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Clear Documentation
SimplifiedTechnicalEnglish
3rd edition
Simplified Technical English
Advanced Technology for Clear Documentation
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART I
Introduction
André N. Verduijn
2010, © Tedopres International B.V., Best, the Netherlands
ISBN/EAN : 978-90-807094-5-4
Initiator : André N. Verduijn
Authors : Berry Braster
André N. Verduijn
Editor : Berry Braster
Proof-reader :Petra van Dongen
Alexandra Arts
Graphic Designer : Piet le Feber
Illustrator : Theo van Kampen
Printing / Binding : Stige, Torino, Italia
7
Table of Contents
PART I Introduction 5
CIP DATA ROYAL LIBRARY, THE HAGUE 7
Misunderstandings and disasters 10
Introduction 12
Initiative 13
PART II The history of written languages 15
In the beginning 17
Putting it down in writing 18
Earlier languages: Sumeria 19
Earlier languages: Egypt 21
From hieroglyphs onward 22
Earlier languages: Cuneiform 25
Writing routine changes cuneiform 26
Earlier languages: Native American 30
Earlier languages: The Inca Empire 32
What history tells us 34
The development of Standard English 35
How the printer’s craft contributed to the development of Standard
English 38
The Industrial Revolution 39
Globalisation 39
PART III Simplifying Technical English 41
Simplifying a language is not an easy task 43
Previous attempts to control English 45
Caterpillar develops into a global company with its own controlled
language 47
ILSAM 51
Unambiguous language use in aerospace: 52
the development of ASD Simplified Technical English 52
Simplified Technical English and structured authoring 57
Other industries are joining in 59
Simplified Technical English explained 59
PART IV Simplified Technical English in practice 61
How to implement Simplified Technical English 63
Dictionaries 65
The basic Simplified Technical English dictionary 65
HyperSTE Features 69
8
Simplified Technical English in practice: industry examples 72
Example Medical Industry 76
Example avionics industry 78
Benefits of Simplified Technical English & HyperSTE 82
Cost savings 82
Simplified Technical English, an ideal source for translation 82
Automated translation 83
Experiences from the industry 90
Simplified Technical English in Russia By Valery Strekoz 92
Make it simple By Karen Toast Conger 94
The world a safer place … 97
PART V Simplifying the entire information process 99
Optimising information processes 101
Structure as a basis 102
Information creation and reuse 102
Structure from the start 102
Illustrations 103
Simplified Technical Illustrations 104
HyperSTI – Simplified Technical Illustration software 104
Efficiency 104
Combining Simplified Technical Illustrations and Simplified Technical
English 108
Benefits Simplified Technical Illustrations 109
Content Management 110
Reuse for various manuals 110
Reuse for various end users 110
XML 111
Content Management System (CMS) 111
HyperDoc 112
PART VI Acknowledgements and references 115
Register 117
A shorter introduction to English literature 121
References 123
Company profile 124
Mission Statement & Vision 125
Partners & Memberships 126
Memberships 127
Offices: 128
9
Misunderstandings and disasters
We live in the age of globalisation. Virtually all fields of industry cater
for a global market, while manufacturing is also internationalised.
On our small planet roughly 6000 languages are spoken, not counting
dialects. In addition, since the invention of the wheel, technicians have
developed an extensive technical vocabulary of their own. And in all the
specific sciences people speak and write their own jargon.
Therefore, it will surprise no one that this situation has led to
lack of comprehension and has caused misunderstandings,
misinterpretations and calamities, sometimes with fatal results.
10
As there is the increasing demand from customers who require
technical documentation to be translated into their native language,
using Simplified Technical English as a source can help save
considerable translation costs. Where necessary, it even provides an
excellent basis for computer-aided or automated translation.
11
Introduction
The necessity for a clear unambiguous language for technical
documents is obvious and Simplified Technical English has been
created to fill this need. With its controlled lexicon and grammar rules
aiming to keep writing straightforward and uncomplicated, this style of
expression is already used in many areas of industry and business.
We now have computer software at our disposal which can analyse the
language of our written documents and tells us at the flick of a button
the different words used and their frequency, or give us all collocations
in a body of text of any word we select. With such powerful tools we
can today more easily apply the ideas of Simplified Technical English to
our sphere of communication.
