Machine Translation policy

1 Introduction

This policy outlines the approach and standards for post-editing machine translation (MT) output in accordance with ISO 18587:2017. Our goal is to ensure high-quality translations that meet our clients' specific needs and expectations while leveraging the efficiency of machine translation technologies.

2 Scope of Policy application

This policy applies to all translation-localization projects that incorporate machine translation technologies followed by human post-editing within our organization.

3 Objectives

Objectives of this policy is to:

• provide clear guidelines on the post-editing process for both staff and clients.
• establish the quality expectations and standards for post-edited outputs.
• enhance client satisfaction by delivering translations that are clear, coherent, and contextually appropriate.

4 Post-Editing process

4.1 Project assessment

4.1.1 Client requirements

‍To ensure that our post-editing process meets the specific needs of our clients, we initiate each project with a comprehensive assessment of their requirements. This entails gathering detailed information in several key areas:

1. Target audience: Understanding the intended audience for the translation is crucial. Different audiences may have varying expectations regarding language style, formality, and technical jargon. For example, a document intended for a general consumer may require clear and accessible language, while a technical manual for professionals in a specific field may necessitate more specialized terminology and a formal tone.
2. Language pairs: We carefully consider the source and target languages involved in the project. Each language pair has its unique challenges and nuances. By assessing the linguistic and cultural contexts, we can better anticipate potential difficulties in translation and tailor our post-editing approach accordingly.
3. Specific instructions: Clients often provide specific guidelines that reflect their unique preferences or requirements. This may include:
   • Style and tone: Clients may specify whether the translation should have a conversational, formal, or persuasive tone, which can significantly influence how post-editors approach the text.
   • Preferred terminology: In many industries, consistency in terminology is essential. Clients might have their own glossary or preferred terminology that we must adhere to, ensuring that the translated content aligns with their branding and communication standards.
4. Context and purpose: Understanding the purpose of the translation—whether it is for marketing, legal documentation, technical instructions, or internal communication—helps us shape the final output to fulfill its functional requirements effectively.

By thoroughly assessing these client requirements upfront, we can ensure that our post-editing efforts not only enhance the quality of the machine translation output but also align with the client's overall communication strategy and goals. This client-focused approach ultimately contributes to higher satisfaction and better outcomes in the final translated product.

‍4.1.2 Resource allocation

‍Effective resource allocation is essential to the success of post-editing machine translation projects. A key component of this process is the assignment of qualified personnel. Here’s how we approach this crucial step:

1. Expertise in relevant subject matter: We prioritize the selection of post-editors who have specific knowledge and experience in the subject matter of the translation. This subject matter expertise enables them to understand context, nuances, and industry-specific terminology, which is critical for producing high-quality post-edited content. For example, a post-editor with a background in medical translation will be better equipped to handle technical medical texts compared to someone with a general translation background.
2. Language proficiency: We ensure that post-editors possess advanced proficiency in both the source and target languages. This includes a deep understanding of grammar, syntax, idiomatic expressions, and cultural references. By matching individual language skills to the language pair involved in the project, we enhance the accuracy and fluency of the post-edited text.
3. Project complexity and scope: Each translation project varies in complexity and scope. We assess the specific challenges presented by the project—such as length, technical difficulty, and required localization—when determining which post-editors to assign. A complex legal document may require multiple revisions and careful attention to detail, while a simpler marketing piece may necessitate a different editorial approach.
4. Availability and workload: The availability of post-editors is also considered to ensure timely project completion. We assess the current workload of our team members to allocate resources effectively, preventing burnout and ensuring that each project receives adequate attention.
5. Specialized skills: In certain cases, specific skills such as familiarity with translation memory tools, content management systems, or style guides may be necessary. Our resource allocation process includes a review of these specialized skills to match editors with the tools and processes they will encounter during post-editing.

By thoughtfully assigning qualified personnel based on these criteria, we optimize the post-editing process, ensuring that the final deliverables are not only high-quality but also tailored to meet the specific needs of our clients. This strategic allocation of resources enhances overall efficiency and effectiveness, ultimately leading to greater client satisfaction and successful project outcomes.

