The quickest way to learn how an organisation speaks is to look at the texts that organisation has produced before. Previous translations, corporate publications and subject sources are collected at the preparation stage. A reference that turns up in the middle of the job, on the other hand, makes the work already done open to dispute.
Previous translations
The client's previously translated documents are the most reliable source of its term preferences. These files are requested at the start of the job. Their late arrival gives rise to rework.
The organisation's publications in the target language
The organisation's own website and brochures are a direct example of its corporate voice. These sources feed the style decisions. They are easy to access.
Parallel documents
Documents of the same type prepared earlier offer examples of structure and set phrasing. They are especially useful for contract and report types. They are used as a source.
Subject sources
The standard texts and legislation of the sector are used for term verification. The reliability of the source is assessed. A record is kept.
Corporate glossaries
If the client has an internal glossary, it prevails and takes precedence over other sources. The glossary is requested at the start of the job. Its version is recorded.
Visual and product materials
Product photographs and catalogues make it possible to understand what the parts mentioned in the text are. These materials support the right choice of term. The request is made.
Access to the software interface
For software documents, access to the interface builds the link between text and screen. If there is no access, screenshots are requested. Consistency is ensured in this way.
Reliability ranking of sources
An order of priority is set between client sources, subject sources and general sources. In a conflict the one higher up wins. The order is written down at the outset.
Checking that sources are current
An old reference may not reflect current terminology. The date of the source is checked. If it is old, it is used with care.
Conflicting references
If different sources suggest different equivalents, the client is asked. Silently choosing one gives rise to dispute later. The decision is the client's.
Quality of the reference
A previous translation may have been badly done, and this is noticed. A faulty reference is not followed blindly. The situation is reported.
Storing the references
The materials collected are stored in an orderly way in the job file and the team has access. Scattered sources are not used. Order is established.
Scope of confidentiality
Reference materials are subject to the confidentiality regime too. Sharing is limited. The rule is applied in the same way.
References that arrive late
A source that turns up in the middle of the job may require the work done up to that point to be gone over again. This risk is explained to the client at the outset. Early sharing is requested.
The client's archive
Some organisations do not know what is in their archives, and it comes to light when they are asked. For this reason the question is put in concrete terms. The request is made by giving examples.
Recording the list of references
Which sources were used is recorded and can be reported at delivery. The record shows the basis of the decisions. Transparency is ensured.
Value for later jobs
The materials collected are reused in later jobs and shorten the turnaround. The archive gains value over time. Order protects this accumulation.
The next step
Once the references are collected, the translation tools are prepared and the memory is set up. Tool preparation is the last step. The order is kept.