Fiona A. Robertson
President of the International Aviation English Association Paris
12
Initiative
The wish to write a book about controlled language is not without
reason. During discussions with numerous experts, I noticed that it is
not so easy to explain the significance of a new, universal language for
documentation.
A saying
There is an old saying that illustrates the power of simplicity:
‘simplicity shows the master’. A skilled illustrator is able to sketch
the essentials of a situation with only a few lines, whereas a poet can
evoke a large scale of emotions with only a few words. The same goes
for the use of Simplified Technical English. With fewer possibilities to
choose from, communication becomes clearer. So in fact there is more.
André Verduijn
President of Tedopres International B.V.
13
Meet Mr. Language and Ms. Information*
Keep a close watch on Mr. Language and Ms. Information, they will
guide you.
* Mr. Language and Ms. Information are property of Tedopres International B.V.
14
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART II
The history of written languages
15
16
Spectacular cave paintings marked the birth of a world-shattering
phenomenon: writing. The significance of these paintings is still
uncertain.
The explanations for their nature differ. They could have something to
do with magic, maybe they were intended for amusement or perhaps
they were the first historical documents. One thing is certain though,
cave paintings were images intended to communicate something.
In the beginning
After the last Ice Age, around 10,000 BC, the world population
increased. Fertile regions in the Middle East, like Mesopotamia and
Egypt, became more densely populated. Until that time, most peoples
were nomadic. But from that time, the peoples settled down and
developed from nomads into farmers. Crops were sown and the
harvests were traded. Eventually these peoples began to build towns
and permanent housing. To guide and control their developing society,
rules and agreements were introduced.
17
Putting it down in writing
Clay was most commonly used to record data. The countless clay
stones, tablets and envelopes that have been found by archaeologists
give us a good image of the way in which administration and
accountancy were conducted in these days. These findings mark the
beginning of the development of the first written languages.
18
Written languages appeared at various times in history and in various
parts of the world. Around 1700 BC, the Chinese ideogram appeared.
Roughly a thousand years later, the Mayans developed a completely
different form of writing on the other side of the world. The art of
writing is therefore called an independent invention.
19
1 10 10 100 or 3600 3600 1 60 600
20
Archaeological finds indicate that the development of Egyptian icons
started around 3400 BC. These icons were the predecessors of the
later hieroglyphs. Before that time there was only spoken language.
21
Sitting man Eye
Hieroglyphs
22
Hieratic characters
Demotic
These three ‘types’ of writing did not evolve one out of the other, but
existed along side of each other for a long period of time. All three
were applied in different situations, depending mainly on the time
a writer had available for his writing and the purpose that his text
served.
23
The Stone of Rosette
24
Around 2000 BC, the Asiatic peoples were in turmoil due to extensive
migrations. From the Far East they migrated to the West: to Persia and
Anatolia. In the same period the Semitic peoples came to Mesopotamia.
The Acadians ultimately assumed the power in Mesopotamia.
They started to write their own language in the existing Sumerian
cuneiform.
25
Meaning Original Cuneiform Early Assyrian
pictogram pictogram Babylonian writing
writing
Bird
Fish
Cow
Grain
Orchard
Ploughing
cultivating
26
Hammurabi’s rule
One of the finest examples of cuneiform writing is the Code of
Hammurabi. Hammurabi was the most famous of all Babylonian kings
(approx. 1728 to 1686 BC). He brought the whole of Mesopotamia
under one rule. From that moment until the beginning of our calendar,
Babylon remained the political and cultural centre of the whole of Asia
Minor.
27
Writing changes, but the message remains
One of Hammurabi’s laws perfectly illustrates how the content
-the message - of written language survived for many centuries while
the writing itself changed. In the cuneiform from 1700 BC, we can
still see a combination of nail-shaped stripes and ideographs. In the
translation into Assyrian signs, around 700 BC, we see pure cuneiform
without ideograph or pictogram.
28
±1700 bc pictograms ±700 bc
and cuneiform shapes
If a merchant
to a trade name
silver as a loan
has given
loss
has seen
29
History tells us how language has become an important verhicle
of culture.
By studying history carefully, we can form an impression of the future.
Today’s signs
Signs, especially pictograms, are still used in our time. In factories,
offices, airports and public buildings we find all sorts of signs that tell
us something. Even traffic signs are considered pictograms.
