Terminology Management in Technical Communication
tcworld IndiaBangalore, 11 – 12 March 2011
Klaus-Dirk SchmitzInstitute for Information ManagementFaculty 03University of Applied Sciences [email protected]
K.-D. Schmitz, IIM, FH Köln
Overview
What is terminology?
Basic principles of terminology management
Terminology management in companies
Tools for managing terminology Terminology extraction tools Terminology databases Terminology control tools
K.-D. Schmitz, IIM, FH Köln
Note: If you omit the password, MultiTermprompts you for a password when loading,assuming the database is password-protected. If you log on as the system administrator, you are normally asked whether you want exclusive access to the database. This is not the case when opening a database using parameters; in this case, it is assumed that you do want exclusive access. Only when exclusive access is not available, MultiTerm does assume that you still want to take part in normal multi-user operation.
What is terminology ?
K.-D. Schmitz, IIM, FH Köln
Note: If you omit the password, MultiTermprompts you for a password when loading, assuming the database is password-protected. If you log on as the system administrator, you are normally asked whether you want exclusive access to the database. This is not the case when opening a database using parameters; in this case, it is assumed that you do want exclusive access. Only when exclusive access is not available, MultiTerm does assume that you still want to take part in normal multi-user operation.
What is terminology ?
K.-D. Schmitz, IIM, FH Köln
Note: If you omit the password, MultiTermprompts you for a password when loading, assuming the database is password-protected. If you log on as the system administrator, you are normally asked whether you want exclusive access to the database. This is not the case whenopening a database using parameters; in this case, it is assumed that you do want exclusive access. Only when exclusive access is not available, MultiTerm does assume that you still want to take part in normal multi-user operation.
What is terminology ?
K.-D. Schmitz, IIM, FH Köln
What is terminology ?
databaseexclusive accessloadinglog onMultiTerm *multi-user operationopen a databaseparameterpasswordpassword-protectedpromptsystem administrator
terminology =vocabulary of a subject field= Gesamtheit der Begriffe und Benennungen in einem Fachgebiet(DIN 2342)=set of designations belonging to one special language (ISO 1087-1)
K.-D. Schmitz, IIM, FH Köln
„„mousemouse““
conceptconcept
objectobjecttermterm
Terminological Triangle
K.-D. Schmitz, IIM, FH Köln
Object
Any part of the perceivable or conceivable world
Objects may be material (e.g. mouse) or immaterial (e.g. magnetism)
K.-D. Schmitz, IIM, FH Köln
Concept
Unit of thinking made up of characteristicsthat are derived by categorizing objects having a number of identical properties (DIN)
Unit of knowledge created by a unique combination of characteristics (ISO)
Concepts are not bound to particular languages. They are, however, influenced by social or cultural background
K.-D. Schmitz, IIM, FH Köln
Term
Designation of a defined conceptin a special languageby a linguistic expression
Designation: Any representation of a concept
A term may consist of one or more words A term may consist of one or more wordsSingle word term: mouse, printer, laserMulti-word term: laser printer, printer with single-sheet feed
““mousemouse””
K.-D. Schmitz, IIM, FH Köln
Synonymy
““return key?return key?””
Communication can be disturbed!
““enter keyenter key””
K.-D. Schmitz, IIM, FH Köln
Synonymy
Synonymy exists if two or more terms in a given language represent the same concept.
K.-D. Schmitz, IIM, FH Köln
Synonymy
K.-D. Schmitz, IIM, FH Köln
Homonymy / Polysemy
““mousemouse””
Communication can fail!
K.-D. Schmitz, IIM, FH Köln
Homonymy / PolysemyPolysemy: etymological affinity, the same word.
Homonymy exists if one term or several terms that have the same external form refer to several concepts.
True homonymy: different words with the same form, no etymological affinity.
Differentiation between polysemy and homonymy is irrelevant for terminology work.
