Vol. 36, December 2003

The Translation E-Buzz

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Table of Contents


Employee of the Month
Sherri Yarbrough

Sherri Yarbrough joined McElroy in June as an assistant in the Translation Department. When we decided to create a new position dedicated to customer service Sherri enthusiastically submitted her application. Her understanding of workflow from an operations perspective helps her assist clients who have questions about their work in progress.

Sherri was born in the nation’s capital but grew up in Philadelphia, PA. She was always passionate about music. Living one hour by train south of New York City, Broadway felt like a second home...as did the Met. She even entertained thoughts of studying opera. As a music major in high school she found multiple ways to drive her mother crazy. Not only was she a member of two school choirs (concert and gospel) and a perennial member of the All-City choir, but she also played tuba in the orchestra and concert band, and sousaphone in the marching band. As if that wasn’t enough, she played the piano in the jazz band, as well. Sherri realized she enjoyed not only performing, but organizing and producing, too. She’d performed in the musical “The King and I” during her high school sophomore year, and as a senior she produced the musical “South Pacific.”

But don’t try to categorize Sherri with any neat and tidy stereotypes. She also is fanatical about sports, claiming sports are a “family obsession.” She was a gymnast and played softball, volleyball, and tennis. A familiar joke is that the WOMEN in her family are generally more fanatical than the men. To this day, she dares not call her mother during an Eagles game. Sherri and her daughter follow basketball with avid interest. They talk stats, teams, defenses, traps...driving her husband insane. She remains an avid tennis player as well as a USTA official. She has served as a roving official for several junior and college events, and had the opportunity to chair a national wheelchair event in Dallas last year. Fond memories in this venue are tied to serving as the Volunteer Coordinator for the yearly Tier-1 WTA Advanta Championships from 1993 to 1995. This event used to serve as the warm-up for the Women’s year-ending Tour Championships when it was an annual event at Madison Square Garden. As the Volunteer Coordinator, she recruited, scheduled and organized volunteers to serve as ushers for the week-long event.

In addition to music and sports, Sherri has always had a love for travel. At 18, she joined the Marine Corps to fulfill this desire. Too smart for her own good, the reward for graduating first in her class at Personnel School (her occupational specialty) was a post at Headquarters, U.S. Marine Corps, one block north of the Pentagon. While being located at the nation’s hub was fascinating in many ways, Sherri had already seen DC. It was the rest of the world that awaited her in her dreams. Her flexible attitude and her willingness to be mobile have made ensuing moves pleasant. Sherri has lived in Pennsylvania, Maryland, Virginia, California, Tennessee and Texas.

Her hobbies (yes, there’s more!) include cooking, reading fiction, political posting, playing computer games, completing her bimonthly Math & Logic Problems magazine, dragging her husband to the movies, and thus far, some “pathetic attempts at gardening.” As you may have guessed, Sherri has an abundance of energy. She has focused some of that energy into a successful launch of the new Customer Service position at McElroy Translation.

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RMTC Covers 2003 ATA Conference

As in years past, RMTC sent several company representatives to the American Translators Association annual national conference, held in Phoenix, AZ, November 6-8, 2003. Attending were Operations Manager Kim Vitray, Chief Editor Mark Ritter, Translator Coordinator Patricia Bown, and Project Manager Tina Wuelfing.

Employing a “divide, conquer, and share” strategy, each RMTC representative had a particular focus and attended those sessions that related to their individual target areas. Since RMTC is a member of the Translation Company Division of the ATA, and Kim is Assistant Administrator of that Division, her focus was on sessions and meetings related to translation companies (rather than freelancers) and Division business. Mark is Deputy Chair of the German language grading committee (which is in charge of testing and grading for German language ATA accreditation), and is an accredited German-to-English translator, so he attended sessions relating to German translation and terminology and meetings of the grading committee. For Patricia, the ATA conference was a tremendous opportunity to spend one-on-one and face-to-face time with our existing translators, and to strengthen and grow our resources by meeting and recruiting new translators. Finally, Tina attended a wealth of project management sessions, such as “Quality-First Management,” “Coping with Project Churn,” and “Meeting the Challenges of Inhouse Localization.”

