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Language revision and terminology work at EFSA Interagency Terminology Workshop – Luxembourg, 09.12.2011.

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Presentation on theme: "Language revision and terminology work at EFSA Interagency Terminology Workshop – Luxembourg, 09.12.2011."— Presentation transcript:

1 Language revision and terminology work at EFSA Interagency Terminology Workshop – Luxembourg, 09.12.2011

2 2 What does EFSA do? EFSA is the keystone of EU risk assessment regarding food and feed safety. In close co- operation with national authorities and in open consultation with its stakeholders, EFSA provides independent scientific advice and clear communication on existing and emerging risks in order to allow risk managers to take decisions based on science. Mission

3 3 What does EFSA do? We advise on food/feed safety across the entire food chain from field to plate and we communicate on the risks

4 EFSAs linguistic regime 4 EFSAs working languages: EN is the decisive language in case of conflicting versions; DE, FR and IT are also EFSAs working languages. As of 2009, multilingualism (EU 23) for certain key corporate documents. The EFSA website, in 4 languages, is THE primary vehicle of communications:

5 Why proofreading/revision 5 Recital 54 of the EFSA founding regulation (EC) No.178/2002 states that the Authoritys purpose is to provide objective, reliable and easily understandable information EFSAs Communications Strategy 2010-2013 identifies, as one of the key strategic priorities, to further increase the coherence of risk communications across the EU and beyond

6 Why in-house revision ? 6 EFSA is one of the few EU agencies to have a dedicated team of in-house, full-time proofreaders. Why does EFSA need proofreading/revision/copy-editing services? Not just a matter of

7 7 To align translations to EN source text, especially in case of last-minute changes To ensure multilingual outreach of complex scientific issues in easily understandable language To ensure high quality, timely and coherent release of important communication outputs in all 4 EFSA working languages at the same time To improve style, clarity and readability of translations, e.g. when targeting to different audiences or to specific purposes To ensure consistent use of terminology throughout EFSAs outputs Why in-house revision ?

8 8 Who we are ? What we do? What? Our work focuses mainly on 4 areas: 1.Language check proofreading and copy-editing of translations – including discussing unclear source passages with authors – and preparation of localised texts for printing or publication 2.Quality control feedback to translators and ad hoc advice on problematic language issues 3.Translation work, occasional, last minute requests 4.Terminology work: EFSA glossary + IATE + ad hoc advice to translators on terms or EFSA jargon Who? Bernd ELZER (DE) Céline KALAITZIS (FR) Alessandra FANTINI (IT)

9 What we do, in detail Revision outputs Translation outputs : 9 Ad hoc, topical content Press releases & news articles A-Z topics Newsletters Key corporate documents such as: Annual Report Work Plan Strategic papers Corporate brochure Press releases & news articles of particular urgency and/or sensitivity Short, ad hoc web texts, e.g. event stories Executive Directors correspondence of particular urgency and/or sensitivity Replies to media enquiries; summaries of press articles Ad hoc requests from all EFSA units

10 What we dont do We do not revise scientific outputs (e.g. opinions issued by EFSA scientific panels) and their summaries, which are no longer translated as of 2010 English proofreading of scientific opinions is managed either within Science or by external providers We do not translate Texts above 1,500-2,000 characters, except in cases of urgency Non urgent texts above 1,500 characters 10

11 11 Our workflow EDITORIAL (plans, coordinates, allocates) DE proofreader IT proofreader FR proofreade r Communications Directorate EDITORIAL unit Executive Directors Secretariat Our main clients Publication on EFSA website or on print Feedback to translators

12 Our revision tools MS Office WORD for most documents PDF files in Adobe Acrobat 7.0 Standard (text edit function and commenting tools) for publications and newsletters We DO NOT use handwritten proof-correction marks 12

13 Our basic reference texts The Publications Offices Interinstitutional Style Guide EUR LEX IATE, the EU multilingual term base Specialised glossaries, depending on language Specialised web sites, e.g. DG Sanco, national food agencies, etc. EU Style guides such as Fight the Fog, Clear Writing manual, Writing for Translation (DG translation page), REI (rete per leccellenza dellitaliano istituzionale), etc. 13

