What do we need for evaluation and completion of typesetting orders?

• Translation of existing publications with typesetting and print preparation

  Covers: Translation and typesetting of texts. Final product: File ready for print.
  
  Example:
  We have a catalogue that needs to be translated and printed in other languages – we’re looking for a single company to handle the entire project!
  
  What we need from you:
  - Original typesetting in an appropriate format ¹⁾
  - Picture files ²⁾
  - Fonts ³⁾
  - Pdf files or printouts of the original documents

  We need to see all these elements to prepare an offer for you.
  
  Legend:

  1) Acceptable formats: .indd (Adobe InDesign) .ai (Adobe Illustrator) .fm .mif (Adobe FrameMaker) .qxp .qxd (Quark XPress) .cdr (Corel Draw) .dwg (Drafix, AutoCad) others upon request
  2) Acceptable formats: .eps .ai .pdf .tif .jpg .psd
  3) Fonts
  - .ttf .otf (cross-compatible typesetting for PCs & Macs)
  - .pfb + .pfm – always come together, not universally used
  
  Note! Fonts from Macintosh publications must also be packed on Macintoshes, otherwise they’re not always usable.
  
  

• Translations of existing publications based on the original typesetting without preparation for print

  Covers: Translations of previously typeset documents. Final  product: Typeset files with translated content.
  
  Example:
  I only need to convert the text from the original typesetting into other languages.

  What we need from you:
  - Original typesetting in an appropriate format ¹⁾
  
  Before translation, you need to:
  - Fit the fonts
  - Create your hyperlinks, insert any pictures ⁴⁾
  - Conduct final proofreading of the text
  - Evaluate the file in terms of its readiness for print
  
  Legend:
  1) Acceptable formats: .indd (Adobe InDesign) .ai (Adobe Illustrator) .fm .mif (Adobe FrameMaker) .qxp .qxd (Quark XPress) .cdr (Corel Draw) .dwg (Drafix, AutoCad) others upon request
  2) Acceptable formats: .eps .ai .pdf .tif .jpg .psd
  3) Fonts
  - .ttf .otf (cross-compatible typesetting for PCs & Macs)
  - .pfb + .pfm – always come together, not universally used
  4) This part of the offer does not cover pictures that also contain text for translation.
  
  Note! Fonts from Macintosh publications must also be packed on Macintoshes, otherwise they’re not always usable.

• Complete project: Translation + Graphic design + Typesetting of translations
  Covers: Drafting of text, graphic design, translation and typesetting of translated text, internal proofreading of translations, proofreading of client edits. Final product: Main project, foreign language files, typesetting files, materials for print.
  
  Example:
  I don’t have the final publication yet, but I’d like to commission the preparation of a completely new project as well as ready-to-go files in several languages.
  
  What we need from you:
  - As much as information as possible about your project’s subject
  
  Preparation of our final offer will occur after discussion of the project.

Translation prices and ordering a translation

• How are translation prices calculated?
  There are several ways to calculate the price for a standard translation, according to the following amounts:
  - Single 'page' (1 page corresponds to 1,800 characters with spaces).
  - Single line (1 line corresponds to 55 characters with spaces).
  - Total words.
  
  Translations may also be calculated by the amount of words in the source text (the original document/s), or in the target (translated) text.
  
  Charges for certified translations are regulated by law, and calculated by the page, with one 'page' corresponding to 1,125 characters with spaces.
• Why do we charge by the word?
  We’re phasing out per-page charges, because per-word calculations are more accurate. This way we can make cost evaluations for translation with precision to a single word, even before the work starts. As such, you'll know the final price of your project from the moment you order it.
• How are my translating costs optimised using CAT tools (Trados)?

  When entrusting us with the complex completion of your work, we can begin by establishing the following:
  
  - Can the work be completed using a TM?
  - Over time, the TM grows and ensuing translations (e.g. updates of older documents), may only differ slightly.
  - Cost reductions may then be made as follows:
  1. Identical sentences as repetitions from previous translations: 25% of the price
  2. From 75% to 99% repetitions: 80% of the price
  3. 75% or less repetitions: Standard price
  
  Example:
  A leaflet containing 1,500 words to be translated into English costs 450.00 PLN.
  A year later, the same leaflet needs updating. We use the same TM from the previous year, and by performing the Trados analysis we see the following:
  
  Analysis results (base price per word 0.3 PLN)

  Repetitions	No. of words	Price / word
  0-75%	300	0.3
  76-99%	200	0.24
  100% reps	1000	0.075

   

  New calculation:
  
  300x0.3 + 200+0.24 + 1000x0.075 = 90+48+75 = 213 PLN
  
  In this way we guarantee that:
  - Despite repetitions, the whole document is checked again.
  - We build on the previous text in a controlled way (not just by copy/pasting, a source of
    many mistakes).
  - We can maintain the same style, with appropriate vocabulary and specialist terminology.
  - We can lower the price, sometimes by more than half!
  
