that haven’t previously invested in translation tools. It requires the creation of a well-organized database and careful input of approved translations.
Quality Control of Initial Translations: If a TM is populated with inaccurate or low-quality translations, these errors will be repeated across future projects. Care must be taken to ensure that only high quality content is added to the TM. Regular reviews and updates of the data are essential to maintaining high standards.
Complexity of Handling “Fuzzy Matches”: Sometimes, TMs return “fuzzy matches,” where the translation is only similar to the new content as opposed to identical. These matches require human judgment to decide whether the suggested translation is appropriate or needs significant revision.
The TM revolution
Translation memories have revolutionized the translation industry by offering a practical, efficient, and cost-effective way to manage large-scale and repetitive translation projects. The ability to store and reuse previously translated content ensures consistency and speeds up the translation process while reducing costs for clients. Whether used in technical, legal, or business contexts, TMs have become indispensable tools for translators, helping to meet the growing demand for high-quality translations in an increasingly globalized world.
While there are some limitations to TMs, the benefits of using translation memories far outweigh the challenges, making them crucial resources for anyone involved in the translation process.