An exciting decision and announcement during the conference was the election of McElroy Translation as the host company, and Austin the host city, for the Translation Company Division’s 2004 annual conference. Kim will be working closing with Division Administrator Linda Gauthier, of BG Communications International in Montreal, Canada, to organize this leading industry conference.

The “share” part of RMTC’s conference coverage occurs when attendees write and publish a detailed report of their conference experience in RMTC’s twice-monthly company newsletter, Ops Notes. These reports will be featured in the upcoming December 16 issue.

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Localization Certification

The Austin Community College (ACC) generalist localization certification program continues to gain momentum and international acclaim, and classes are now at capacity. There is more and more worldwide corporate support for the online courses, and students traveled to Austin from all over the world for last summer’s special sessions.

The Advisory Board recently teleconferenced, and special mention was given the first certified program graduate.....PATRICIA BOWN of McElroy Translation Company. Several more upcoming graduates are in the pipeline.

Dr. Tim Altanero expressed his gratititude to McElroy Translation Company for the role we have played in establishing and growing the program.

  • General Manager Shelly Orr Priebe sits on the program Advisory Board
  • Chief Editor Dr. Mark Ritter teaches “Translation Memory and Machine Translation” and Translation Coordinator Patricia Bown will join him as an instructor next semester teaching “Introduction to World Languages.”
  • Many McElroy employees have taken classes, helping the classes “make” in the early days of the program.
  • McElroy continues to offer input on curriculum design.
  • We have helped publicize the program.

Learn more about it at http://mistsy.home.texas.
net/acc/l10n/
.

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Does Sending Source Files Make That Much Difference?

Lisa Siciliani, Localization and Marketing Manager

The Short Answer

It just may. You should consider certain factors when deciding how much effort to spend finding source files that aren’t readily available. You may save translation turn time and/or money by providing electronic source files if you have:

  1. Complex document formats, such as forms, brochures, indexed manuals
  2. Web site or other online files
  3. Editable text-containing graphics files
  4. Duplication benefiting from use of a translation memory tool

A little background will help you understand how the situation has changed significantly for most translation and localization vendors. Just five years ago, most client document files that were to be translated into English were sent to agencies in hardcopy or PDF only. With the limited ability of scanning software at the time, these files were either provided to the translators in the original format or a considerable amount of time was spent to create accurate electronic source files.

Complex Document Formats

If your project consists of 1) just a few documents that are 2) primarily straight text with little formatting and 3) few graphics and 4) you don’t care about the format of the translated file, skip to the next section. If, on the other hand, any of the above apply to your project, stick around.

  1. Saving even one hour of formatting time per document multiplied times dozens of documents can save hundreds or thousands of dollars.
  2. Although our Production Department loves desktop publishing (they really do), recreating forms, complex manuals or marketing material from scratch does take time. When a PDF is converted to an editable file all of the formatting is lost.
  3. See the section on editable graphics.
  4. Sometimes a document needs to be formatted like the original because it will be published or because the content requires formatting in order to be used—imagine an unformatted form.

Web Site or Other Online Files

To start with, sending organized source files can make a huge difference in how accurate the estimates are that you receive from various vendors. Unless your web site is small and very simple, there is information affecting the localization turn time and cost that can not be ascertained just from viewing the source code available online to the public. If you send extraneous or disorganized files, or don’t send source files, the estimates you receive from vendors may vary. You won’t be able to compare apples to apples, because each vendor will have to guess at what you want and what work will be involved.

Once assigned to a vendor, the original web developer who is familiar with the details of the site can organize the files to be sent for localization much more quickly than those new to it. When you have the option to involve your developer the following can be minimized or eliminated:

  1. Incomplete set of files sent to vendor
  2. Multiple versions of files
  3. Extraneous files sent causing it to be unclear what you want translated
  4. Proprietary file formats that can not be readily accessed by a vendor
  5. Unclear instructions regarding which content is to be localized

Files Containing Graphics with Editable Text

An editable graphic contains text that can be modified within the program that created it or another graphics program, or within a graphics feature of a document program. There are many different types of graphics programs, such as PhotoShop, Corel Draw, Ulead and Illustrator. You can save a file in one of those file formats, but usually graphics are exported to one of a few common graphics file types, such as JPG, GIF, TIF or BMP. These are not readily editable.

