Translation procedure 

This guidance document provides the full procedure for all stages. As far as possible, it is written from the perspective of a normal workflow.

1 BACKGROUND

The objective of the procedure is to maintain the principle of having deliverables available in the three official languages (English, French and German) at all stages, and to clarify the manner and responsibility for the development of the translations. The procedure enables a defined and reduced timescale to be established for the translation at all stages and an acceptance that, if the translations are not available within the target times, the progress of the draft will continue, irrespective of the lack of availability of one or more language versions.

In this guidance, it is assumed that English is the reference language, although it applies equally where the reference language is French or German and BSI becomes one of the translating organizations.

In this document:

  • 'drafts' is used for the Enquiry procedure; 
  • 'final drafts' is used for Formal Vote and Vote on TS/TR procedures; 
  • 'all stages' is used for drafts, final drafts and publication texts

Key points:

  • The Technical Body (TB) is responsible for drafting only one single language version (called the reference version for the purposes of this guidance). It is expected that for most projects, this single language version will be English.
  • The responsibility for the translations of that reference version, assuming this to be English, is transferred to AFNOR and DIN or DKE respectively. From this point onwards these will be referred to as "Translation Members".
  • Following CENELEC/BT Decision D146/022 and CEN/BT Decision 8/2014, Technical Reports are processed by CCMC in English only and are not submitted to translation prior to voting nor publication.
  • TBs are expected to provide texts drafted in accordance with the Internal Regulations - Part 3 (E, F, D) and that are of good quality for translation purposes (the linguistic quality of the drafts should be checked by a native English speaker). CEN/TBs are also required to provide these drafts, including any drawings/figures, in electronic formats in accordance with defined specifications (see GD – Drafting of European Standards – Electronic preparation).
  • CEN/TBs shall draft the WORD version of the text using the STD template (available on the CEN website).
  • CLC/TBs shall draft the WORD version of the text either using the IEC-template or the STD template as well.

NOTE: Failure for CEN/TBs to do this will result in rejection of the draft until the relevant specifications have been met.

  • If the defined target dates for translation are missed, then the draft will automatically proceed to its next stage, irrespective of the fact that the draft may only be available in one single language.
  • CCMC is responsible for editing the reference version only. CCMC takes on the responsibility for monitoring and managing the translation process in a way transparent to all CEN and CENELEC National Members.
  • It is expected that the CEN member holding the TB Secretariat supports the TB in its task. If, in exceptional cases, a CEN member holding the secretariat finds that the TB is not in a position to fulfil the obligations defined in this procedure, the editing may be subcontracted to CCMC or to one of the other CEN National Members. The conditions for this subcontracting will be agreed between the contract partners.

NOTE: If on a voluntary basis, a TB decides to prepare additional language versions, then these will be submitted to the translation procedure under the same conditions, but in this case the Translation Members will be responsible for validating the provided translations, against the reference version edited by CCMC.

This guidance document provides the full procedure for all stages (see Clauses 2, 3 and 4 and the related flowcharts in Clause 9.3). As far as possible, it is written from the perspective of a normal workflow.

Other clauses in this guidance document deal with conditions for the acceptance of drafts, permitted extensions to the basic timescales and details of electronic requirements.

For CEN the exchange of documents for translation takes place using the Livelink platform E-Trans (see resolution CEN BT 11/2004). Documents are placed and retrieved from folders on that platform, with automatic e-mail notification of actions. This provides an efficient and transparent way of managing the exchange of documents for translation.

For CENELEC, e-mail is the method for document exchange. This is valid for every occurrence in this guidance document of E-Trans document exchanges.

A detailed guidance document taking into account all the 'E-Trans' implications is available on the E-Trans platform.

2 DRAFTS (Flowchart)

2.1 The TB Secretary is responsible for ensuring that the reference version has been drafted in accordance with the Internal Regulations – Part 3 and that it is of good linguistic and editorial quality.

NOTE: If possible, the TB should include the French and German translation of the title (if native French and German speaking members of the TB can provide these).  The Translation Members are responsible for providing the official translation of the titles.

2.2
 The TB Secretary uploads the draft reference version, prepared using the correct template, onto E-Trans in two electronic formats, an agreed revisable WORD file (use of the STD template is obligatory for CEN) and a non-revisable PDF version. The TB Secretary shall also attach the completed electronic Transmission Notice (see 9.4) and (for CEN only) separate files for the figures in line with the guidance document GD – 'Drafting of European Standards – Electronic preparation'.

