How to Enforce Standards in Life Sciences Documentation Suzanne Mescan Vasont Systems Andrew Thomas SDL

Agenda Enforcing and conforming to standards in life sciences documentation The issues The solution Best practices Results

Enforcing and conforming to standards in life sciences documentation

The issues

The solution

Best practices

Results

The Issues Scattered content Manual search for content Repeated editing efforts Isolated production environment Inconsistent content These issues lead to: Noncompliance with regulations Delayed product launch Product line shut down Increased complexity with more languages Cost the organization $$ millions $$

Scattered content

Manual search for content

Repeated editing efforts

Isolated production environment

Inconsistent content

These issues lead to:

Noncompliance with regulations

Delayed product launch

Product line shut down

Increased complexity with more languages

Cost the organization $$ millions $$

The Solution Create a single collaborative, controlled environment for the writing/editing, translation, and publishing processes

Create a single collaborative, controlled environment for the writing/editing, translation, and publishing processes

Best Practices to Enforce Standards in Life Sciences Documentation Centralize Source Content Automate Processes Manage Terminology Implement Reuse Maintain an Audit Trail

Best Practices #1: Centralize Source Content Centralize source content into a single repository How? Component content management (CCMS) Store all types of content together: text, graphics, multimedia, translations, documents, metadata Only one copy of content ever exists Easy to search Easy to update; globally change content One point of integration for various tools Writers gain awareness of existing content and consistency

Centralize source content into a single repository

How? Component content management (CCMS)

Store all types of content together: text, graphics, multimedia, translations, documents, metadata

Only one copy of content ever exists

Easy to search

Easy to update; globally change content

One point of integration for various tools

Writers gain awareness of existing content and consistency

Best Practice #2: Automate Processes Use the appropriate tools to upgrade and automate your processes Automate tasks within systems to control processes and save time Integrate systems to create a seamless automation chain throughout the entire content lifecycle Go

Use the appropriate tools to upgrade and automate your processes

Automate tasks within systems to control processes and save time

Integrate systems to create a seamless automation chain throughout the entire content lifecycle

Content Lifecycle Publisher Author Translator Editorial Manager Regulatory & Legal Review LSP Manager Q.A. Localization Manager

Best Practice #3: Manage Terminology Why is terminology important? Content today is global content, from the start Content is provided through the internet so anyone can read it Some of that content is also translated Content is often written by non-native speakers Content has different readers Technical and non-technical Native and non-native English readers

Why is terminology important?

Content today is global content, from the start

Content is provided through the internet so anyone can read it

Some of that content is also translated

Content is often written by non-native speakers

Content has different readers

Technical and non-technical

Native and non-native English readers

An Example Multiple terms used across the business Important for legal and regulatory compliance to use terms consistently Extract and define correct terms Engineer uses one term Author uses another Different terms can cause confusion amongst users

Multiple terms used across the business

Important for legal and regulatory compliance to use terms consistently

Extract and define correct terms

Best Practice #3: Manage Terminology What is terminology management? Ensure terms are used consistently with agreed corporate standards Make sure authors and translators all work from the same agreed terms Leverage industry-controlled terminology throughout the entire process

What is terminology management?

Ensure terms are used consistently with agreed corporate standards

Make sure authors and translators all work from the same agreed terms

Leverage industry-controlled terminology throughout the entire process

The Power of Consistent Terminology

Best Practice #3: Manage Terminology What do you get when you properly manage your terminology? Significant business impacts Brand perceptions Customer satisfaction Regulatory and legal compliance Source content impacts the quality of translated output

What do you get when you properly manage your terminology?

Significant business impacts

Brand perceptions

Customer satisfaction

Regulatory and legal compliance

Source content impacts the quality of translated output

The Business Impact “ There is no common vocabulary at Microsoft… Our lack of standardization undermines our trustworthiness.” Craig Mundie, Chief Technical Officer Solution: Trustworthy Computing initiative “… The customer expects to see consistent and timely information regardless of where and how it is published.” Alison Toon, Translation & Localization Manager Solution: One World initiative “ New products need to be launched simultaneously across all markets… Our quality and consistency were suffering, leading to poor communications with customers and potentially damaging the Philips’ brand.” Luuk de Jager, Global Content Management Senior Manager Solution: One Face to the Customer initiative

“ There is no common vocabulary at Microsoft… Our lack of standardization undermines our trustworthiness.”

Craig Mundie, Chief Technical Officer

Solution: Trustworthy Computing initiative

Best Practice #4: Implement Content Reuse Implement reuse through componentization “ Recycling” content through reuse Determine the level of componentization appropriate for your content and business processes Control accuracy through global change Controlled authoring Ensure new content is consistent with previously written and translated content Know the impact of style changes on translation costs Option to only make changes when there is not a 100% match in translation memory Centralized Translation Memory (TM) Reduce downstream costs of translation

Implement reuse through componentization

“ Recycling” content through reuse

Determine the level of componentization appropriate for your content and business processes

Control accuracy through global change

Controlled authoring

Ensure new content is consistent with previously written and translated content

Know the impact of style changes on translation costs

Option to only make changes when there is not a 100% match in translation memory

Centralized Translation Memory (TM)

Reduce downstream costs of translation

Monitoring Content Reuse

Translation Memory Leveraging Illustration of the value of leveraging translation memory across multiple business units Demonstrates that: Translation content can be leveraged across the organization Centralized and automated TMs ensure effective reuse of translated data and maximum cost savings

Demonstrates that:

Translation content can be leveraged across the organization

Centralized and automated TMs ensure effective reuse of translated data and maximum cost savings

Best Practice #5: Maintain an Audit Trail Who? What? When? Where? Why? How? Track content, versions, metadata, comments, and processes during creation, edit, and translation phases

Who? What? When? Where? Why? How?

Track content, versions, metadata, comments, and processes during creation, edit, and translation phases

Best Practices Recap Centralize Source Content Automate Processes Manage Terminology Implement Reuse Maintain an Audit Trail

Results Provides controlled writing environment Simplifies sharing and reuse of content and translations Consolidates content to a single source for multi-channel delivery Accelerated time-to-market Roll out new products faster Reduced production, translation, and localization costs Greater quality control; accurate content in all languages Greatly enhances compliance with regulations

Provides controlled writing environment

Simplifies sharing and reuse of content and translations

Consolidates content to a single source for multi-channel delivery

Accelerated time-to-market

Roll out new products faster

Reduced production, translation, and localization costs

Greater quality control; accurate content in all languages

Greatly enhances compliance with regulations

Thank you! Suzanne Mescan Vasont Systems www.vasont.com Andrew Thomas SDL www.sdl.com