How to Complete Pharmaceutical Translation in a Short Time? Introducing Speed-Up Methods

1. Cases Where Pharmaceutical Translation Needs to Be Completed in a Short Timeframe

In clinical trial-related documents such as clinical trial protocols, informed consent forms, and case report forms (CRF), strict adherence to submission deadlines to regulatory authorities and clinical trial schedules is required, so there are many cases where translation must also be completed within a short timeframe.

If there is a delay in these translations, it will affect obtaining approval from authorities in each country and the progress of the project.

Furthermore, when serious adverse events or fatal adverse events caused by pharmaceuticals occur, the reporting deadlines to regulatory authorities are strictly set at within 24 hours or 7 days depending on severity and causality, and the translation of related documents must also comply accordingly.

There may also be cases where it becomes necessary to urgently create and translate materials for internal use or for affiliated companies overseas.

2. Methods to Achieve Pharmaceutical Translation in a Short Timeframe

Below, we introduce methods to achieve pharmaceutical translation with a short turnaround time.

Use of Machine Translation
The initial translation is done using machine translation, followed by human revision and proofreading (post-editing). Machine translation can quickly translate large volumes of text, and its quality has been steadily improving in recent years, so utilizing machine translation can increase efficiency.

In actual projects where translation requests were received, using the MTPE (Machine Translation + Post-Editing) method has achieved the following reductions in turnaround time.

〇 Example of shortened delivery time for clinical trial summary reports

How to streamline the translation of clinical trial summary reports?

Introduction of Translation Support Tools Utilizing Translation Memory (CAT: Computer-Assisted Translation)
Before the development of "machine translation," CAT tools, which shorten work time by accumulating and reusing past translation data, were widely used. Using these tools can streamline the translation process.

〇Example of shortened delivery time for clinical trial protocols

Utilization of AI
The content targeted for pharmaceutical translation is highly specialized, and research is essential in translation. However, the accuracy of AI responses to research queries has improved remarkably. Recently, AI-generated answers often appear at the top of Google search results, and by refining how questions are asked, the time spent on research can be reduced. Additionally, efficiency can be improved by devising prompts for proofreading and text data organization, or by developing and utilizing AI-based proofreading tools in translation companies.

Efficiency Improvement through Translation Management Systems (such as GroupShare)
In pharmaceutical translation, multiple translators and reviewers are often involved, which can make progress management and file exchanges time-consuming. Translation management systems solve these issues. For example, "GroupShare" supports both on-premises and cloud-based models; the on-premises model allows secure operation in accordance with internal regulations, while the cloud model facilitates easy collaboration with external translators, allowing selection based on the intended purpose.

By utilizing this system, multiple users can share translation memories and glossaries in real time, reducing the need to verify expressions and significantly speeding up the process. Additionally, since progress and the status of those responsible can be centrally managed, the effort required for email and file management is reduced. A particular strength for tight-deadline projects is the flexible workflow that allows "translation and review to proceed concurrently." There are also cases where the introduction of cloud management for clinical trial-related documents has achieved approximately a 30% reduction in delivery time.

Use of Glossaries
Documents handled in pharmaceutical translation usually contain many specialized terms. If you can identify important frequently used terms and create a glossary before starting the translation, it can contribute to improving the efficiency of the translation work.

Engaging Multiple Personnel
Whether it is translation or post-editing of machine translation, involving multiple people can shorten the time required. In doing so, it is essential to conduct prior coordination and preparation, as well as post-checks, to prevent inconsistencies in terminology and style.

Additionally, as a translation company, it is also important to establish a cloud-based translation management system and thoroughly enforce project management.

Omission of Checks or Implementation of Simplified Checks
For documents whose readers are limited to certain internal personnel, it may be considered to omit checks altogether or perform only simplified checks. In such cases, it is necessary to understand the risks associated with omitting or simplifying checks.

3. Challenges When Conducting Pharmaceutical Translation in a Short Timeframe

Next, we will introduce the challenges when conducting pharmaceutical translation with a short turnaround time.

Of course, translations utilizing technologies such as machine translation and CAT tools require thorough prior preparation and coordination, as do traditional methods like using glossaries, employing multiple translators, and implementing simplified checks.

Machine translation is fast and its accuracy has improved, but it is important to determine in advance how much quality will be enhanced through manual work after machine translation. Additionally, when involving multiple personnel and conducting simplified checks, it is crucial to avoid any discrepancies in important sections or omissions of necessary steps at all costs.

Therefore, it is advisable to consider requesting a translation company that has accumulated know-how and experience in these areas.

It is also desirable to choose a translation company that is working on establishing quality management processes and automating repetitive tasks.

4. Key Points for Translation Companies Conducting Pharmaceutical Translation in a Short Timeframe

• Companies with High Expertise and Quality
  If a company has translators with high expertise, there is a greater possibility of providing highly satisfactory translations even with a short turnaround time.
• Companies Capable of Efficient Translation Using Technology
  If a translation company utilizes translation support tools that leverage translation memories of existing translations, and actively promotes the use of machine translation and AI, shortening delivery times can also be expected.
• Companies That Can Provide Solutions Beyond Translation
  If the project involves content production such as multilingual translation, DTP, or online training after the translation is completed, choosing a company that can handle these as a package can lead not only to shorter delivery times but also to overall cost reduction.
• A Company That Can Consult on Cost Performance
  The required quality level and budget vary depending on the company. Also, the essential requirements differ depending on the project, even with a short deadline. It is crucial to choose a company that can discuss cost performance and respond to the diverse needs of various clients.
• Companies That Can Utilize Translation Management Systems
  For meeting short deadlines, an environment where multiple people can work simultaneously is important. Companies that have implemented translation management systems like "GroupShare" can streamline communication between translators and reviewers and centrally manage progress. This system allows for time reduction while focusing on quality control, enabling delivery that is both timely and of high quality.

What is Medical and Pharmaceutical Translation? Reasons Why Translation is Difficult and Points for Selecting a Service Provider

5. Human Science’s Pharmaceutical Translation That Realizes Short Turnaround Times

Human Science offers a variety of medical and pharmaceutical translation services.

We address concerns related to deadlines and costs through translations by highly specialized translators, the use of translation support (CAT) tools such as Trados and Phrase TMS (formerly Memsource), as well as machine translation tools, and efforts to improve translation efficiency and quality.

Related Pages

Medical Translation Services

Features: Reliable Quality Control System and Outstanding Cost Performance

Information Management

Related Blog Posts

Is it possible to improve the efficiency of medical translation with ChatGPT? Here are real verification results using prompts!