K.-D. Schmitz, IIM, FH Köln
Coining new terms
K.-D. Schmitz, IIM, FH Köln
Coining of terms: word formation + term buildings mechanisms
Composition: cyberspace, translation memory system
Derivation: preface, management
Conversation: the chair to chair, green (adj) the green
Terminologization: mouse (IT) mouse (bio, general), virus (IT) virus (med)
Loan word: festschrift, zeitgeist from DE, rickshaw from JP
Abbreviation: CEO, AIDS, scuba, Interpol
New creation: blurb, quark (very rare)
Term-related issues
K.-D. Schmitz, IIM, FH Köln© Prof. Dr. Petra Drewer & Prof. Dr. Klaus‐Dirk Schmitz
• USB flash drive• flash drive• USB stick• USB memory key• memory stick• keydrive• pendrive• thumbdrive• jumpdrive• etc.
Selecting “good” terms
K.-D. Schmitz, IIM, FH Köln
Criteria for the selection and creation/coining of terms:
Transparency/motivation
Consistency
Appropriateness
Linguistic economy
Derivability
Linguistic correctness
Preference for native language
Term-related issues
K.-D. Schmitz, IIM, FH Köln
Transparency
The concept designated by the term can be inferred without a definition(e.g. pipe wrench or adjustable wrench vs. monkey wrench)
The meaning of the term is visible by:
morphological motivationpage setup, error messagedata network identification code*network printing device setup*
semantic motivationworm, virus, infected file, vulnerability, firewall*
K.-D. Schmitz, IIM, FH Köln
Terminology must be defined accurately and used consistently at least within: one document one product one company or organization
Only one term for each concept(avoid synonyms !)
Only one concept for each term(avoid homonyms !)
But also consistent term coining (see Wikipedia: wrench)
Consistency
K.-D. Schmitz, IIM, FH Köln
Appropriateness
Appropriateness means that terms: have to be familiar to the user (localization!)
don’t cause confusion or insecurity
have no negative connotations (neutral, politically correct)
express installation (only components needed)network installation (all components)
system error, severe error, fatal error, user error etc. master/slave, web designers’ bible, knowledge nugget etc. nuclear energy vs. atomic energy
K.-D. Schmitz, IIM, FH Köln
Appropriateness
K.-D. Schmitz, IIM, FH Köln
Other features
Linguistic economy Ultrakurzwellenüberreichweitenfernsehrichtfunkverbindung
Derivability medicinal plant vs. herb herbal, herbalist, ... Bedeutungslehre Semantik
Linguistic correctness aktualisieren vs. updaten, geupdated, upgedatet, ... OpenSource, Cafe ToGo, fünfköpfiger Familienvater, …
Preference for native language Startseite vs. Homepage, Multifunktionsleiste vs. Ribbon
K.-D. Schmitz, IIM, FH Köln
Overview
What is terminology?