Although it would be hard to write an entire story using only
pictograms, these signs are little stories in their own right. The use of
pictograms and signs in general is so common, that we do not realise
what a great part of our daily lives is governed by these signs.
30
A story from North American Sioux Indians
The entire story is composed of pictograms and ideograms.
The story starts in the middle.
1. Two brothers, the one the chief called Spotted Elk and the other called White
Beaver, lived through a severe winter.
2. Three members of their tribe froze to death.
3. During the great famine, their women hungered and a two-year-old daughter
contracted whooping cough.
4. The medicine man came, but the daughter of White Beaver died and
everyone had much grief.
5. The chief visited the wise man of the village and learned that the sun would
come soon.
6. The weather would improve. The buffalo would come close to the camp.
There would be food in abundance.
7. Three days later the sentries did indeed see the buffalo.
8. They gathered a great quantity of meat that they hung to dry on sticks.
9. They held a feast, but did not forget to put a flag on the grave of the young girl.
31
When studying the history of language, it often seems that the need
for administration and bookkeeping marks the beginning of the
development of a way of writing. We thus find such a development in
the great civilisations of the Andes, of which the Inca Empire was the
last. Around 1000 BC, a system of knotted cords called ‘quipus’ was
used.
32
A quipu, as it was used in the Inca Empire. Quipus consist of
knotted cotton cords. Combinations of flat knots,
figure-of-eight knots and slipknots were used. The knots
were tied from top to bottom in decreasing value. To classify
their bookkeeping, the Incas used cords in different colours.
33
What history tells us
Language is based on mutual agreement
Illustrated by stories from the past, it is now quite clear that each
culture that existed in the last 5000 years experienced an independent
development of spoken and written language. The diversity of the
systems and languages discussed so far indicates that the proper use
of a language should start with mutual agreement. A sign, groove,
print, gesture, knot or stone only has a meaning, as long as this
meaning is agreed upon.
34
At the end of the Middle-Ages, the activities of Geoffrey Chaucer
(approx. 1340-1400) made an important contribution to the
development of written English.
A century later, when the Renaissance reached its peak an event took
place that would have a profound effect for years to come: this was the
time in which Gutenberg produced his first printing press. The printers’
craft spread quickly throughout Europe. This marked the start for the
development of mass communication media.
35
Chaucer is also known for is interest in the writing of technical
texts, such as a treatise of the ‘astrolabe’, an ancient astronomical
instrument. He also translated a few works of the Roman philosopher,
scientist and statesman Boethius.
The astrolabe, an angle gauge made of copper, was made by an astrologer from
Baghdad, Ibn al-Husayan bin Ahmad.
36
A new era of communication
A century later, the Renaissance had ended. Leonardo da Vinci
(1453-1519), an extremely gifted artist, researcher, inventor and writer,
then made a statement about text and writing. His statement looked
almost like a warning for the future. As if he already felt that the
complexity of language was a fact of ever increasing importance.
He wrote:
“An attempt to describe mankind in all his dimensions and proportions,
the form of limbs and all functions in detail, solely with words must be
discouraged. The reader will become increasingly more confused as
the writer describes more and more detail. It is absolutely essential to
draw as well as to write.”
37
How the printer’s craft contributed to the development
of Standard English
The discovery of book printing made it possible for many people
throughout the world to learn how to read and write. From 1500
onwards, there has been a noticeable progress in the field of
technology and communication.
But printing was already known before that time. A print has been
discovered that was based on a woodcut from China. The illustration
belongs to a Chinese translation of a Sanskrit text. This print dates
from the year 868 AD.
The printer’s craft spread rapidly throughout Europe. The Bible was
the first book that became widely available. From then on, everyone
could now peruse the contents to form their own opinion. Since then,
the quantity of print increased and printed media have grown to play
a significant part in our lives.
38
The Industrial Revolution
Ever since the art of printing was used throughout the world,
developments succeeded one another rapidly. Due to The Industrial
Revolution (1850), this flow of developments received an additional
impulse. The Industrial Revolution led to an enormous expansion in
mass production.
During the past five hundred years countless new products were
invented. Over that same period of time all sorts of scientific and
industrial specialisations arose. These developments caused the
creation of new terminology. But the variety and diversity in terms
and jargon words also created increasing language confusion and
misunderstandings. This, of course, is a breeding place for chaos.
