Translation of PDF Documents
By Martha Escobar
One of the most common file types we receive for translation is
PDF, which stands for Portable Document Format. PDF documents are
simple to create and are an easy, secure way to share information
over the internet. Unfortunately, they are not so easy to handle
when it comes to translation.
The use of PDF is so widespread, maybe we should take a moment
to review what a PDF is and why it is used. In the simplest terms,
a PDF is a picture of a document. A PDF can be created from another
program, such as MSWord or InDesign, or it can be generated by
scanning a hard copy document. People generally use PDF documents
when they want to:
- Share information without giving people editing rights to the
source file
- Share a file with someone who does not have the software
required to view the source file
- Share a file with someone who uses a different platform or
operating system
- Share a file that will look the same (layout, fonts) on
different or multiple computer systems
- Compress large files into a smaller format
- Print artwork files for publication
By nature, a PDF is not meant to be edited; if you've ever
tried, you probably know how frustrating it can be. Translations
cannot be done directly into a PDF document. Also, it is very
difficult - and sometimes impossible - to get an accurate word
count from a PDF document, making it hard to get an accurate cost
quote.
So, when a PDF file crosses your desk for translation, here are
some things to consider in order to save yourself considerable time
and frustration:
- Whenever possible, give your language service provider access
to the source documents from which the PDF was created, including
links, fonts, graphics and any other elements. This will allow them
to provide an accurate cost quote and will ensure that the end
result is a translated file that is identical to the source
formatting and layout.
- Prior to translation, make sure the source file allows for the
translated text to expand or contract. Words tend to get longer or
shorter when translated, so make sure the spacing within your
document is flexible, especially in images.
- Let your service provider know which operating system was used
to create the source file. This can affect fonts, among other
things.
- If you do not have the source file from which the PDF was
created, or if you only have a PDF scan of a document, a language
service provider will only provide a text translation. The layout
and formatting will not be identical and will not contain any
images or graphics.
Getting the right pieces together can make all the difference
between a successful project and a complete nightmare. Our trained
Projects and Sales teams will be glad to provide you with more
details and help you in the process!