Basic principles of terminology management
Terminology management in companies
Tools for managing terminology Terminology extraction tools Terminology databases Terminology control tools
K.-D. Schmitz, IIM, FH Köln
Terminology is an important carrier of knowledge for domain-specific information in companies
Within a company, but also between company and customers as well as between company and suppliers
Many departments and sectors of a company create, disseminate, retrieve and use terminology
BUT: Terminology management is discussed controversially: Costs + effort Quality and efficiency
Therefore: Costs and benefits of terminology management
Terminology in companies
K.-D. Schmitz, IIM, FH Köln
Successful terminology management in companiesPractical tips and guidelines: Basic principles, implementation, cost-benefit analysis, system overview
published in German 4/2010, about 300 pages, CD with data
also available in English
tekom survey
K.-D. Schmitz, IIM, FH Köln
Online questionnaire end of 2009 about 1,000 sent out, mostly to tekom members High response rate of 940 questionnaires (77% tekom) 34% managerial staff and CEOs
64% employees 67% industrial enterprises
15% software companies13% service providers (TD / translation / localization)
(And: questionnaire for tools providers, questionnaire for benchmarking companies (25), 2 benchmarking workshops)
tekom survey
K.-D. Schmitz, IIM, FH Köln
At an average, a company
has to manage 11.81 different information products
is creating 5.87 different technical documentations
has to deal with the fact, that 5.04 different sections/ departments are involved in the process of creating (new) terms
is translating information products into 10.1 different languages
tekom survey: the situation
K.-D. Schmitz, IIM, FH Köln
Product planning and development
Product usage
Product maintenance
R&D & Product management Information pertaining to product release changesMarketing and product management Product information sheets for pre-salesMarketing Marketing material
Customer presentationsSales and Marketing &TD Product catalogues
Price catalogues Contract documents
Corporate communications Press releases
R&D & Product Management Product specificationsR&D Procedural instructions
Process documentation for product development CAD graphics, 3D-models pertaining to the product Laboratory manuals
R&D & software development Software GUIs / user menusR&D & TD marketing Images pertaining to the productR&D & TD Data sheets
Parts listsR&D & Marketing Packaging labels / product labelsQM Quality documentation
TD Maintenance/Service manualsTD & Service Repair manuals
Spare parts catalogues
Product marketing
Technical Communication (TD) Montage and installation instructions Commissioning manuals Online help
Training & TD Training documentsMarketing and TD Multimedia/simulation programsTD & R&D & software dev. User interfaces(GUIs) / softwaredescriptionsR&D Control elementsand labels
K.-D. Schmitz, IIM, FH Köln
Who is creating terminology?
Technical documentation 79.7%
Research / (software) development / engineering
79.7%
Marketing 63.5%
Product management/ Portfolio management
61.3%
Translation / Localization 40.4%
Distribution / Sales 39.3%
Customer service / After sales 30.7%
Training 28.4%
Management board 26.3%
Corporate communications / Public relation
24.4%
Quality assurance / Quality management 16.3%
Purchase / Procurement 12.3%
Montage / Assembly planning / Production
12.3%
Servicing / Maintenance 8.2%
IT service 6.7%
Multiple answers, average 5.04different departments/ sections
K.-D. Schmitz, IIM, FH Köln
84.2 % report, that always or very frequently various departments/sections use different terms for the same concept
70.7 % report, that always or very frequently differing terms for the same concept are used in various documents
47.1 % of the staff always or very frequently have problems in understanding technical terms on the spot
51.1 % of the staff always or very frequently have to ask for or retrieve the correct term for a given concept
Terminology problems
K.-D. Schmitz, IIM, FH Köln
Consequences: Terminology problems
K.-D. Schmitz, IIM, FH Köln
Opinions about terminology
96,0%96,0%96,9%
87,7%
sehen die Zeitersparnis inder Kommunikation und
Arbeit als eher groß bis sehrgroß an
halten dieArbeitserleichterung für eher
groß bis sehr groß
schätzen dieQualitätsverbesserung vonDokumenten und in derKommunikation als eher
groß bis sehr groß
gehen von einer eher großenbis sehr großen Erleichterungder Verständlichkeit für den
Kunden aus
Saving time Making work easier
Improving quality
Better understanding
for the customer
K.-D. Schmitz, IIM, FH Köln
And: Context, Example, Synonym, No-Term, Source, Explanation, References, Position numbers, short forms
34.8%Illustrations
44.9%Project, product, customer, department information
51.4%Grammatical information (Gender, POS, Number etc.)
72.3%Status (preferred, admitted, deprecated, do not use etc.)