4.1.3 Communication with clients

‍Effective communication with clients is a cornerstone of our post-editing process. By fostering an open dialogue, we ensure that projects meet clients' needs and expectations. Here’s how we approach this critical aspect:

1. Confirmation of project details: At the outset of each project, we engage in thorough discussions with clients to confirm all relevant details. This includes clarifying the objectives, scope, target audience, language pairs, and any specific instructions or guidelines. By ensuring that all parties are on the same page from the beginning, we minimize misunderstandings and set clear expectations.
2. Establishing communication channels: We establish preferred communication channels, whether through email, project management tools, or direct messaging applications. This allows for efficient and timely exchanges of information, ensuring that clients can easily reach us with any questions or feedback.
3. Encouraging continuous feedback: Throughout the post-editing process, we actively encourage client feedback. We invite clients to share their thoughts on initial drafts or specific sections of the translation. This continuous feedback loop allows us to make necessary adjustments in real-time and ensures that the project aligns closely with their vision and requirements.
4. Addressing concerns promptly: If clients raise concerns or suggest changes, our team is committed to addressing these promptly and effectively. Whether it involves revisiting a section for further refinement or adjusting our approach based on client input, we prioritize client satisfaction and strive to implement feedback in a manner that enhances the final product.
5. Review and final approval: Before delivering the final post-edited document, we conduct a review phase where clients can assess the work. This step is essential for ensuring that all expectations have been met and allows for any last-minute revisions based on client input.
6. Post-project follow-up: After project completion, we follow up with clients to gather feedback on their experience and the quality of the translation. This insight is invaluable for identifying areas of improvement and reinforcing our commitment to continuous enhancement of our services.

By prioritizing communication with clients at every stage of the post-editing process, we foster a collaborative environment that leads to higher quality outcomes. This proactive approach not only ensures alignment with client expectations but also builds strong, trust-based relationships that contribute to long-term success.

4.1.4 Post-Editing levels

‍Establishing clear post-editing levels is essential for aligning our services with client needs and project requirements. Different projects may demand varying levels of detail and care during the post-editing process, and we provide options that cater to diverse client expectations. Here’s how we define and implement these post-editing levels:

1. Light Post-Editing:
   • Definition: Light post-editing focuses on minimal intervention, primarily aimed at correcting obvious errors and enhancing the readability of the text.
   • Use Cases: This level is often suitable for internal documents, drafts, or content intended for markets where precise language may be less critical, such as informal communications or preliminary evaluations.
   • Process: Editors will address glaring issues such as spelling mistakes, grammatical errors, and awkward phrasing. The goal is to make the text understandable while retaining the original machine translation’s structure.
   • Risks: Light post-editing, while efficient, poses significant risks as it rarely achieves the quality of human-level translation. The focus on surface-level corrections may leave substantial errors and ambiguities intact, creating a final output that can mislead or confuse the target audience. This approach might fail to capture nuanced meanings or industry-specific terminology, which could damage the credibility of the content. Moreover, for external communication, the lack of depth in editing can reflect poorly on the organization’s professionalism, raising questions about its commitment to quality. Ultimately, relying on light post-editing can lead to a translation that feels incomplete and does not meet the expectations of discerning audiences.
2. Full Post-Editing:
   • Definition: Full post-editing involves a comprehensive review and revision of the translated text to ensure that it meets high standards of quality and fluency.
   • Use Cases: This level is appropriate for external-facing documents, marketing materials, technical manuals, legal documents, and other content where clarity, accuracy, and appropriateness of tone are crucial.
   • Process: Editors will critically evaluate both the content and context, making substantial changes to improve coherence, terminology consistency, style, and overall readability. This may also involve the incorporation of client-specific terminology or preferences that were established during the initial project assessment.
   • Risks: While full post-editing aims to produce higher-quality translations, it still falls short of achieving true human-level translation. This comprehensive process can be time-intensive, and if not executed with care, it risks compromising the original meaning of the text. Editors may introduce biases or subjective interpretations that alter the intended message, particularly if they lack adequate subject matter expertise. Additionally, the pressure to satisfy client expectations can lead to over-editing, where the final product reflects the editor’s style more than the client’s needs, potentially straying from the original context. Consequently, even with thorough post-editing, the translation may still feel like a compromise, lacking the fluency and cultural sensitivity that a skilled human translator would provide.
3. Client-Defined custom Post-Editing:
   • Definition: In some instances, clients may require a tailored approach that blends elements of light and full post-editing based on their unique needs.
   • Use Cases: This option is useful for specialized projects where clients have distinct requirements, such as brand-specific language, cultural considerations, or particular editorial standards.
   • Process: We work closely with clients to define the specific parameters for this custom approach, balancing the depth of review with the client’s budget and timeline preferences. This level allows for maximum flexibility and client involvement while ensuring quality.
   • Risks:Client-defined custom post-editing carries inherent risks that can further hinder the achievement of human-level translation quality. The absence of a standardized editing approach can lead to inconsistencies in the application of edits, resulting in a final document that lacks coherence and fluidity. If client instructions are not clearly articulated or misinterpreted by post-editors, critical aspects of the translation might be neglected, resulting in a product that fails to meet the client’s expectations. Additionally, the reliance on client feedback may inadvertently extend project timelines and complicate the editing process, which can create frustration on both sides. Ultimately, while customization can cater to specific needs, it also underscores the limitations of post-editing, as the output may still fall short of the rich, nuanced quality delivered by professional human translators.
4. Feedback integration:
   • Regardless of the post-editing level chosen, we emphasize the importance of integrating client feedback throughout the process. Whether it’s adjusting the degree of editing based on initial responses or making further revisions based on ongoing communications, our flexible approach ensures that client needs are at the forefront of our efforts.
5. Quality assurance:
   • Each level of post-editing is subject to rigorous quality assurance measures to uphold our commitment to excellence. We employ specialized tools and peer reviews to maintain high standards, ensuring that the final output meets or exceeds client expectations regardless of the chosen level.

