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					                   STP Translation & Revision Guidelines




Tel: +44 (0)1489 660140
Fax +44 (0)1489 880392
info@stpnordic.com
Sandberg Translation Partners Ltd,
Unit 3, Victory Park, Solent Way,
Whiteley, Hampshire PO15 7FN, UK



                                     www.stpnordic.com
Table of Contents
STP Translation & Revision Guidelines                                         3
       STP FAQs                                                               3
       Purchase Order (PO)                                                    3
       Instructions                                                           3
       Final Checks                                                           4
       QA Checklist                                                           4
       Reference Material and TM                                              4
       Delivery                                                               4
       Grammar, Punctuation and Spelling                                      4
       Revision                                                               5
       Translation Tools                                                      5
       STP Server TMs                                                         6

“Best-practice” Translation Workflows                                         7
       Translation   Workflow,   In-house Translation + In-house Revision     7
       Translation   Workflow,   Freelance Translation + In-house Revision    7
       Translation   Workflow,   In-house Translation + Freelance Revision    7
       Translation   Workflow,   Freelance Translation + Freelance Revision   8




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STP Translation & Revision Guidelines
STP is certified to the translation services standard BS EN 15038 which specifies requirements for translation service
providers (TSPs) regarding human and technical resources, quality and project management, contractual framework
and service procedures.

For our in-house and freelance translators this means that you are expected to:

     • have the following professional competences as described in BS EN 15038:

          (b) translating competence: the ability to transfer the meaning in the source language into the target language
              in order to produce a text that is in accordance with the rules of the linguistic system of the target language
              and that meets the instructions received in the project assignment.

          (c) linguistic and textual competence in the source and the target language: ability to understand the source
              language and mastery of the target language

          (d) research competence, information acquisition and processing: ability to efficiently acquire the additional
              linguistic and specialised knowledge necessary to understand the source text and to produce the target
              text. Requires experience in the use of research tools and the ability to develop suitable strategies for the
              efficient use of the information sources available

          (e) cultural competence

          (f) technical competence: abilities and skills required for the professional preparation and production of
              translations

     • be committed to CPD (continuing professional development) as described, for example, by professional
     associations such as the ITI whose guidelines can be viewed at http://www.iti.org.uk.

More information regarding these five areas of competence, CPD or the translation services standard BS EN 15038
in general can be requested from STP’s Production & Quality Manager.

For each assignment you accept from STP, your acceptance of our order confirmation means that you consider yourself
to have the necessary competence to carry out the assignment as outlined above. You must always deliver a thorough
and properly executed translation. You are expected to work according to good industry practice and research the
topic, e.g. using the Internet, have the necessary technical tools and dictionaries at your disposal, proofread your own
translation and run a spellchecker and any other necessary checks before delivery. We are always happy to help you
with any technical or other questions relating to your work for us.

STP FAQs
On our website at http://www.stpnordic.com/tfaq.html you will find our Translator FAQs, an extensive collection of
useful tips and tricks on how to use different translation-related applications and how to solve problems relating to these
applications.

Purchase Order (PO)
All projects are confirmed with an emailed PO (Purchase Order, or order confirmation) which states the work type,
source and target languages, field, volume, rate and deadline. Do not start without a PO or an explicit go-ahead from
the STP PM.

Instructions
Always follow the project instructions sent to you with the order confirmation. You are welcome to submit queries or
request additional reference material in good time prior to the agreed deadline; we will contact the client and do our
best to help you. Do not contact STP’s client or the end-client directly. All work carried out is confidential and should not
be disclosed to any third party.




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Final checks
Spellchecking
All work must be spellchecked prior to delivery regardless of file format. Please ask your PM if you are unsure of the
best method to spellcheck a file format.

Tag Verification
If your translation was done in TagEditor or another tool that handles tagged formats, please carry out a final tag
verification and correct any errors before delivery. Ask your PM for instructions if you are unsure of how to run tag
verification.

Layout
If you have been requested to deliver both clean and unclean Word/Excel/PowerPoint files, please check the layout in
the clean files against the source and correct any formatting so that the target reflects the formatting of the source. Pay
special attention to bold/italics/underline, bullet points, figure numbers and heading numbers.

QA Checking
You might be requested to run a Quality Assurance (QA) check on certain projects to ensure the integrity of the
translated documents and/or to check consistency with a glossary. This will be done in an automated QA tool such
as ApSic Xbench or Yamagata QA Distiller which STP can provide along with full instructions on how to run the check.

Using a QA tool to check translated files is highly recommended even if it’s not required for the project. You can find
more information, download instructions and a quick user guide for Xbench (free tool) on the STP FAQs at http://www.
stpnordic.com/tfaq/Xbench.htm.

