Canalis - Secanä
General Translation Process Flow
Table of Contents
General
Translation Process Flow.................................................................................. 1
1)
Content In.......................................................................................................................1
A) Receive project..........................................................................................................1
B) Convert media and format........................................................................................2
C) Files and Project Names..........................................................................................2
1) File Name................................................................................................................3
2) Control File Name...................................................................................................4
3) Project Name...........................................................................................................4
2) System IN.........................................................................................................................5
A) Transfer to Translator and OPS.................................................................................5
1) Internal File System Considerations..................................................................... 5
3)
Translation Start..............................................................................................................6
A) Receive and Verify......................................................................................................6
B) Translation....................................................................................................................7
C) Transmit Translation....................................................................................................7
4)
Production........................................................................................................................7
A) Product Packaging......................................................................................................7
5) Feedback Loop................................................................................................................7
General Translation
Process Flow
Start point = Work Order, LOI,
“authorized” by client / customer
1) Content In
A) Receive project
Canalis-Secan sales representative
will be the original face to face contact with our potential customers. It is
for this reason it will be necessary for the sales representative to accept the
project information from the customer after the initial contract or LOI is
signed.
Project data can be received in
one of many different media. For example:
|
A |
B |
C |
D |
|
Digital File |
Hard Copy |
Example |
Verbal |
|
Web Site |
Document |
Sketch |
Description |
|
Floppy |
Brochure |
Outline |
Message |
|
CD |
Signage |
Container |
Recording |
|
Tape |
Fax |
Package |
|
|
|
Photo |
Book |
|
B) Convert media
and format
In whatever the media or format
the project is received it must be converted into a format that will be usable
for Canalis - Secan.
Here are some suggestions for what
to do with various
media variables. OCR stands for Optical Character Recognition and
is normally included with software that comes with a scanner
.
Digital
- Convert digital data to
appropriate format
Hard
Copy - Scan Documentation via OCR
Edit
/ correct OCR data
Verification
of OCR text with original
Convert
digital data to appropriate format
Example- Transpose to text, ascii*
Verify
with original
Convert
digital data to appropriate format
Verbal - Dictate
to text, ascii*
Verify
with original
Convert
digital data to appropriate format
Sales must ensure the project data is
converted into a usable format for it to be immediately useful for the
translators. On occassions where there is a need to
start a project or other complexities require assistance with a simple media conversion the customer
relationship manager can assist with this conversion.
Ultimately the goal with this step is to have a valid electronic format
that can be e-mailed easily. Acceptable file extensions include in order of preferrance:
·
TXT Text or ascii
·
DOC Microsoft Word
·
HTM(L) Hyper Text Mark up Language
(Internet browsers)
·
RTF Rich Text Format
·
XLS Microsoft Spreadsheets
·
DBF Data Base files
C) Files and Project
Names
Sales collects project detail from
the client. Original language data will
primarily be in a file the customer provides. Another text file should
accompany the project file
for reference to the project
(regardless how small). This
additional file is used for internal purposes. It is a simple text file
following the original language file for comments and project specifications.
Any comments or project history information can be included in this sepearte internal communication tool.
Regardless of the name of the
files that are received a systematic naming convention is required for the
information to be entered into the production environment. The naming
convention used properly will be an enormous benefit when looking for old
files, finding phrases and re-usable content as well as a key in utilizing
glossary specifics over the course of time. This naming convention will also be
able to track the particular job in an accounting system.
1) File Name
The file name has three feilds. It needs to include a three letter customer field,
a three letter language feild (the language the
document will be translated into) and a serial number starting with 01
increasing for each job done for the client. A total of 8
letters in the file name.
|
Company Name |
Language |
Sequential Job |
Extension |
|
HDT |
CTL |
001 |
.doc |
The three letter designations for these
different feilds can be identified as follows:
A company or language with one
word in the name would use the first and last 2 letters of the word.
Haverty’s = HYS Spanish
= SSH
Sears = SRS French = FCH
SITA = STA German = GAN
Equant = ENT Italian = IAN
A company or language with two
words in the name would use the first letter of the first word and the first and last letter of the
second word.
Home Depot = HDT Chinese Traditional = CTL
Office Max = OAX Chinese Simplified = CED
Radio Shack = RCK Dutch Indian =
DAN
For three word names and greater use
the first letter of the first three words (regardless how small).
Land o Lakes Butter Company = LOL
Dollar General Store = DGS
J.C. Penny’s = JCP
Some examples:
A file from Home Depot to be
translated into Chinese Traditional would be called
HDTCTL01.doc (file extensions
cannot be altered)
HDT stands for the first letter in
the first word in the company name, and the first and last letter of the second
word.
A file from Atlanta Housing Authority to be
translated into Russian would be called AHARAN.doc (file extensions cannot be
altered)
AHA stands for the first letter of
the first three words of the company name and RAN is the first letter and the
last two lettes of the language name.