By clearly defining post-editing levels, we empower clients to select the option that best fits their needs and project scope. This approach not only enhances client satisfaction but also optimizes the efficiency and effectiveness of our post-editing process, resulting in high-quality translations that resonate with target audiences.

5 Quality assurance

5.1 Quality standards

‍Adhering to the quality standards outlined in ISO 18587:2017 is a fundamental principle of our post-editing process. This standard provides a comprehensive framework for evaluating the quality of machine-translated texts, ensuring that post-edited outputs meet the high expectations of clients and end-users. Here is how we incorporate key elements of this standard into our post-editing practice:

1. Clarity:
   • Clarity is essential for effective communication. Every post-edited output is scrutinized to ensure that the language is clear and easily understandable. This involves rephrasing complex sentences, eliminating jargon that may confuse the target audience, and ensuring that ideas are presented in a straightforward manner. The goal is to enhance readability and ensure that the message is conveyed without ambiguity. Clarity not only improves comprehension but also enhances user engagement, making it vital for texts intended for a broad audience.
2. Coherence:
   • Coherence refers to the logical flow of information within the text. In post-editing, we prioritize structuring content in a way that maintains a seamless connection between ideas, sentences, and paragraphs. This involves checking that transitions are logical and appropriate, ensuring that each section of the text builds upon the previous one. A coherent output allows readers to follow the argument or narrative easily, which is particularly important in technical documents where complex information is presented. By adhering to coherence standards, we enhance the overall effectiveness of the translation.
3. Consistency:
   • Consistency is crucial for maintaining quality across the entire document, especially when it comes to terminology, style, and formatting. In our post-editing process, we utilize client-provided glossaries, style guides, and reference materials to ensure that specific terms are used uniformly throughout the text. Consistency helps in building trust with the audience, as it demonstrates a professional and meticulous approach to translation. It also aids in brand alignment when translations reflect the same voice and terminology used in other materials from the organization.
4. Error reduction:
   • Following ISO 18587:2017 enables us to implement systematic quality checks that significantly reduce the occurrence of typographical, grammatical, and contextual errors. Each post-edited output undergoes multiple rounds of review, where editors cross-check the translation against the source text and other references. This rigorous approach helps catch mistakes that might have emerged during the machine translation phase and ensures that each output meets the required quality standards.
5. Client expectations:
   • Adhering to ISO standards allows us to align our quality assurance processes with client expectations effectively. By clearly communicating the quality parameters defined by ISO 18587:2017, we provide transparency about the standards our post-editing process meets, which helps build client trust and satisfaction. Clients can feel confident that we are committed to delivering translations that not only satisfy their requirements but also adhere to internationally recognized quality benchmarks.

By rigorously applying these quality standards throughout our post-editing process, we ensure that every output is not just a refined version of a machine translation, but a text that effectively communicates its intended message with clarity, coherence, and consistency. This commitment to quality not only enhances the overall impact of the translated material but also reinforces our dedication to excellence in translation services.

‍5.2 Quality control tools

‍Implementing robust quality control tools is a critical aspect of our post-editing process, ensuring that every output adheres to the high standards set forth by ISO 18587:2017. These tools enhance the efficiency, accuracy, and overall quality of the post-edited texts. Here’s how we leverage quality control tools throughout various stages of the post-editing workflow:

1. Automated quality assurance checks:
   • We utilize automated quality assurance (QA) tools to conduct initial scans of the post-edited output. These tools help identify basic errors, such as spelling and grammatical mistakes, inconsistencies in terminology, and formatting issues. By catching these errors early in the process, we can streamline the editing workflow and focus on higher-level revisions that enhance clarity and coherence.
2. Terminology management:
   • Effective terminology management tools play a vital role in maintaining consistency across projects. We employ these tools to create and manage client-specific glossaries, ensuring that preferred terminology is accurately applied throughout the translation. By automating the identification and correction of term usage, we reduce discrepancies and reinforce brand identity in translated materials.
3. CAT Tools integration:
   • Computer-assisted translation (CAT) tools are integral to our post-editing process. They allow editors to utilize translation memories, which store previously translated segments for re-use. This not only improves efficiency but also supports consistency in language and style. By integrating CAT tools, we can monitor the context in which terms are used and ensure that edits align with existing translations, further enhancing the quality of the final output.
   • Some of CAT tools we use: Phrase, Trados, MemoQ, Smartcat, Across, OmegaT, Passolo, Smartling, STAR Transit, Wordbee, Wordfast, XTM, Deja Vu, Lingotek, Transifex, Pootle, MetaTexis, Crowdin, Localise and others.
4. Collaboration features:
   • Many quality control tools offer collaborative features that facilitate communication and feedback among team members. This enables multiple editors to review and discuss specific segments of text, ensuring that diverse perspectives are considered. By fostering collaboration, we enhance the overall quality of post-editing and minimize risks of oversight, ensuring that critical aspects of the translation are adequately addressed.
5. Final review checklists:
   • We implement standardized checklists, derived from ISO 18587:2017 criteria, as part of our quality control process. These checklists guide editors through a final review of each post-edited output, ensuring that clarity, coherence, and consistency standards are met before delivery. This thorough approach ensures that no aspect of quality is overlooked and that the final document meets the expectations of both the client and the intended audience.
6. Feedback integration:
   • Lastly, we utilize feedback mechanisms built into our quality control systems to collect evaluations from clients and post-editors. This feedback is analyzed to identify areas for improvement in our processes and tools, facilitating ongoing refinement of our quality control procedures. By systematically integrating client feedback, we enhance reliability and responsiveness in our post-editing efforts, ensuring continuous alignment with client needs.

6 Client review and approval

‍6.1 Submission for client review

‍The submission of the final post-edited document for client review is a pivotal step in our translation process. This stage serves as an opportunity to ensure that the deliverable fully aligns with client expectations and project objectives. Here are the key aspects of this submission process:

1. Client collaboration:
   • By submitting the final post-edited document for client review, we foster a collaborative relationship that values client input. This process not only involves sending the document for evaluation but also encourages open dialogue about the content, style, and overall alignment with the client’s goals. We emphasize that client feedback is vital in refining the final product and making it resonate with the intended audience.
2. Clear communication:
   • During this stage, we clearly communicate the purpose of the review, outlining key areas where client feedback is particularly valuable. Clients are encouraged to focus on elements such as terminology preferences, tone adjustments, and overall clarity. This targeted approach helps clients provide constructive feedback that can be easily acted upon, streamlining the revision process.
3. Comprehensive review period:
   • We ensure an adequate review period to give clients the time they need to thoroughly assess the post-edited document. This consideration acknowledges the importance of a thoughtful review, allowing clients to provide meaningful insights that will ultimately enhance the quality of the translation.
4. Encouraging honest feedback:
   • We actively encourage clients to share their honest impressions, whether positive or critical. This openness not only helps us improve our services but also reinforces the client’s sense of ownership over the final output.

6.2 Addressing feedback

‍Addressing client feedback is a critical component of our commitment to delivering high-quality translations. Here’s how we process and implement feedback effectively:

1. Timely response:
   • We prioritize a prompt response to any client feedback received. This timely approach assures clients that their input is valued and taken seriously, reinforcing trust in our process. Quick responses also facilitate project momentum and prevent delays, allowing for efficient adjustments to the post-edited document.
2. Thorough evaluation:
   • Upon receiving feedback, we conduct a thorough evaluation of the comments and suggestions provided by the client. This assessment involves considering each piece of feedback in the context of the overall project goals and the specific requirements initially established. By carefully weighing client feedback, we ensure that necessary adjustments are aligned with their expectations while maintaining the integrity of the translation.
3. Implementation of changes:
   • Once feedback has been evaluated, we implement the necessary changes in the post-edited document. Our editors make adjustments to terminology, phrasing, or style as directed, ensuring that all revisions reflect the client's voice and requirements. This flexibility indicates our commitment to client satisfaction and reinforces the collaborative nature of our translation process.
4. Follow-up communication:
   • After changes have been made, we communicate with clients to inform them about the adjustments implemented in response to their feedback. This follow-up not only demonstrates an attentive approach but also invites any further comments or clarifications, ensuring that the client remains engaged throughout the process.
5. Quality assurance post-feedback:
   • Finally, we conduct a quality assurance check on the revised document to ensure that all changes enhance clarity, coherence, and consistency without introducing new errors. This step is essential to maintain high standards and ensures that the final deliverable meets or exceeds the client’s expectations.

