Translation Technology

Capita Translation and Interpreting has ten years of experience in the language services industry, and has been keen to embrace innovative new technology along the way.

We have designed and produced a number of IT platforms that meet our customer’s specific requirements, from project management systems to self serve machine translation (MT) platforms, including our revolutionary SmartMATE technology.

Our commitment to investing, developing and creating new technologies for the language services sector is what drives us forward, and it is our customers that gain the benefits.

Confidentiality and data protection

At Capita Translation and Interpreting we take data protection very seriously. For language service providers, data protection is paid extra attention, because many projects rely on customers entrusting confidential information with us. Rest assured, with Capita Translation and Interpreting every effort is made to ensure data is protected at each stage of a project, and that the translation memories, glossaries and other forms of data are never shared.

To facilitate translation we will send the linguist an extract of relevant translation memory items.

A Translation Memory (TM) is a type of database containing linguistic entries. It consists of segments of text, usually sentences, in a source language and corresponding translations into a given target language. New files for translation can be analysed for matches against the TM in order to take advantage of previously translated content thus increasing consistency and reducing cost.

Degree of Match Definition
ICE match In Context Exact match. Source document segment is exactly the same as a translation memory segment, including character formatting and in the same context as the original translation memory segment.
100% match / Exact match Source document segment is exactly the same as a translation memory segment, including character formatting.
Repetition Source document segment is exactly the same as another source document segment, including character formatting.
Fuzzy match Source document segment is very similar to a translation memory segment and will need editing. The amount of editing required depends on the percentage match. The higher the percentage, the less editing will be required.
In theory a fuzzy match is anything between a 1% and 99% match. However, our fuzzy match threshold is 75% as anything less than this is likely to be too inaccurate to be useful. Therefore any matches below 75% should be treated as no match.
No match New text which is not in the translation memory, or any match below 75%.


The consistency and quality increase and the cost and turnaround decrease exponentially as the volume of similar translations increases.

Quality V Cost V Turnaround time

Benefits of Translation Memory

  • Faster turnaround times – The more content is translated, the larger the database becomes, therefore there may be less content to translate from scratch in future documents, speeding up turnaround times
  • Cost saving – We offer a percentage discount based on content we have previously translated and a lesser discount based on text that is similar to content we have translated previously
  • Increased consistency – By updating the translation memory with only new information, the style, tone and usage of phrases and terminology within any document will remain consistent with previously translated material
  • Glossary integration – Client glossaries can be imported and used in harmony with the software to ensure that the client’s preferred terms are used during the translation process


Capita TI recognises the importance of maintaining consistency of phraseology and terms in context across each client’s content in order to deliver a consistent message and evoke the appropriate emotions in the reader of the target language. The use of a TM in conjunction with a glossary and style guides help us to achieve this level of quality whilst making cost and time savings the client as volumes increase and the TM develops.

Capita Translation and Interpreting solutions sees good, effective, glossary management as a key component of any successful translation project for a customer.

A translation glossary is a list of terms relating to a specific subject, text or dialect with the agreed corresponding translation. Using glossaries is ideal for projects such as translating large technical documents, legal tenders, and other in-depth text that requires regular repetition of certain words and phrases. Terms which do not require translation may also be included. It is used by the linguists during the course of the translation or localisation process to ensure adherence to client or industry specific terms and requirements and to increase consistency across projects.

It is important that the glossary is not too extensive and that the terms included are appropriate in order that they can be effectively utilised. Terms which differ in context are not always suitable for use in a glossary as there can be too much ambiguity, leading to increased inconsistency. Capita TI is able to advise as necessary on linguistic or country-specific orthographic rules but would defer to the client for final approval.

A style guide is a set of standards for the writing and design of documents, either for general use or for a specific industry, client or project. It can include country-specific orthographic rules, regulatory information, linguistic or stylistic preferences, formatting guidelines and any other general or specific information which will aid the localisation process and help to maintain consistency and adherence to the client’s product brands and in-house style.

Glossaries and style guides are useful for large or complex projects requiring high level of accuracy or consistency and if appropriate we would recommend these are set up as part of the Implementation phase. Information contained in the glossary or style guide usually supersedes the Translation Memory, which is updated in line with the glossary and style guide during the course of the project. Any approved glossary terms uploaded into the TM may appear as exact or ICE matches (see Quality Tools), providing a higher level of accuracy, a reduction in review time and increased cost savings.

Review processes are key, to ensure that glossaries and style guides are maintained and updated in line with the client’s expectations and any updated terminology or regulatory requirements and that there are no discrepancies or contradictions between them. The process for review and updates will be discussed and agreed with the client as part of the Implementation and Account set-up phases and then documented accordingly.

As translation technology advances, translation projects can be tackled in a number of different ways to provide high quality results that fit seamlessly with the needs of customer. From sales brochures and advertising campaigns, to technical manuals and tender documents, Capita Translation and Interpreting works with our customer to ensure we deliver translations that meet the brief, and add value to our customer’s business profile.

CAT Tools

Capita Translation and Interpreting uses a number of leading market tools to complete translation projects, including a broad range of cutting edge Computer Assisted Translation (CAT) tools.

To the uninitiated, CAT tools operate by analysing the text that needs to be translated, breaks the text down into segments, usually a sentence in length, and builds up a translated version next to the original source material. These are Translation Units (TU) and the CAT tool transports these into a Translation Memory which can then be used in a number of ways.
The most commonly used, and effective tools are:


The main interface is very user friendly in most circumstances, although with heavily formatted source material it can be quite bewildering. The workflow operation has several useful features such as the ability to process files in to several target languages, simultaneously.

SDL Trados:

The software now has a very useful array of features and can process the latest file formats. The suite of tools that comprise Trados interact almost seamlessly with these more recent additions to the file formats, which has improved the user experience.
There is a very large established user base although the entry level cost does put off a number of translators. The support for this product is also very good.


Deja-vu is more of a niche product than the tools mentioned above, but it is still a very good tool with a number of important features. Although the user interface is an improvement on the SDLX one and is quite straightforward, there is quite a steep learning curve for new users. The main disadvantage is the small user base.

Our translation services are delivered through our secure, in-house built portals, including TalkBase.Net.

Talkbase.NET is a web-based customer portal that helps us to complete translation projects to the highest quality standard, within strict deadlines.

TalkBase.Net is available to all of our customers using any standard web browser. It is free to use and allows any customer to be actively involved in the management of their translation projects from the submission stage through to final approval.

TalkBase.NET enables you to:

  • Access our FTP system, which allows documents to be uploaded/downloaded
  • Request and receive online quotations for new projects
  • Monitor the progress of ongoing projects in real-time
  • Specify and limit budgets for your employees as they use our translation services
  • Access detailed reports on levels of spending per language pair or time period
  • Access and reprint invoices
  • Create profiles of reviewers for each language
  • Use the online and in-context review tools

All our systems are extremely secure and work on a 128-bit SSL secure encryption (the same security level as online credit card payment facilities such as Mastercard or VISA). In addition, our in-house IT security systems are accredited with ISO 27001 standard, following a rigorous assessment phase.

Our customers in the public sector, including some of the UK’s largest police forces, HM Courts and Tribunals, NHS trusts and local councils can book the services of an interpreter through our bespoke assignment booking portals. Our public sector customers are turning to us as we can deliver clear, accurate, up to the minute information about the availability of interpreters. Assignments can be booked weeks in advance, or even with only a few hours notice. Our systems are also designed to make reporting on the provision and demand for interpreters clear, even across many sites or regions.

All public sector customers can login to our customer booking portal