78.2%Subject field information
84.3%Definitions
Documentation of terminology
Terminology documentation
K.-D. Schmitz, IIM, FH Köln
1. Analysis of the problem2. Analysis of the impact (very often, very expensive, bad quality)
3. Framework conditions for the value of benefit (many documents, high volumes, many languages, using TMS, using CMS)
4. Definition of goals (management triangle: costs, time, quality)
5. Analysis of benefit (consistent terminology, less changes, higher TM match rate, less queries by translators)
6. With/without comparison7. Analysis of costs (initial costs: system, implementation, training;
running costs: licenses, personnel, working hours)
8. Cost-benefit analysis9. Success factors and risks (early, involve all, workflow)
Model for a cost-benefit analysis
K.-D. Schmitz, IIM, FH Köln
For a specific application scenario: Costs for changes of terms in the source language Costs for queries from translators Costs for terminology related translation corrections Translation costs
e.g. for changes of terms: duration in number of hours of work for making changes wages for the hours of work number of changes made per document number of newly created documents per year
And: when changes? in which formats/systems? with/without termbase!
Key performance indicators: benefits
K.-D. Schmitz, IIM, FH Köln
For a specific application scenario:
Procurement costs for a termbase system (12,000-40,000 €)
Costs for system support and update (1,100-9,000 €)
Time for one SL term entry (ø 30 min) plus TL info (ø 20 min)
Number of new entries/year (60-600) + updated entries (100-1200)
Monthly salaries for the terminology staff
Key performance indicators: costs
K.-D. Schmitz, IIM, FH Köln
Cost-benefit analysisDegree of Necessity
Type of Problems
Degree of Effects
Framework Conditionsfor Optimum Usage
e.g. Number of Languages
e.g. TMS Usage
e.g. Number Employees TD
Alternatives
Benefit Key Indicators:e.g. Costs for Source Text Changes
Costs for Answering Translators QuestionsCosts for Target Text Corrections
TMS Match Rates
Cost Key Indicators:e.g. Investment Costs for TermBase System
Costs for Training PersonnelRunning Costs for Terminology Management
System Maintenance
Without Defined Terminology
With Defined Terminology
(Without Defined Terminology)
With Defined Terminology
Figures to Compare from Benchmarking or Estimation
Evaluation and Comparison Benefit Evaluation and Comparison Costs
e.g. Amount of Translation
K.-D. Schmitz, IIM, FH Köln
Salary expenses
- 200 000 €
+ 200 000 €
- 150 000 €
- 50 000 €
- 100 000 €
+ 150 000 €
+ 50 000 €
+ 100 000 €
Licenses
Initial investment
Salary expenses
Licenses
Translatorqueries
Changes
Translationcosts
Corrections
Translatorqueries
Changes
Translationcosts
Corrections
Translatorqueries
Changes
Translationcosts
Corrections
Salary expenses
Licenses
Salary expenses
Licenses
2. Year1. Year 3. Year 4. Year
ROI
Break-Even-Point
Cost-benefit analysis: sample
K.-D. Schmitz, IIM, FH Köln
Pain curve for terminology management
Source: Dunne, Keiran; Multilingual, April 2006
K.-D. Schmitz, IIM, FH Köln
Terminology error propagation
Source: Dunne, Keiran; Multilingual, April 2006
K.-D. Schmitz, IIM, FH Köln
Source: Childress, Mark; Multilingual, April 2006
Terminology error propagation
K.-D. Schmitz, IIM, FH Köln
Overview
What is terminology?
Basic principles of terminology management
Terminology management in companies
Tools for managing terminology Terminology extraction tools Terminology databases Terminology control tools
K.-D. Schmitz, IIM, FH Köln
Terminology extraction
In many application scenarios of terminology work, the extraction of terminology from (existing) textual material is recommended.
We can differentiate between the following extraction methods:
Monolingual term extraction (text in electronic form)
Bilingual term extraction (parallel aligned texts, i.e. TMs)
Manual (human) term extraction
Computer-assisted term extraction (tools propose term candidates)
• With statistical methods (for “all” languages, cannot use knowledge about syntax)
• With linguistic methods (better results, but only for “important”languages)
• With hybrid methods (combining statistical and linguistic methods)
K.-D. Schmitz, IIM, FH Köln
Features of (monolingual) term extraction tools:
Common functionalities from concordance programs (e.g. WordSmith): identify words, word statistics, KWIC index, alphabetic/frequency order
Reducing inflected word forms to the basic canonical form:needed for real statistics, needs morphological knowledge
Filtering and ignoring function words (articles, conjunctions etc.) and general language words (but what is general language?)