7 Confidentiality and data security

‍Upholding confidentiality and ensuring data security are paramount in our post-editing process, especially given the sensitive nature of the information our clients entrust to us. Here’s how we meticulously protect client data throughout every stage of our workflow:

1. Strict confidentiality policies:
   • We implement robust confidentiality agreements that outline our commitment to safeguarding all client information. These agreements are signed by all employees and contractors involved in the translation process, ensuring that there is a clear understanding of the importance of maintaining confidentiality. By formalizing this commitment, we assure clients that their sensitive materials will not be disclosed or utilized beyond the scope of the project.
2. Secure data handling:
   • All client documents are handled with the utmost care. We employ secure file transfer protocols and encryption methods to protect data during transmission and storage. This ensures that sensitive information remains inaccessible to unauthorized individuals and protects against potential data breaches.
3. Access control:
   • We enforce strict access control measures to limit who can view and edit client data. Only team members directly involved in the post-editing process are granted access to specific documents, minimizing the risk of accidental exposure or misuse. By maintaining a need-to-know policy, we reinforce the security of client data at every stage of the project.
4. Use of secure platforms:
   • We utilize secure platforms for document sharing and communication, ensuring that all client interactions are protected. These platforms comply with the latest industry standards for data security and confidentiality, providing clients with peace of mind when sharing sensitive information. Our commitment to using secure tools reflects our dedication to safeguarding client interests.
5. Employee training:
   • We conduct regular training sessions for all employees on best practices for data protection and confidentiality. This training includes guidance on recognizing potential data breaches, understanding the importance of confidentiality, and following protocols for secure information handling. By fostering a culture of security awareness, we empower our team to be vigilant and proactive in protecting client information.
6. Incident response plan:
   • In the unlikely event of a data breach or security incident, we have an established response plan to address the situation swiftly and effectively. This plan includes protocols for notifying affected clients, investigating the breach, and implementing measures to prevent future occurrences. Our preparedness underscores our commitment to maintaining the highest standards of data security.
7. Client communication:
   • We maintain open communication with clients regarding our confidentiality and data security practices. Clients are encouraged to express any concerns they may have about their data security, and we are committed to transparently addressing these concerns. By involving clients in discussions about data security, we strengthen mutual trust and reinforce our accountability.

By rigorously adhering to confidentiality and data security measures, we ensure that client information is protected throughout the post-editing process. Our commitment to safeguarding data not only fosters client trust but also enhances the overall quality of our service, as clients can focus on the content of their translations without worrying about the security of their sensitive information. This focus on confidentiality and security underpins our reputation as a reliable partner in the translation industry.

8 Continuous improvement

Continuous improvement is a core principle of our post-editing process, driving our commitment to excellence in translation services. We regularly evaluate and refine our methodologies based on feedback from clients, insights from our editing team, and advancements in technology and industry standards. This iterative process includes analyzing performance metrics, integrating client feedback to enhance our practices, and investing in the ongoing training and development of our staff. By fostering a culture of learning and adaptation, we aim to consistently elevate the quality of our post-edited outputs, ensuring that we not only meet but exceed client expectations. Our dedication to continuous improvement reinforces our position as a trusted partner, capable of delivering high-quality translations that align with the ever-evolving needs of our clients.

9 Conclusion

In conclusion, while post-editing of machine translation presents a viable option for managing translation needs, it ultimately cannot match the quality and nuance provided by language experts. Despite advances in machine translation technologies, the complexity of language, cultural context, and the subtleties of expression require the skilled input of human translators to ensure that the final product is coherent, accurate, and culturally relevant. Relying solely on post-editing, whether light or full, introduces significant risks of errors and misinterpretations that can undermine the effectiveness of the communication.

The commitment to incorporating language experts into the translation process is essential, as their expertise allows for thorough understanding and application of context-specific language and terminology. As we strive for excellence, it is clear that human oversight is indispensable to mitigate the inherent limitations of machine-generated texts. Therefore, for projects demanding high-quality results, full human translation remains the most appropriate and reliable approach, delivering superior outcomes that reflect the professionalism and authenticity of an organization's voice. Ultimately, prioritizing human input ensures that translations not only meet but exceed the expectations of clients, providing clarity and effectiveness in communication across diverse audiences.

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This table not only outlines the benefits of MTPE but also highlights its significant limitations when compared to human translation, emphasizing that the quality and reliability of human translation are ultimately unreachable through post-editing alone.