2.3  On receipt of the draft, CCMC has five weeks (25 working days) to carry out relevant administrative tasks. Those tasks include:

  • potential allocation of a reference number;
  • inform the CENELEC translation members of receipt of draft from TB;
  • the following checks to determine suitability for processing: 
    -  is there a corresponding work item number available for the project?
    -  do the track and the deliverable correspond to the database records?
    -  is the document complete and prepared using the correct template?
    -  are the electronic figures available?
  • allocation of the target start and end dates of the procedure;
  • updating of the database; and
  • editing of the text in accordance with the Internal Regulations – Part 3.

NOTE: See Clause 5 for details on the conditions of acceptance of drafts and related actions. Additionally during this period, CCMC may have to deal with requests for extensions of the translation period and any processing as a result of the rejection of drafts by the Translation Members.

2.4 In parallel, the Translation Members will check the draft for suitability for translation and plan their translation operations (see Clause 5 for details on conditions of acceptance of drafts and related actions and Clause 6 for details on possible extensions to the 8-week translation period).

2.5 CCMC uploads the 'stable' reference language version onto E-Trans, including the drawing/figure files, where it is available to the National Standards Bodies (National Committees) for preparing the national enquiry and to the Translation Members for translation. CCMC also provides a marked-up version of the text identifying the changes made to the text initially delivered by the Technical Body at 'first delivery'.

At this point, the translation procedure 'clock' for this stage is considered to start. No modification to the texts by the TBs can be accepted once the translation procedure has started.

2.6 The Translation Members prepare translations of the reference version and return these to CCMC within 8 weeks (see Clause 6 for permitted extensions to this timescale).

2.7 CCMC provides the Translation Members a notification of the pending translations (reminders table).

2.8 At the end of the 2-month preparation period CCMC launches the procedure by distributing the texts with the official title pages and forms.

NOTE:
 See Clause 6 if the translation period has been extended.

If one or both additional language version(s) are not available within the agreed timeframe foreseen for translation, CCMC will automatically launch the procedure in the available language version(s).

The missing version(s) will be distributed within 1 week following receipt in CCMC, without extension to the procedure timetable.

For CEN only, should an error be detected in a translation, the Translation Member can deliver a resubmission of their translation. CCMC will circulate this to the members as a "New Release".

NOTE:
The Translation Members will provide the translation of the titles at the end of the 8-week period even if the translation of the full text has not been delivered yet.

2.9 Should a Translation Member require an optional translation period at Formal Vote stage, a specific request can be logged via i-Projex during the Enquiry stage.  This will ensure that CCMC triggers the translation procedure prior to the launch of the Formal Vote.

3 APPROVAL STAGE (Flowchart)

3.1  The TB Secretary is responsible for ensuring that the reference version has been drafted in accordance with the Internal Regulations – Part 3 and that it is of good linguistic and editorial quality. The Technical Bodies must base the Formal Vote draft on the CCMC edited Enquiry draft.  Additionally it should provide a marked up version of Formal Vote texts in order to show the modifications made regarding the previous Enquiry stage.

3.2 The TB Secretary uploads the draft reference version, prepared using the correct template, onto E-Trans in two electronic formats, an agreed revisable WORD file (use of the STD template is obligatory for CEN) and a non-revisable PDF version. The TB Secretary shall also attach the completed electronic Transmission Notice (see 9.4) and (for CEN only) separate files for the figures in line with the guidance document GD – Drafting of European Standards – Electronic preparation.

3.3  On receipt of the final draft, CCMC carries out relevant administrative tasks within 2 weeks for Formal Votes.
These tasks include:

  • potential allocation of the reference number;
  • inform the CENELEC translation members of receipt of draft from TB;
  • the following checks to determine suitability for processing: 
    -  is there a corresponding work item number available for the project?
    -  do the track and deliverable correspond to the database records? 
    -  is the document complete and prepared using the correct template?
    -  are the electronic figures available?
  • allocation of the target start and end date of the procedure;
  • editing of the text in accordance with the Internal Regulations – Part 3;
  • for Formal Vote drafts: verification of whether the optional translation period was requested at the previous Enquiry stage; 
  • updating of the database.

NOTE: See Clause 5 for details on the conditions of acceptance of drafts and related actions.

3.4  There is no translation period prior to the Formal Vote.  Once CCMC has edited the reference language version, the Formal Vote is launched.  The Translation Members prepare translations of the reference version and return these to CCMC.

3.5 It is possible however for Translation Members to introduce a specific request during the Enquiry stage in order to have the usual prior translation for Formal Vote stage.  When this occurs, the following sub clauses apply:

3.5.1 In parallel with the administrative tasks carried out by CCMC (see 3.3), the Translation Members will check the draft for suitability for translation and plan their translation operations (see Clause 5 for details on conditions of acceptance of drafts and related actions and Clause 6 for details on possible extensions to the normal 6-week translation period).

NOTE:
 CCMC may have to handle requests for extensions of the translation period and any processing as a result of the rejection of drafts by the Translation Members.

