How to Provide Compliant Professional Translation and Localization

Information access plays a foundational role in business compliance. Apart from regional mandates, access to information promotes transparency and accountability in businesses. This effectively allows their stakeholders to trust their chosen providers and to make better informed decisions. This is especially true for more marginalized individuals such as those having disabilities and non-native speakers.

Translation companies (much like their clients) are also businesses at the end of the day. In this article, we are to take an over on how businesses keep their compliance with policies that pertain to information access.

Regulatory Bodies for Business Compliance through Translation

Businesses operating globally and producing translated assets such as websites, product documentation, contracts, and marketing materials must comply with the regulatory standards of their target countries. While no single global entity oversees these translations, the regulations are typically industry-specific and depend on the content's nature. Moreover, in terms of accessibility, it's crucial for businesses to adhere to international, regional, and national standards related to the accessibility of digital content – not only bridging language gaps, but also catering for individuals with disabilities.  

Translating for People with Disabilities

Web Content Accessibility Guidelines (WCAG) developed by the World Wide Web Consortium (W3C) is a set of guidelines meant to ensure websites and web applications are accessible to everyone, including those with disabilities. While WCAG is not a regulatory body per se, its standards have been adopted and endorsed by many governments and organizations globally.

Here are some language related criteria set forth by WCAG:

3.1.1 Language of Page (Level A): The default human language of each web page can be programmatically determined.

3.1.2 Language of Parts (Level AA): The human language of each passage or phrase in the content can be programmatically determined except for proper names, technical terms, words of indeterminate language, and words or phrases that have become part of the vernacular of the immediately surrounding text.

To meet these criteria, websites should:

• Specify the default language of the web page using appropriate HTML attributes.

• Indicate changes in language for content portions using the appropriate attributes.

In the US, Section 508 of the Rehabilitation Act parallels this regulation. Said act mandates federal agencies and local businesses must make their electronic and information technology accessible to people with disabilities. Entities must make both the original and translated content user-friendly by: 

• optimizing websites for assistive technologies

• offering text alternatives for visuals

• providing subtitles or sign language for multimedia in multiple languages.

Protecting the Rights of Global Audiences

The General Data Protection Regulation (GDPR) is a significant regulatory standard in the European Union and has been adapted by many jurisdictions worldwide. It ensures that companies respect and protect personal data. While primarily a data protection regulation, GDPR emphasizes the right to be informed, which entails that all information, including translated content that should be presented in clear and plain language.

READ MORE: Why should businesses translate their user agreements?

Aside from compliance to specific regulations above, are translation companies held to a specific or general standard?

As acknowledged earlier, Language Service Providers (LSPs) – much like their clients – are also businesses at the end of the day. LSPs also have goals, challenges, and a bottom line to consider. And just like other businesses, LSPs also have a handful of ethical and legal considerations to satisfy.

For such organizations, securing respective ISO-certifications for their translation services is an imperative. Such accreditations highlight their dedication to precision and excellence. ISO 17100:2015 outlines comprehensive requirements for the translation process, ensuring top-tier translation quality. Concurrently, ISO 18587:2017 sets the standards for post-editing machine translation outputs.

Apart from these standards, organizations must also navigate other compliance dimensions. This includes adhering to legal and regulatory standards in fields like finance, law, and medicine – where inaccuracies can result in significant repercussions. Additionally, technical compliance is a means (particularly for digital content) to guarantee that translation services are utilized by every stakeholder to their fullest.

FAQs

How can companies ensure ongoing compliance with changing regulations in multiple regions?

To ensure ongoing compliance, companies need to establish a robust compliance management system. This includes staying updated with regulatory changes by subscribing to legal updates and working with local legal experts. Regular training sessions for translators and localization teams are essential to keep everyone informed about new regulations. Implementing a translation management system (TMS) with built-in compliance features can automate and streamline this process, ensuring that all translations adhere to the latest legal requirements.

What are the specific legal consequences of non-compliance in translation?

Non-compliance in translation can lead to severe legal consequences, including fines, legal disputes, and reputational damage. In industries like healthcare and finance, incorrect translations can result in regulatory penalties and loss of licenses. Additionally, non-compliant translations can lead to misinformation, resulting in consumer mistrust and potential lawsuits. It's crucial for businesses to understand the specific legal requirements of each region to avoid these risks.

How does Tomedes handle compliance when dealing with multiple languages simultaneously?

We handle compliance across multiple languages by leveraging our global network of expert translators who are well-versed in local regulations and cultural nuances. We use advanced translation management systems to manage multilingual projects efficiently, ensuring consistency and compliance. Our team conducts regular audits and quality checks to ensure that all translations meet regulatory standards. By combining human expertise with technology, we provide reliable and compliant multilingual translation services.

What role do machine translation and AI play in ensuring compliance?

Machine translation and AI can assist in ensuring compliance by providing quick, consistent, and accurate translations. AI-powered tools can automatically check translations against compliance databases and flag potential issues. However, human oversight is crucial to interpret complex legal and cultural nuances. At Tomedes, we integrate AI tools with human expertise to enhance efficiency while maintaining high compliance standards.

How do businesses select the right translation service provider for compliance needs?

When selecting a translation service provider, businesses should look for providers with experience in their specific industry and regions of operation. Check for certifications like ISO 17100, which indicates adherence to high translation standards. It's also important to evaluate the provider's compliance processes, including their use of technology and quality assurance practices. Reading client testimonials and case studies can provide insights into their track record in handling compliance.

Are there any certifications or accreditations that translators can obtain to demonstrate compliance expertise?

Yes, translators can obtain certifications like the ISO 17100, which sets standards for translation services. Certifications from professional bodies like the American Translators Association (ATA) or the Chartered Institute of Linguists (CIOL) also demonstrate a translator’s expertise and commitment to quality. These certifications indicate that the translator has undergone rigorous training and adheres to professional standards, ensuring compliance and accuracy in translations.

Final Thoughts

Understanding the complexities of business compliance in the realm of translation is paramount. As businesses go global, ensuring information accessibility for all is not just a legal requirement but a cornerstone of ethical responsibility. Whether adhering to international guidelines, navigating the nuances of local cultures, or safeguarding data, accurate translations are non-negotiable.

Language service providers play a critical role in bridging these gaps, underlining the importance of partnering with reliable entities. Ready to prioritize comprehensive and compliant translation? Reach out to us today to ensure your business stays ahead in this globalized world.