Clients usually provide documents that will help the translation: previous translations, corporate glossaries, the product catalogue. These are reference texts, and they form a basis when decisions are taken. However, when more than one reference conflicts, which one prevails must be determined at the outset.
Definition
A reference text is a document that the client provides to serve as a basis for the translation. It is not the source text. It has a supporting position.
How it differs from the source text
The source text is the document to be translated, the reference text is the document that helps with it. The two are not confused. The distinction is clear.
Types
Previous translations, corporate glossaries, style guides and product materials fall into this group. Each makes a different contribution. All of them are collected.
Previous translations
The client's old translations show the term preferences. This is the most reliable reference. It is requested at the start of the job.
The corporate glossary
The organisation's own terminology list is the most binding of all. It comes before the other sources. The order is preserved.
The style guide
The organisation's writing preferences are defined in the guide. These preferences are applied. The guide is requested.
Order of priority
An order is established among the references, and in a conflict the higher one prevails. The order is written down at the start of the job. No uncertainty is left.
The document's own definitions
If the document to be translated has its own definitions section, that section takes priority for that document. It comes before the general glossary. A conflict is reported.
Conflicting references
If two references propose different equivalents, the client is asked. Silently choosing one of them is risky. The decision belongs to the client.
Quality of the reference
A previous translation that has been supplied may have been done badly. It is not followed blindly. The situation is reported politely.
Reporting a poor-quality reference
If an error is seen in the reference, it is passed on to the client. Repeating it silently makes the error permanent. The report is constructive.
Currency
An old reference may not reflect current preferences. The date is checked. Verification is requested.
Collecting them at the start of the job
References are requested at the preparation stage. A reference that arrives late forces a review of the work done. Timing is important.
Effect of a late reference
A source that emerges in the middle of the job can change the scope. This risk is explained to the client at the outset. Early sharing is requested.
Importing them into the memory
Suitable references can be aligned and taken into the translation memory. The operation is done in a controlled way. The quality is assessed.
Importing them into the terminology list
The terms that emerge from the references are entered in the list. In this way they become permanent. A record is kept.
Scope of confidentiality
References are client documents too and fall within the scope of confidentiality. They are not used for other clients. The rule is applied in the same way.
Archiving them
The references used are retained in the client file. They are used again on later jobs. The accumulation is preserved.
Recording the list of references
Which references were used is recorded and, where necessary, stated at delivery. This record shows the reasoning behind the decisions taken. Transparency is ensured.
What it is confused with
A reference text is often taken to be absolutely right and is followed without question. Yet a previous translation supplied by the client may contain errors; the source and the quality of the reference are assessed as well.