• How do I get a standard translation done?
  Simple! Just send the document/s to be translated to us at This e-mail address is being protected from spam bots, you need JavaScript enabled to view it , specifying that you wish them to be evaluated for translation, and into which language. After presenting you with our offer, including the cost and a tentative completion deadline, you will be able to make a final decision on whether or not to let us take the job
• How do I get a certified translation done?
  Since a certified translation requires actual presentation of the original document (the certified translator is legally obliged to verify the original documents), you need to come to our offices in person. For a cost evaluation of a potential order, we can use scans or photocopies of the documents, but presentation of the originals must be made in person for job completion.

CAT means Computer-Aided Translation

• What are CAT tools?
  CAT stands for “Computer-Aided Translation”. CAT tools are software programs that usually integrate with word processing software to better facilitate translations. Their various functions are useful not only on an individual basis, but also across entire organisations, and for more complex, multilingual projects. The most popular CAT products include SDL TRADOS, STAR Transit & Wordfast.
  
• What is TRADOS?
  SDL TRADOS is one of the most commonly used and most advanced CAT tools around. It allows the building of databases of translated words and phrases which can be used in follow-on translations of similar subjects, thanks to which complete terminological coherence is possible, even if the next translations are performed by different translators. TRADOS is compatible with the Microsoft Office suite, as well as graphics programmes such as Framemaker, InDesign, QuarkXPress, etc.
  
• What is a "Trados analysis", and what does it tell us?
  Analysis is one of Trados’s main features, and provides a detailed word count breakdown of the source text. The number of internal repetitions and any matches with the relevant translating memory ("TM") are also displayed, allowing a proportional lowering of your final translating costs.
  
• What is a machine translation?
  Machine translations are automatic translations done solely by computer programmes (http://en.wikipedia.org/wiki/Machine_translation ). Despite constant improvement, the results are of very low quality and are far away from the quality you’d receive from a human being.
  
  Another type is the machine/CAT translation, which as the name suggests, is only a partial aid to the translator to help maintain the high quality of their work over time.
• What's the difference between a translated text and an 'edited' text?
  Translated text is literally a faithful translation from one language into another, based on the delivery of precise meaning and stylistic correctness. Edited text has been specifically corrected and altered in its own language, so for obvious reasons a translator can not be held responsible for this as it’s not their job to interfere with it in that way. We maintain a separate editing team to deal with the creation of advertising slogans, captions, strap lines etc. (see also What’s a Copywriter?).
  

Certified translations

• What is a 'certified' translator?
  A certified translator is a translator included on the Ministry of Justice's Certified Translators List (available at http://tlumacze.ms.gov.pl/ ). They are authorised to certify the accuracy/authenticity of copies of foreign language documents, as well as perform translations requiring official conformation of compliance with the original. Special conditions and the processes involved in certified translations are defined in the Law of 25th November 2004 on certified translation jobs (Journal of Law 2004, No. 273 Item 2702).
  
• What is the difference between a 'standard' translation and a 'certified' translation?

  Certifying a translation is necessary only when a translated document will be legally binding, such as court, official and administrative documents, and those attested by a notary (agreements, certificates, testimonies, diplomas etc). All certified translations as well as copies thereof carry the seal of the certified translator as well as notes on their expertise.

  Translations of any other texts do not require certification, and can be considered 'standard' translations.
  

• Are certified translations made in Poland accepted internationally?
  Yes, certified translations made in Poland are valid in other countries. However, sometimes the certified translation will need additional confirmation of authenticity. If a given country did not accept the Hague Convention of 1961, then an apostille - a certificate issued by the appropriate authorities in the document's country of origin - is required. In Poland, the body authorised to issue apostilles for Polish documents is the Ministry of Foreign Affairs. (Detailed information is available at http://www.msz.gov.pl/index.php?document=2). The apostille replaces the problematic procedure of legalising the document in the consular office of the country where that document is to be used.
  
  For countries which did not sign the Hague Convention, certified translations require full legalisation.

DTP - Typesetting on the computer desktop

• What is DTP?
  DTP stands for "Desktop Publishing", and involves the preparation of documents and publications for printing, e.g. catalogues, brochures etc. The DTP process covers text processing (font selection, text layout, use of appropriate diacritic signs etc), as well as the layout and formatting of graphic elements. Various software packages can be used for this purpose. In our office, we usually work with QuarkXpress, Adobe InDesign, Adobe FrameMaker and Adobe Illustrator, both in Windows and on Macs.
  

Quality and range of services provided

• How do we guarantee good translation quality?