14 Quality check: feedback 14

15 Terminology work at EFSA BACKGROUND In 2006 an internal EFSA Task Force on Proofreading was set up to ensure, among other, consistency in terminology in all EFSA documents across all 4 working languages and improve the quality of translations by supporting external translators working for EFSA in the Translation Centre (CdT) As a matter of fact, the main area of improvement identified by the task force was terminology An EFSA glossary (containing about 900 terms and 185 acronyms) was consolidated on the basis of comments received from Science and integrated into IATE, the EUs inter-institutional terminology database EFSA was the first EU agency enabled to enter and manage terms in IATE 15

16 EFSA-specific terminology: the EFSA glossary 16 It is an internal list of the most common, recurring and sometimes problematic EFSA terms (ca. 900) and acronyms (185). It is a reference document for our linguists, subject to continuous updates, hence in no way complete

17 The EFSA glossary on the Intranet 17

18 EFSA glossary workflow 18 Identify new terms from Communications outputsShare terms among proofreaders Consult : 1. specialist sites 2. native speaking scientists Add/update validated terms to EFSA internal glossary Create/update entry in IATE ( or send Excel sheet to CdT for incorporation in IATE)

19 Terminology work at EFSA TODAY In cooperation with CdT, Comms-proofreaders create, modify and manage EFSA entries in. 19

20 IATE statistics To date, about 2,600 terms in four languages have been introduced into the database and about 1,800 have been modified. 20

21 Proactive terminology PURPOSE: Provide text-specific terminology to the translators (CdTs Demand Management Service) using an early warning system: specific instructions are added to the translation request sent via the CdT Client Portal Example: Heads up for FR and IT translators: please note that the term applications as used at EFSA refers solely to applications for evaluation and should not be translated as applications for authorisation. Please be careful to only use the word authorisation in your translations when the text explicitly refers to market authorisation in the broader EU context. 21

22 The : a source of scientific definitions for IATE ? An example of the Journals glossary (EN only) Source: 22

23 Future EFSA projects EFSAs Scientific Committees Guidance on the Harmonisation of Risk Assessment Terminology (EN only) Lead by an EFSA cross-panel working group of the Scientific Committee with the overall aim to improve consistency and transparency and to reduce ambiguity in communicating Risk Assessment (RA) within an opinion (consistent use of terms) ; between different opinions of the same Panel and across EFSA Panels It will also contribute to the collaborative international work to improve harmonisation of RA terminology Each RA output should include a glossary of RA terminology definitions, which should be compiled as dynamic central glossary within EFSA. 23

24 Future EFSA COMMs projects EFSAs Communications Directorate Lexicon project Initiated by EFSAs Communications Directorate in collaboration with the Advisory Forums Communications Working Group (AFCWG), this joint initiative with communication representatives from each of the National Competent Authorities in the Member States aims to: foster understanding of risk assessment work through the simplification of complex scientific terms while remaining true to their meaning explaining references and measures to add greater meaning to the work of risk assessors enhance consistent and coherent communications throughout the EU through the use of harmonised terminology and layman explanations to reduce potential confusion and mixed messages. 24

25 Our pipe dream list 25 Create a terminology network with partner agencies (ECHA, ECDC, EEA,EMA) to share knowledge Obtain access to CdTs resource such as: QUEST IATE macro, updated version Xerox Term Suite or other Term Extraction Software Translation memories concerning EFSA material MT@EC (EU machine translation project) IATE: Improve effectiveness of search engine; spring cleaning of double entries Finalize EFSA Terminology Watch Project Increase CdTs terminology manpower dedicated to the EU agencies

26 Networking: the EFSA Extranet ? Sciencenet Sciencenet is the EFSAs Extranet platform for the exchange of information Access is available from the EFSA homepage to certain secure pages on the EFSA Extranet where you can share information. A username and password, obtainable from the EFSA Service Desk, is required to log in. Sciencenet facilitates the exchange of information between EFSA staff and its networks and partners. Sciencenet 26

27 Lets keep in touch! e-mail us: or find us on the EFSA website 27 1. 2. 3.

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