4. DOCUMENTATION GUIDELINES

Include a documentation section in the localization kit containing information on:

• The desktop publishing application to be used, and the platform and version 

• List of files that require localization, and instructions as to what text needs to be localized and what text should stay in English

• General document setup guidelines, i.e. should the manual contain all languages, or should a separate manual be created for each language?

• Printer driver version and printer description file to be used, e.g. Adobe PostScript Printer Driver version 5 with the Linotronic 530 description file

• Guidelines for text expansion, i.e. what to do when the translations are longer than the original: add pages, decrease font size, change margins?

• Fonts and font types to be used, for example Type I fonts or TrueType fonts, and fonts to be used for Asian languages

• Specifications for the images or screen captures, i.e. monitor resolution, color palette, file format, or fonts

• Country-specific standards requirements, for example quotation marks and hyphenation

• Language-specific information, such as part number, address or distributor information, trademarks, and URLs

• Detailed final output specifications, e.g. PostScript or PDF settings, crop marks, color separations, etc.

• Where relevant, steps to produce online manuals

• Test specifications for online manuals, e.g. monitors and monitor or printer resolutions to test, links verification

If possible, include the style guide used by the technical writers of the source files specifying all style conventions, typography, and naming conventions.

5. LIST OF EXPECTED SERVICES AND DELIVERABLES

A localization kit should contain a statement of work, listing all expected services and deliverables.

Required services will typically include:

• Translating, reviewing, and proofreading all project materials according to the guidelines provided

• Consistency check of software references found in the online help or documentation

• Using and updating terminology glossaries with key terms

• Compiling, engineering and testing online help files according to the guidelines provided

• Compiling, engineering, and visual testing all software components according to the guidelines provided

• Processing updates using the software tools described in the localization kit

• Producing PostScript and/or PDF files of the translated documentation files with the layout and output according to the guidelines provided

Where there are updates or changes to the original source language material, some publishers include the updated source files in the list of deliverables. A vendor should agree with the publisher as to who will be responsible for updating the source files in the case of last-minute changes or updates.

The statement of work should be as clear, complete, and concise as possible. It should also include a description of any collateral services required, such as status reporting or sample hand-offs.

A detailed list of deliverables should be provided, for example:

• Complete and up-to-date translation memories for all components

• An up-to-date project glossary

• Compiled and fully functional tested software files, including all localized resource files and the build environment

• Compiled and fully functional tested help files, including all localized source files, and images

• DTPed and checked documentation files in the following formats: 600 dpi laser hardcopy, PostScript (one file per chapter), and PDF for onscreen display

• Signed copies of all quality assurance check lists

A statement of work could also include information on delivery methods and requirements, for example via FTP using particular file naming conventions.

It is advisable to add a version number to the statement of work, because updates may be necessary during the project.

6. CONTACT INFORMATION

The contact information in the localization kit should include the name and phone number of the project managers, as well as contacts for technical issues or languageissues, e.g. in-country reviewers.

This section should also include the name of the person to be contacted for various aspects of the project, e.g. who should receive status reports or be copied on e-mails concerning serious quality problems.

During a kick-off meeting, contacts between vendor and publisher need to be established, and responsibilities assigned.

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