QA Checklist
The Quality Assurance Checklist sent to you with the order confirmation should be filled in and delivered with the
translated or revised files. Both the translator and the reviser have to fill in the QA checklist for every project. The PM
will verify that the checklist has been correctly filled in and request clarification if necessary.

Reference Material and TM
Always use the same terminology as in the reference material, glossary and/or TM provided. If you do not agree with
the supplied reference material and/or terminology, if the reference material has inconsistencies, or you have remarks
on it, contact your PM as soon as possible.

Delivery
Deliver the translated files in the format requested by your PM, by the delivery date and time on your order confirmation.
Do not change or add to any file names. Inform your PM of any delays in the schedule as soon as you are aware of
them.

Grammar, Punctuation and Spelling
Your translation should always follow the standard or current official rules of the target language with regard to grammar
and spelling. Try to avoid a literal translation of the source document. Any spelling or typing mistakes can easily be
removed with the spellchecker but remember that not all mistakes are detected electronically. You should always read
through your finished work to check for any incorrect wording and spelling mistakes.




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The following links take you to basic Nordic and English language guidelines compiled by STP’s Lead Translators.

Danish             http://www.stpnordic.com/tfaq/Language_guidelines_DA.html

Finnish            http://www.stpnordic.com/tfaq/Language_guidelines_FI.html

English            http://www.stpnordic.com/tfaq/Language_guidelines_EN.html

Norwegian          http://www.stpnordic.com/tfaq/Language_guidelines_NO.html

Swedish            http://www.stpnordic.com/tfaq/Language_guidelines_SV.html

Revision
We expect translators to proofread their own work against the source text before delivery regardless of whether the
translation is going to be revised by a second linguist or not.

Revision (secondary proofreading) by a second linguist should always be carried out against the source. Revision
changes should be marked by tracked changes where the file format or tool allows it, otherwise the changes can be
made directly in the translated files.

Revisers are provided with and should read all the relevant translation instructions and query answers and make sure
the translation has been carried out according to them. Reference material should be consulted where necessary, and
the reviser should attempt to check any terminology either with the translator or from alternative sources if they suspect
something is wrong. Otherwise, it is the translator’s task to ensure all specialist terminology is correct. The reviser’s main
tasks are to make sure that the text does not contain any mistranslations, spelling or grammatical errors, and that the
translation is complete and carried out according to instructions provided for the project.

The STP PM will specify at the start of the revision, at the latest, who will be finalising the translation (translator or reviser).
This will depend on the circumstances of the project, how tight the schedule is and what the personal circumstances
of both the translator and reviser are. The finaliser is expected to implement revision changes, carry out a final spell
check and any other necessary checks, and to ensure that the translation is in every other respect ready for delivery to
the client. If no revision is scheduled, the translator finalises the files and the QA checklist and delivers as per usual to
the PM.

Revision Guidelines
We have compiled a guide to best practice time-saving revision workflows for various file formats and tools. These
guidelines also contain useful information about general revision practices. You can view the guidelines here: http://
www.stpnordic.com/tfaq/Revision_workflows.html.

Translation Tools
Please use the translation tool and version requested by the PM. STP’s main translation tool is SDL Trados 2007, and
most work is carried out using Trados with Word or TagEditor. However, we also use a host of other translation tools so
please let us know if you upgrade your translation tool or acquire new tools. Some tools have translator versions that
we can provide to you free of charge.

If you have any problems using Trados or any other requested tool, do not hesitate to contact your PM. You can also
refer to our Translator FAQs on our website at http://www.stpnordic.com/tfaq.html for instructions on how to use
different tools and troubleshooting advice.




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STP Server TMs
STP’s SDL Trados TM Server is a high-performance translation memory database server. STP’s Trados Server TMs contain
over 10 million translation units (TUs) in the four language combinations English-Danish/Finnish/Norwegian/Swedish,
one Server TM for each language combination. We also have Server TMs for Nordic languages into English. The
Server TMs contain all of STP’s translations from the past years, which we refer to as our “legacy” TM content.

Where relevant, we re-use and leverage content from the Server TMs and extract translation units into a Project TM
which you will then use for translation. In many cases, your Project TM will also contain TUs from any TMs we might
have received from our client, or TUs from specific end-client TMs that we will continue to maintain separately. Any
client TM content will overwrite TUs from the Server TM.

All STP legacy TUs from the Server TM are marked with the Status attribute “STP_legacy”. All new or changed translation
units cleaned in the Server TM carry the following information:

        Original_SL > Source language code: DA, EN, FI, NO, SV, etc.