3.5.2 CCMC uploads the 'stable' reference language version onto E-Trans, including the drawing/figure files, where it is available to the Translation Members for translation. CCMC also provides a marked-up version of the text identifying the changes made to the text initially delivered by the Technical Body at 'first delivery'.

At this point, the translation procedure 'clock' for this stage is considered to start. No modification to the texts by TBs can be accepted once the translation procedure has started.

3.5.3 The Translation Members prepare translations of the reference version and return these to CCMC within 6 weeks (see Clause 6 for permitted extensions to this timescale).

3.5.4 CCMC provides the Translation Members a notification of the pending translations (reminders table).

3.5.5 At the end of the 6-week period CCMC launches the procedure by distributing the texts with the official title pages.

NOTE 1: See Clause 6 if the translation period has been extended.

If one or both additional language version(s) are not available within the agreed timeframe foreseen for translation, CCMC will automatically launch the procedure in the available language version(s).

The missing version(s) will be distributed within 1 week following receipt in CCMC, without extension to the procedure timetable.

NOTE 2: The Translation Members will provide the translation of the titles at the end of the 6-week period even if the translation of the full text has not been delivered yet.

4 PUBLICATIONS (Flowchart)

4.1 If the Technical Body decides to skip the Formal Vote following the Enquiry, it shall inform CCMC by uploading only a transmission notice (indicating also the reference of the decision to skip the Formal Vote) onto E-Trans (Folder 3.1.5).  No finalized text shall be delivered to CCMC because upon receipt of the transmission notice, CCMC prepares the publication files and incorporates in the single language reference version any editorial corrections resulting from the comments received during the Enquiry.

Following a positive Formal Vote, CCMC prepares the publications files and incorporates in the single language reference version any editorial corrections resulting from the comments received during the Formal Vote.

NOTE 1: In exceptional cases for CEN work, applying resolution CEN CA 7/1994, the finalization of the text is referred back to the responsible Technical Body Secretary. Moreover, CEN Technical Specifications and CEN Technical Reports are always finalized directly by the responsible TB Secretary. In these cases, the TB Secretary is responsible for ensuring that the final text is in line with the Internal Regulations - Part 3  and that it is of good linguistic and editorial quality.
NOTE: No technical changes are permitted at this stage.

4.2 CCMC sends, via e-mail, the final stable text for proofing and validation to the TB Secretary, allowing a 3 week period for this checking.

4.3 CCMC uploads the 'stable' reference language version onto E-Trans, including the drawing/figure files, where it is available to the Translation Members for translation. CCMC also provides a marked-up version of the text identifying the changes made.

At this point, the translation procedure 'clock' for this stage is considered to start. No modification to the texts by TBs can be accepted once the translation procedure has started.

4.4 The Translation Members prepare translations of the reference version and return these to CCMC within 4 weeks (see Clause 6 for permitted extensions to this timescale).

4.5 CCMC provides the Translation Members a notification of the pending translations (reminders table).

4.6 At the end of the 4-week period CCMC distributes the definitive texts with the official title pages.

NOTE 1:
See Clause 6 if the translation period has been extended.

If one or both additional language version(s) are not available within the agreed timeframe foreseen for translation, CCMC will automatically distribute the definitive texts in the available language version(s).

The missing version(s) will be distributed within 1 week following receipt in CCMC, without extension to the established dates of publication/withdrawal.

NOTE 2:
The Translation Members will provide the translation of the titles at the end of the 4-week period even if the translation of the full text has not been delivered yet.

5 CONDITIONS FOR ACCEPTANCE FOR TRANSLATION

5.1 If there are any irregularities during the administrative check at any stage, CCMC will contact the TB Secretary and/or return the draft immediately to the TB Secretary for appropriate corrective action.

5.2 At any stage, the Translation Members are authorized to reject documents that do not satisfy the necessary quality requirements (e.g. lack of conformity to the Internal Regulations - Part 3 and/or poor linguistic quality). Such a decision is taken at the Translation Members' central translation points.

The translation members inform CCMC with the reasons for rejection. CCMC will then contact the TB Secretary with a notification of the reasons for rejection in order to solve the specific issues and where relevant request the TB to make a new first delivery. Should there be a necessity for the Translation members to reject a draft after the receipt of the 'stable' reference version at all stages (only in very exceptional cases), it will be done within 2 weeks of receipt of the stable reference version.

In the event of any need for modifications to texts already submitted by CCMC for translation, the modifications to be made shall be mentioned by CCMC in a "Comment Sheet".

NOTE: Even if the single language version of the draft at all stages is considered to be of good quality and is accepted for translation, the Translation Members, as appropriate, may inform CCMC and the TB Secretaries of any difficulties encountered during the development of the missing language version(s).

