What is a Translation Management System (TMS)?

1. What is a translation management system?

In translation work, multiple individuals are involved, including project managers (coordinators), translators, and reviewers (checkers). Among these, the translation management system particularly supports and streamlines the work of project managers. Notable products include Phrase's Phrase TMS (formerly Memsource) and RWS's Trados GroupShare.

The duties of a project manager include the following tasks.

1. Receive translation requests and source files from other departments and clients
2. Convert the source files into a file format suitable for translation tools
3. Create a new translation memory. For revisions, prepare a translation memory containing the original text and translated text from previous versions.
4. Calculate the volume of translation and create a schedule
5. Assign translators and reviewers
6. Provide the untranslated files for the translation tools to the translators
7. Receive the translated files from the translators
8. Provide the translated files to the reviewers
9. Receive the reviewed files from the reviewers
10. Convert the files for translation tools into a file format for delivery
11. Deliver the files

The translation management system streamlines tasks 2 to 10 mentioned above. It eliminates manual errors and reduces the burden on project managers.

2. Differences from Translation Support Tools (CAT Tools)

Translation support tools are designed to assist translators and reviewers. By providing translation memories that store pairs of source and target texts, as well as glossary features that display term explanations and designated translations, they enhance the accuracy of translation and review while streamlining the workflow. Machine translation services such as DeepL and Google, as well as our machine translation solutions MTrans for Phrase TMS (formerly MTrans for Memsource) / MTrans for Trados, also integrate with translation support tools. Representative products of translation support tools include MTrans Team, Phrase TMS (formerly Memsource), and Trados Studio. (Phrase TMS serves as both a translation management system and a translation support tool.)

3. Three Benefits of Implementing a Translation Management System

Centralization of Information

The translation management system allows for centralized management of translation data such as files, translation memories, and glossaries, as well as work schedules in the cloud.

Each person in charge can display the schedule and check the progress of work at a glance. Translators and reviewers can access the necessary information at the right time without having to contact the project manager.

You can manage not only information about ongoing projects but also information about past projects. When there is a revision of a translated document, you can quickly find and reuse past translation memories, reducing the amount that needs to be newly translated, which can help control time and costs.

 

Process Automation

The translation process is automated. For example, once the translation step is completed, an email notification is automatically sent to the reviewer. Since the files being worked on are centralized in the cloud, there is no need for file exchanges among the responsible parties mentioned in steps 6 to 9. After the translation is completed, the reviewer can immediately start the review process. The intervention of the project manager is not required, minimizing the lead time between steps.

 

Confidentiality

Translation data is stored in the cloud, reducing the risk of information leakage as there is no need to exchange it via email. Additionally, the translation management system has access control features, allowing you to set which translators and reviewers can access each translation project. For example, when requesting a translation from an external translator, you can share only the information of that specific project with them. The translator will not have access to other projects. After the translation is completed, access to that specific project can also be revoked.

4. Summary

Are you overwhelmed with numerous translation projects, managing schedules, and dealing with emails and file exchanges? By implementing a translation management system, you can solve those problems. At Human Science, we leverage the expertise we have accumulated as a translation company to assist you in implementing the translation management system Phrase TMS (formerly Memsource).

We also offer solutions that integrate with machine translation systems such as DeepL and Google, as well as translation management systems.
Please feel free to contact us.

 

Related Services

AI Automatic Translation Software MTrans Team
MTrans for Memsource
MTrans for Trados