Medical software translation and localization

Software Localization challenges for the most technically complex clients

Executive summary

For more than 50 years, Oxford Instruments has been a premier British manufacturer of scientific products in the fields of nanotechnology tools and industrial products. The NanoAnalysis division provides the world’s most popular solutions for materials characterization and nanofabrication on various types of microscope. Since 2011, CPSL has been working with Oxford Instruments NanoAnalysis to localize its software and Help into multiple languages to enable the company to market their products outside the UK.

Localizing the Products – the Challenge

CPSL has worked steadily with Oxford Instruments to translate and localize its Aztec Microanalysis system into ten languages. The product is in continuous update, and 3.1 million words have been translated to date. This has been a challenging experience, mostly due to the functionalities in the client’s chosen software for managing the translated files, MadCap Lingo and Flare. Many translators are not familiar with this particular software, but CPSL took on the challenge! A typical Help project needs file preparation and a deep understanding of how the client needs the localized files to be delivered.

The client had a specific workflow established, and CPSL and its linguists had to adapt to that while also efficiently working to its own quality standards and processes

It has taken dedicated time and effort to set up the language and technical teams, establish the workflow and develop an effective set of processes for their projects. This methodology has proven successful and continues to work well on both sides.

How CPSL helped

The process began with CPSL taking a close look at what went wrong with information and instructions on previous projects back in 2011 – gaps in the workflow and how the Translation Memories were incorporated into the client’s tools. Once the issues that had caused previous problems had been determined (e.g. missing translations, duplicate entries, multiple translations for the same term) CPSL was able to develop a workflow with the client’s input that would rule out re occurrence of the same types of error. CPSL and Oxford Instruments also identified linguistic improvements that could help improve the quality of the final output, such as using shorter and more direct sentences, avoiding too much repetition, minimizing the use of the passive voice in certain languages, such as Chinese, and merging a number of Translation Memories into one per language pair. This is the preparation part of the workflow that has since led to ongoing positive results:

1. Take a full inventory of files in the Flare project, then filter them to only include files with translatable content in the Studio project.
2. Before importing files to a Studio project, the references in the Flare project have to be removed. We take them out comment our actions within the code of the files.
3. We provide the client with a list of files to translate, so they can confirm that the scope is correct.
4. CPSL prepares the files in Studio, analyses and pre-translates the files using the TM or TMs provided by the client for the specific project.

The files are then translated, reviewed and checked. They are quality checked linguistically and the original structure is recreated. The project is then compiled in Flare and a PDF is produced. CPSL typically delivers a PDF (the result of the Flare compilation), the complete structure containing the translated files, and a TMX with the bilingual content of the files that have just been translated.

Results, ROI and Future Plans

The key success factors in the workflow between Oxford Instruments and CPSL have been careful listening and establishing a clear set of solutions to reach the goal of successfully localizing both the software and Help of the Aztec product. CPSL needed to work closely with Oxford Instruments to face these challenges, and has now become its preferred localization provider. In this process, CPSL has been able to:

• Resolve issues with messy Translation Memories and duplicate entries. Advise on validation workflow involving the client’s linguists.
• Develop and implement approved terminology glossaries.
• Meet the client’s financial expectations, including preparing files so that we do not need to charge for full matches in the word counts.
• Assure the client that CPSL will deliver to expectations, on time and within budget, with no work flow complications.

As a result, CPSL looks forward to a productive future working with Oxford Instruments as it expands its global business.