Filtering and ignoring terms that are already included in a termbase
Identifying multi-word terms, noun phases and verbal phases
Identifying discontinuous elements and elliptical constructions
Terminology extraction tools
K.-D. Schmitz, IIM, FH Köln
Improving and enriching term candidates with SDL MultiTermExtract
Terminology extraction tools
K.-D. Schmitz, IIM, FH Köln
Settings to improve the results of term extraction with SDL MultiTermExtract
Terminology extraction tools
K.-D. Schmitz, IIM, FH Köln
Benefits and problems of term extraction tools:
Term extraction tools are helpful in preparing terminology for large translation projects (with several translators) and for aninitial feeding of a term base (with company or subject specificterminology)
Result of a term extraction is a list of term candidates; the list must be checked; but what about the texts (with possible not extracted terms)?
Results are only terms (and context examples), but no other terminological information; it is a kind of a to-do list for the terminologist
The more linguistics the better the results; but what about “less common” and minority languages?
Terminology extraction tools
K.-D. Schmitz, IIM, FH Köln
Terminology management systems
Terminology management systems are software applications that are designed to manage terminological data.
They support tasks related to terminology work and store the results: Terminological data can be entered, edited, deleted, retrieved and filtered.
Most of the systems available on the market are based on (relational) data base systems (MS-Access, SQL, Oracle).
Can be seen as a kind of CAT-Tools (CAT=computer assisted translation).
Tables in word processing or spreadsheet programs are not adequate for terminology management !
K.-D. Schmitz, IIM, FH Köln
Classification of terminology management systems:
Complexity (languages): monolingual / bilingual / multilingual
Entry structure: predefined / free-definable / hybrid
Autonomy: autonomous / CAT tool component / hybrid
Software technology: stand-alone / client-server / browser-based
Business aspects: proprietary / commercial / open source
e.g. SDL MultiTerm 2009
Terminology management systems
K.-D. Schmitz, IIM, FH Köln
Designing a terminology management solution
Before designing a terminology management solution and choosing, adapting or programming a terminology management application:
Analyze the needs and objectives
Specify the user groups, tasks and workflow
Define the terminological data categories needed
Take into account the basic modelling principles
Model the terminological entry
Select, adapt, develop the software Meta data
K.-D. Schmitz, IIM, FH Köln
Typology of data categories I
Complex data categories Open data categories
content not predictable and defined by specificatione.g.: term, definition, note
Closed data categoriescontent defined by a limited set of possible valuese.g.: gender, part of speech, geographical usage
Simple data categoriescontent only yes or no; values of closed data categoriese.g.: masculine, noun, DE
K.-D. Schmitz, IIM, FH Köln
Typology of data categories II Concept-oriented data categories
e.g.: subject field, figure
Language-oriented data categoriese.g.: definition ?
Term-oriented data categoriese.g.: part of speech, context
Administrative data categoriese.g.: author, date, note
Special data categoriese.g.: term, language, (structural elements), (shared resources)
K.-D. Schmitz, IIM, FH Köln
K.-D. Schmitz, IIM, FH Köln
All terminological information belonging to one concept including all terms in all languages and all term-related and administrative data must be store in one terminological entry
concept = terminological entry
Concept orientation
K.-D. Schmitz, IIM, FH Köln
wordword meaningmeaning
meandingmeanding
meaningmeaning
meaningmeaning
meaningmeaning
meaningmeaning
Lexicographical view / model / entry
K.-D. Schmitz, IIM, FH Köln
conceptconcept termterm
descriptive descriptive terminology managementterminology management
termterm
termterm
termterm
termterm
termterm
Terminological view / model / entry
K.-D. Schmitz, IIM, FH Köln
conceptconcept termterm
prescriptive prescriptive terminology managementterminology management
termterm
termterm
termterm
(term)(term)
termterm
Terminological view / model / entry
K.-D. Schmitz, IIM, FH Köln
Lexicographical entry
K.-D. Schmitz, IIM, FH Köln
Terminological entry
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Terminological entry
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Eintragsmodellierung + Prinzipien
K.-D. Schmitz, IIM, FH Köln
All terms belonging to one concept should be managed (in one terminological entry) as autonomous (repeatable) blocks of data categories without any preference for a specific term
Therefore all terms can be documented with the relevant term-related data categories
Term autonomy is necessary for the main term, all synonyms, all variants, and all short forms
Term autonomy is not explicitly discussed in theoretical literature
Term autonomy
K.-D. Schmitz, IIM, FH Köln
TermEntryConcept
represented by ID-No. and/or classification / notation
Language 1+ AuxInfo
...