5.3 For drafts at all editing stages, CCMC is authorized to reject, within 2 weeks, documents that do not satisfy the necessary quality requirements (e.g. lack of conformity to the Internal Regulations - Part 3, poor linguistic quality, text not drafted using the STD template (CEN), missing figures, etc.).

In case a draft is rejected by CCMC, the TB Secretary is expected to resubmit the text taking into account the target delivery dates.

6 PERMITTED EXTENSIONS

6.1   The extensions to the translation period for drafts (8 weeks) and final drafts (6 weeks for Formal Votes) are as follows:

  • For individual documents between 80 and 120 text pages, or for a package of standards with a total of between 80 and 120 text pages and/or for other documents previously agreed on, e.g. terminology standards, an extension to 12 weeks is permitted.
  • For individual documents, or for a package of standards, of more than 120 pages and for other documents previously agreed on, an extension to 16 weeks is permitted for translation when this is requested within 2 weeks. This extension to 16 weeks is the maximum extension that is permitted within the translation procedure.

Extensions will need to be agreed on between the TB Secretary, Translation Members and CCMC during the initial 2-week planning period (see 2.3 and 3.3).

6.2 At publication stage, a maximum extension to 6 weeks is permitted for individual documents or for a package of standards exceeding 120 text pages, or for other documents previously agreed on. Extensions will need to be agreed on between the TB Secretary, Translation Members and CCMC during the initial 2-week planning period (see 4.4).

6.3 A special extension of one week is permitted automatically for drafts being processed at CCMC and being translated during the period running over 24 December to 1 January.
NOTE: CCMC can accommodate the needs of the Translation Members that may arise during the August holiday month.

7 SPECIAL CASES

7.1  Vienna Agreement

In the case of Vienna Agreement (VA) projects developed in parallel, the ISO/CS will distribute the English and French versions. The detailed proceedings for the provision of the French and German translations are described in the Guidelines for implementation of the Vienna Agreement.

When CEN adopts a published ISO standard (usually via Formal Vote, the procedure as given in Clause 2, 3 and 4 applies for the provision of the German translation.

7.2  Frankfurt Agreement

In the case of Frankfurt Agreement projects developed in parallel, the IEC/CO will distribute the English and French versions. No text is issued on a European level.

In case of common modifications in parallel with IEC/CO the translation, is requested at the launch of the procedure to maintain date alignment with IEC. At publication stage Clause 4 applies.

In case of common modifications to a published parallel project Clauses 2, 3 and 4 apply.

7.3  JOINT CEN/CENELEC Technical work

If not otherwise agreed between CEN and CENELEC, the same procedures for providing the different language versions for Enquiry, Formal Vote and publication can be applied. The lead organization is responsible for the provision of the additional language versions.

8 ELECTRONIC EXCHANGE OF DOCUMENTS

Document files to be delivered by the Technical Bodies

NOTE:
For CENELEC email is the current method for document exchange.

TBs are required to develop their drafts using the correct format (WORD 97 or WORD 2003) and to provide drawings in electronic form. Currently for CEN only, BOSS Guidance document 'Drafting of European Standards – Electronic preparation' provides the detailed specifications that TBs shall use in the provision of files.

The following files, included within one single .zip file, identifying the work item number and the reference language version (e.g. 00123012_e.zip), shall be uploaded onto E-Trans:

  • the electronic transmission notice duly filled in;
  • a WORD file prepared with the correct template and including relative links to any drawing/figure files;
  • any figures, preferably in tif format but exceptionally in eps format;
  • a PDF file of the complete document (including any figures).

NOTE: The revisable WORD file allows common parts of the document, e.g. tables and equations, to be used by the Translation Members in the preparation of the translations, thereby saving time and avoiding errors in rekeying. The PDF file is used as the master reference copy.

9 CONTACT POINTS

CCMC: production@cencenelec.eu

Livelink/E-Trans: http://cen.iso.ch/livelink/livelink.exe

AFNOR: translation@afnor.fr & frenchnc@afnor.org

BSI: translation@bsi-global.com    

DIN: translation@din.de

DKE: dke.zbi@vde.com

 

2017-11-09

10 FAQ

How long does translation take?

For drafts submitted to the Enquiry procedure there are 8 weeks allocated for translation.  These 8 weeks take place after the CCMC editing and before the launch to Enquiry.  There are also 8 weeks allocated for translation prior to the Formal Vote procedure and then 4 weeks at publication stage.

Why translate?

CEN and CENELEC have 3 official languages.  The aim of the translation procedure is to secure the availability of all three official language versions at all stages.

Can translation be skipped?

Officially all projects must follow the translation procedure.  Special derogations can be granted, but only for cases where either Technical Boards have given prior approval or where the official Translation Units have agreed to skipping the translation period.