        Project_ID > STP job number

        Client_ID > STP client ID code

        End_Client > Name of end-client

        Reference > Information about the translation task, for example, model name and number, description of task

        Translator > ID code of the translator, format JS@STP

The TUs will also carry some of the following status attributes, depending on where the translation comes from, and
will list the subject area:

        STP_translated = Translation done at STP

        STP_proofed = Secondary proofreading done at STP

        client_translated = Translation done at client’s

        client_proofed = secondary proofreading done at client’s

Use your best judgement with the legacy TUs, they might need to be edited to suit the context in your translation, or
different terminology might need to be used if it doesn’t match the terminology used elsewhere in your translation file.
End-client specific instructions, guidelines and glossaries will always override any legacy TM content.




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“Best-practice” Translation Workflows
The translation workflows described below are recommended for translation and revision as specified in the BS EN
15038 translation standard. If no revision is scheduled, the translator finalises the files and the QA checklist and
delivers as per usual to the PM. Instructions from the PM and the client should always be followed as the first priority.

Translation Workflow, In-house Translation + In-house Revision
     1. Translator receives order confirmation from PM.

     2. Translator translates according to instructions, using the translation memory, reference material and other
        materials available. Translator revises their own work.

     3. Translator passes translation on to the reviser.

     4. Reviser reviews translation instructions and available reference material. Proofreads translation and inserts
        corrections on paper where possible, passes the translation back to the translator. Reviser fills in QA checklist
        and reports time spent to the PM.

     5. Translator implements the changes they agree with and finalises files. Translator carries out a final spell check
        and tag verification/QA check/other relevant checks. Translator fills in QA checklist.

     6. Translator delivers final file to the PM.

Translation Workflow, Freelance Translation + In-house Revision
     1. Translator receives order confirmation from PM.

     2. Translator translates according to instructions, using the translation memory, reference material and other
        materials available. Translator revises their own work.

     3. Translator passes translation on to the PM who forwards it to the reviser.

     4. Reviser reviews translation instructions and available reference material. Proofreads translation on paper
        where possible, inserts corrections in the electronic file using tracked changes or other method of logging
        changes. Reviser fills in QA checklist and reports time spent to the PM. Reviser passes the translation back to
        the PM who sends it to the translator for finalising.

     5. Translator implements the changes they agree with and finalises file. Translator carries out a final spell check
        and tag verification/QA check/other relevant checks. Translator fills in QA checklist.

     6. Translator delivers final file to the PM.

If time doesn’t allow for freelance translator to finalise the translation or changes cannot be logged due to file format,
reviser inserts changes and finalises the file, including final spell check and tag verification/QA check/other relevant
checks. Translator and reviser fill in QA checklist. Reviser delivers to the PM.

Translation Workflow, In-house Translation + Freelance Revision
     1. Translator receives order confirmation from PM.

     2. Translator translates according to instructions, using the translation memory, reference material and other
        materials available. Translator revises their own work.

     3. Translator passes translation on to the PM who forwards it to the reviser.

     4. Reviser reviews translation instructions and available reference material. Proofreads translation on paper
        where possible, inserts corrections in the electronic file using tracked changes or other method of logging
        changes. Reviser fills in QA checklist and reports time spent to the PM. Reviser passes the translation back to
        the PM who sends it to the translator for finalising.




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     5. Translator implements the changes they agree with and finalises file. Translator carries out a final spell check
        and tag verification/QA check/other relevant checks. Translator fills in QA checklist.

     6. Translator delivers final file to the PM.

Translation Workflow, Freelance Translation + Freelance Revision
     1. Translator receives order confirmation from PM.

     2. Translator translates according to instructions, using the translation memory, reference material and other
         materials available. Translator revises their own work.

     3. Translator passes translation on to the PM who forwards it to the reviser.

     4. Reviser reviews translation instructions and available reference material. Proofreads translation on paper where
         possible, inserts corrections in the electronic file using tracked changes or other method of logging changes.
         Reviser fills in QA checklist and reports time spent to the PM. Reviser passes the translation back to the PM
         who sends it to the translator for finalising.

     5. Translator implements the changes they agree with and finalises file. Translator carries out a final spell check
         and tag verification/QA check/other relevant checks. Translator fills in QA checklist.

     6. Translator delivers final file to the PM.

If time does not allow for the translator to finalise the translation or changes cannot be logged due to file format, reviser
inserts changes and finalises the file, including final spell check and tag verification/QA check/other relevant checks.
Translator and reviser fill in QA checklist. Reviser delivers to the PM.




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