  We always put the accuracy of your translations first, giving them to native speakers of your target language. Because a good translation requires a complete understanding of the subject being translated, specialist subjects are handled by people with knowledge in the relevant field. When necessary, the translations are given for additional proofreading and/or consultation to experts.

  The CAT tools we use also allow us to maintain terminological coherence and eliminate numerous common mistakes, typical to manual translations. If necessary, we also 'test' texts for publication by, for example, placing a translated web page in an Internet-type environment to expose for the kinds of errors that can occur during graphic processing.

• What is the translator's job?
  The translators' job is to perform faithful translations of text from and into different languages, by maintaining their exact meaning, whilst also considering stylistic and grammatical correctness. However, it should be remembered that a translator is not a straight editor. Advertising materials in particular may require additional work in that regard.
• What is a Copywriter?
  Copywriters actually write text, including captions, advertising slogans, descriptions and so on. The French concepteur-redacteur - "creator-editor" best expresses the essence of the job, because in practice they are responsible not only for the text part of the document, but also for the final format and even delivery of the advertising.
  

Using FTP server

• What is FTP

  In computing, the File Transfer Protocol (FTP) is a network protocol used to transfer data from one computer to another through a network, such as over the Internet.

   

  In order to make file transfers with our office easier, why not take advantage of our FTP server?
  All of our regular translators and clients can have their own unique access and space for exchanging work files.

   

  But because not everyone knows how to use FTP servers, we’d like to present you with some short, helpful instructions.
  
  For full FTP access, all you need is:
  - Host name/address,
  - User name,
  - Password.

   

  After configuring your access, sending big files to our office will become much easier than sending them by email. With FTP, you can have 100% confidence that they’ve reached us – because you can see them on the server – and so can we!
  Large numbers of files can also be transferred this way, with only the news that the files are ready to go needing to be sent by email.

   

  One way to make such easy transfers is to use an FTP 'client' programme, of which many are freely available on the Internet.
  We use the Total Commander programme which includes FTP functionality and can be downloaded – along with a wide variety of others – from: http://www.instalki.pl/programy/download/ftp/ .
  

• Instructions for setting up the Total Commander programme

  One way to make such easy transfers is to use an FTP 'client' programme, of which many are freely available on the Internet.
  We use the Total Commander programme.

  Instructions for setting up the Total Commander programme can be found below.
  

  These instructions are also available as a pdf file [1,5 MB].

  Click the thumbnails to start a slide show. Move to the next slide by clicking on the right side of the picture and the previous slide by clicking on the left. Explanations of what you're seeing appear under the slides.

  Install the Total Commander programme. The first time you run Total Commander, you’ll see that it bears a resemblance to the usual Windows Explorer interface. The main screen consists of two windows, from which all standard file operations can be carried out, such as copying, pasting, transferring or deleting files	Operations can be carried out with the mouse (drag and drop), with standard shortcuts (Ctlr+C, Ctrl+V etc), or with the Function keys on the top row of your keyboard, as described at the bottom of the programme window.	To configure the programme to connect to FTP servers, click the 'FTP' icon.	Choose 'New connection...'
  Fill in these fields in the dialogue box that appears, from top to bottom: 'Host name', 'User name' and 'Password'. Next, click 'OK'.	Choose 'Connect', to connect to the FTP server you just specified.	After successfully connecting, the 'host name' will appear in the right window, along with any files or folders that are present on the server.	From the right window, you can browse for the files on your computer that you want to transfer to us. As mentioned earlier, you can either drag the files across from one window to the other, use the 'copy' and 'paste' shortcuts, or the F5 Function key.
  A dialogue box will appear to confirm file transfer. Click 'OK'.	The files will be copied to their target location from your computer.

• Instructions for setting up the Internet Explorer programme

  One way to make such easy transfers is to use an FTP 'client' programme, of which many are freely available on the Internet.

  Instructions for setting up the Internet Explorer programme can be found below.

  These instructions are also available as a pdf file [3,8 MB].

  Click the thumbnails to start a slide show. Move to the next slide by clicking on the right side of the picture and the previous slide by clicking on the left. Explanations of what you're seeing appear under the slides.

  Open Internet Explorer. In the address bar, type: ftp.solutions.home.pl and press Enter.	In Internet Explorer version 7, open the 'Page' menu on the right side of the toolbar. For earlier versions of Internet Explorer, select 'Page' from the menu bar at the top of the screen. From the drop-down list that appears, select 'Open FTP site in Windows Explorer'.	After a moment, a new Windows folder should appear.	In order to log on to the FTP server, open the 'File' menu in the new folder and select 'Login as…'
  In the appropriate fields, enter your user name and the supplied password, then click 'Log on'.	You are now logged in to the FTP server. You can store and retrieve files in this folder just like in Windows Explorer by dragging and dropping them, or by copying and pasting (Ctrl+C and Ctrl+V).