A file from AT&T to be
translated into Japanese would be ATTJSE.doc (file extensions cannot be
altered)
This type of naming convention may
seem complicated and difficult to understand. However it is fairly common
across multiple LAN/WAN enterprises and simple after just a few minutes of
using this naming methodology. Give
yourself a few minutes to learn this method and it will be a wise investment for now
for a huge dividend later.
2) Control File
Name
The small internal file we are using for
tracking the project and history purposes is called the control file. The
naming convention on this file will be identical to its file project name
partner with the exception of a T at the end of the file name.
For example the following project
files will have a corresponding control file with the following names:
|
HDTCTL01.doc |
HDTCTL01T.txt |
|
AHARAN.doc |
AHARANT.txt |
|
ATTJSE.doc |
ATTJSET.txt |
Remember these control files are for any
comments or information regarding the project for internal purposes. The customer
is not to have access to these control files. They will all be saved as .txt.
3) Project Name
The sales representative for Canalis - Secan
has the contact and prospect data base responsibility within the organization.
However regardless of project
names used within the sales environment, accounting, amd
billing the project name being discussed here has to do with the actual
production cycle for translation services. The uniform and easily searchable
organization of the project name must be controlled.
For the purpose of streamlining the
organization across a disperate technology range and
software incompatibilities the project name is the same as the file name
discussed in 1.C.1. By utilizing the same name for both filing system and
accounting the production process is simplified and search scripts can be
shared across both platforms.
So as soon as the file is named the project is
named (without the file extension of course)
2) System IN
A) Transfer to
Translator and OPS
After the project files are converted into appropriate media and format
they must be transmitted electronically to two different places. The language (project file) and the internal
text (Control) file both must be e-mailed to the appropriate language translator.The language translator contact directory
information is included as appendix A in
this document as well on line. The on-line version is the most current. If there is a series of projects with the
same translation requirement is it up to the descretion
of the sales representative to select the translator. If any
particular translator is called under review for quality (refer to Appendix B)
issues it is up to the sales representative to be aware of changes and
restrictions in personnel.
1) Internal File
System Considerations
These suggestions are intended to
be a guideline for Canalis - Secan equipment and environment. Translators and
vendors are not required to adhere to these stanards.
As with the naming convention the directory
structure for these files will be significant as the amount of files continues
to grow. To ease the migration and file sharing evolutions the following
suggestions are made regarding how to
store / save these files.
These suggestions are intended to be a
guideline for Canalis - Secan internal equipment and environment. Translators
and vendors are not required to adhere to these stanards.
Customer directory naming
convention as follows:
Directory for all Canalis Secan translation
projects on individual computers
..\CanSec
Directory for individual client
projects
..\CanSec\Client Name
Directory for specific project
files for individual client
..\CanSec\Client Name\Project Name
For example, the first project
done for Haverty’s translating English to
Traditional Chinese file system looks like this:
Notice the control file with the added T and .txt
extension. This filing methodology is a suggestion and there is no way to
dictate how individuals prefer to do their work.
3) Translation Start
A) Receive and
Verify
Total
files to transmit may include data for translation, special graphics, fonts or
other finished product element as well as project information details. This is
a running file for internal information purposes. Includes details regarding
specific customer requests, time constraints comments from translators,
international convention or idiomatic reference can also be added.
Customer
unique (logo’s, copyrights, graphics) instructions will be identified in the
control file. Additional information should have been transferred with the
project information. If the additonal information is
not included in the control file or with the project information the translator
can go directly back
to the sales representative via email (listed on translator
contact sheet (Appendix B) or telephone
(Appendix B). Arrangements for collecting the missing data will be made or the
decision to move forward without the data will be made by the sales
representative. (with an understanding of the delay
from the client)
Pertinent
language data is introduced into translators
environment. Depending on translation software or translation aide tools used
translator will be responsible for conversion into their own environment and
back to Canalis - Secan standard with no cost or time penalty for project
estimations. Any “glitch” or problem with this converion
step will be the sole responibility of the
translator.
Canalis
- Secan preferred document delivery is 1 .doc version and 1 .htm version. the .txt (Control file) file is available to translators who
wish to comment on contextual or word
usage decsions.
These control files will be reviewed as part of the quality assurance
program. (Appendix B). Other extensions will be considered on a project basis.
Any glossary information will also be appreciated if possible.
B) Translation
Translation
is done based on industry standards (ATA certification criteria etc...)
Special requests or variances will be included in this step. If graphics or
other legitimate content is not available to include in the final document
format
content will be made allowances for in finished format. If
customer logos, graphics, special effects or fonts are not included with the
language file will be described and provided for outlined in the control file.
if not provided for
in alloted time
(receive time plus 8 hours
weekdays. Weekends and holidays
do not count on the production clock. Any exceptions will be indentified for each Finished
product will be transmitted to appropriate customer folder (__x1x___) in the
appropriate file naming convention (__2x___).
After translation is complete a
message will be sent indicating completion. Refer to General Translation
Process Flow Chart for names and addresses of production peers and procedures.
C) Transmit
Translation
After
translation
4) Production
A) Product
Packaging
5) Feedback Loop
* Unless customer formatting is
required to be included in finished product and Contingent upon software
compatibility verification .