Using this example, let’s say your graphics were created in Illustrator, exported to JPG format, then inserted into a formatted document. For your translation vendor to quickly recreate translated graphics, they will need the original EPS or AI (Illustrator) files. Even if you outsourced the development of this document, your developer will probably send you the original graphics files if they still have them.

We can recreate text-containing graphics without editable graphics files, although there could be a multifold difference in the amount of time it takes. This is another one of those things that our desktop publishers love to do, but time is money so if there is a chance that someone can find and send those original files, it might be worth it to try.

Adapting To “Translation Memory”

Projects with significant content duplication are excellent candidates for the use of translation memory tools, reducing the cost of translation. Use of translation memory requires electronic source files. Some of the possible cost savings are lost when your vendor has to create editable electronic source files. The translation memory tool we use, TRADOS™, is able to create translated files retaining the format of the original in most major file formats.

Some evolution of our own common receivables and deliverables

5 years ago:

  • We received few editable source files
  • Most document custom format was done in MS Word
  • Many clients requested hardcopy only as deliverable
  • Graphics were often physically pasted into the hardcopy
  • Production staff were needed to prepare many files for translation

Today:

  • Most custom format deliverables arrive in editable source files
  • We receive more files in formats such as FrameMaker, Quark and HTML
  • Most clients receive electronic files only, complete with translated graphics
  • Graphics can now be rapidly extracted from PDFs and cleaned of source text
  • Fewer staff are required to produce more complex document and online files
Summary: How Sending Your Vendor Source Files Benefits You
  • Get faster, more accurate estimates
  • Take advantage of translation memory
  • Receive desktop published deliverables
  • Reduce project turn time
  • SAVE MONEY

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RMTC Strengthens Its Customer Care Focus

RMTC is pleased to announce the creation and filling of a new Customer Service Associate position. Sherri Yarbrough, who had worked for several months in RMTC’s Translator Coordination department, moved into this new position on October 28, 2003. Sherri has 20 years of experience in a variety of project management positions, with a particular focus in the technical arena. In the new CSA position, she is charged with answering questions and solving problems for our clients regarding any translation or localization jobs that are currently in progress or have recently been delivered, and with developing new customer care initiatives.

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RMTC Rolls Out Updated ELJOTS®

On November 11, RMTC rolled out the second major upgrade to its ELJOTS® job tracking system since its development in August 1999. New features include simultaneous job log-ins, expanded Edit Job and Job Status capabilities and displays, improved patent tracking ability, streamlined interfaces that are customized by department, and electronic job costing and invoice reporting. RMTC’s Systems Administrator/Programmer Rob K, who implemented this recent upgrade roll out, also plans another upgrade rollout in February 2004.

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Good Luck!

At http://www.i18nguy.com/
index.html
John Cochrane authored this article addressing the localization of luck. When McElroy Translation Company assumes the responsibility of localizing product information, web sites, or training materials, attention must be given to a wide range of details which must fold seamlessly into the target culture. There is much more than the translation of words to be considered. For instance, “lucky” and “unlucky” connotations……

六曜 ROKUYO – Lucky And Unlucky Days in Japan

In the West, avoid making important moves on a Friday 13th. The day is considered unlucky and decisions made on that day will have unfortunate consequences.

For the Japanese, Friday 13th is just one of several unlucky days. The number 4 is unlucky because its pronunciation is the same as the word for “death.” Therefore April 4 is unlucky (4th month, 4th day or 4-4). July 7 and August 8 (7-7 and 8-8) are considered lucky. In fact for the Japanese, every single day is associated with luck, misfortune, or something in between. Delicate planning is required to make sure important occasions happen on the best day. This page explains 六曜 or Rokuyo, and the lucky and unlucky days of the Japanese calendar. Their impact on weddings, hospital stays, funerals, baby booms and doing business in Japan is discussed.

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Reach RMTC at

910 West Avenue
Austin, Texas 78701
800 531 9977
512 472 6753
512 472 4591 fax
sales@mcelroytranslation.com