Term 1+ AuxInfo
Term 2+ AuxInfo
Term 1+ AuxInfo
Term 2+ AuxInfo
Term 1+ AuxInfo
Term 3+ AuxInfo
Concept orientation & term autonomy
Language 3+ AuxInfo
Language 2+ AuxInfo
K.-D. Schmitz, IIM, FH Köln
Concept orientation & term autonomy
K.-D. Schmitz, IIM, FH Köln
Terminological data modeling
Terminological data categories ISO 12620:1999 / 12620:2009 definition, subject field, grammar, context,
project code, author, date etc.
Data Category Registry (DCR)
Terminological data modeling principles ISO 12200 / 16642 / 30042 meta model, concept orientation, term autonomy,
TBX (Termbase eXchange)
K.-D. Schmitz, IIM, FH Köln
Terminology control
In many application scenarios of terminology work, the checking of correct and consistent use of terminology in documents (created by technical writers or translators) is recommended.
We can differentiate between the following control methods:
Monolingual terminology control
Bilingual terminology control (for translations)
Manual (human) terminology control (part of proof reading & QA)
Computer-assisted term control (tools analyze and check documents)
• Without linguistic methods (for “all” languages, using the content of a term base)
• With linguistic methods (better results, but only for “important”languages)
K.-D. Schmitz, IIM, FH Köln
Features of terminology checking tools: Similar to spell checkers and auto correction Integrated into editors, authoring systems, CAT tools, but also as
stand-alone programs Directly during the writing process of a document or translation, or
as an autonomous process (when the document is finished) Connection to the term base entries (interactive or via
export/import) Very often combined with grammar and style checking (controlled
language) Using fuzzy search and/or linguistics (inflected terms in texts vs.
canonical form of the terms in term bases) Deprecated terms must be maintained in the term base (no-terms)
Terminology control tools
K.-D. Schmitz, IIM, FH Köln
Sample of a terminology check with acrolinx IQ Suite
Terminology control tools
K.-D. Schmitz, IIM, FH Köln
Automatic detection of linguistic variants with acrolinx IQ Suite
Terminology control tools
K.-D. Schmitz, IIM, FH Köln
You will find terminology problems in many companies
In any case, terminology management will improve important factors such as: better communication, consistent corporate language, avoidance of errors and misunderstanding, faster training, better translations
Not all benefits are easy to calculate and quantify
Benefits and ROI depend on several company specific framework conditions
Terminology management is no luxury, it is a necessityfor all industrial companies and service providers,and this can be documented by key indicators
Conclusion 1
K.-D. Schmitz, IIM, FH Köln
Only excellent managed terminology can guarantee a high quality information and communication:
follow guidelines for term creation and term selection
model your termbase with concept orientationand term autonomy, and include appropriate data categories for documenting terms
Wrong decisions and mistakes can later be repaired only with huge efforts and costs !
Conclusion 2
Thank you for your attention
Prof. Dr. Klaus-Dirk SchmitzFachhochschule Köln
Fakultät 03 - ITMK/IIMMainzer Str. 5
50678 Kö[email protected]