Globalisation
Over the past decades products and processes have become more
complex, while companies worldwide increasingly export their
products and consequently having to deal with different markets and
different languages.
39
Today, we have a language at our disposal that allows us to write
technical documentation that is clear to read, write and understand:
Simplified Technical English. The next chapter of this book tells all
about its origin, development, and success.
40
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART III
Simplifying Technical English
41
42
Simplifying a language is not an easy task
If we were to simplify a language, to make it easy to read, write, and
understand, why choose English? The answer is quite simple: of all
languages, English is the most widely spread language throughout
the world. This distribution started when England established
colonies in many parts of the world. Later on, the industry and
international business ensured further spread. Nowadays, in a major
part of the world, students learn English as a second language to
their native language.
Many meanings
In English, many words may have multiple meanings.
The word ‘axis’, for example, means:
1. a straight line around which a body rotates;
2. the second vertebra of the neck;
3. a main line of direction;
4. a wild animal found in India.
This example shows how much confusion there can be. Most people
reading this sentence would have to reach for the dictionary to unravel
part of this linguistic puzzle. Even by doing so, the puzzler is not likely
to get any certainty about the actual meaning. The dictionary actually
gives a lot more possible meanings than the four variations selected.
In a random dictionary ‘axis’ is mentioned 11 times as an entry. One
of these entries has 4 different meanings. At another of these entries
there are another 4 different meanings. The other 9 entries also have
multiple meanings.
43
Potential confusion
Communication should not be a problem, as long as we all stick to
the agreements. But because language is a living phenomenon and a
certain word sometimes acquires another, an extra or a new meaning,
the agreements must be revised regularly.
In a simplified language, the word bolt should be used in only one way.
The other possibilities are no longer valid for example:
- the sound made the horse bolt
- a bolt of cloth
- a bolt of lightning
44
In history, there have been several attempts to produce a version
of controlled English. This chapter describes some of the major
developments.
45
In order to arrive at a simple and clear base language, a list of basic
words was compiled, where the words had to meet previously
determined requirements. The three criteria for the word selection in
Ch. K. Ogden’s word list were:
- actions;
- things;
- quality.
46
Let’s look at the years, from 1850 onwards, in which the Industrial
Revolution showed its true colours. In France, England and America,
pioneers were experimenting with steam engines. Gradually, trains
were used and the car was invented. In America, around 1890, two
pioneers, Benjamin Holt and Daniel Best, were working independently
on the manufacture of farming machinery.
47
No knowledge of the English language
Shortly thereafter, the fame of the tracked tractor spread throughout
the world. Manufacture, sales and export gained momentum and
soon Caterpillar exported its products to all the corners of the world.
The instructions and manuals that accompanied these products were
written in English. However, maintenance and repair had to be carried
out on-site, often by the local population. Moreover, most of the
tracked tractors were used in places where no-one spoke English.
From BASIC English to a language for all the corners of the world
In 1970, Caterpillar developed Caterpillar Fundamental English (CFE).
In many ways this language was similar to Ogden’s BASIC English.
The similarity with BASIC English was the limited number of words.
The difference was that Caterpillar simplified its own version of
‘technical writing’ with it. The result was that non-English speaking
dealers, mechanics and drivers in all the corners of the world could
better understand the technical documents.
48
In an attempt to facilitate machine translation, Caterpillar developed a
more restrictive controlled language. At the beginning of the 1990’s the
company came out with a new controlled language:
Caterpillar Technical English (CTE).
Syntax constructions
Caterpillar Technical English was developed at the same time as
a number of other controlled or simplified languages. Companies such
as Hyster, Eastman/Kodak, Ericsson, Digital, Xerox, IBM and Scania for
example were all attempting to standardise English or other languages
to some extent.
Besides the basic rule “one word = one meaning”, Caterpillar set a
second goal: the promotion of good syntax constructions. Syntax is the
study of the use of logic and parts of sentences. The wish to promote
good syntax constructions therefore applies to ‘the logical sequence of
the actions in language’.
49
3. Example of a better syntax and clear style
- Remove the cover.
- Use a spanner to hold the nut and use an Allen key to tighten the
screw.
- Refit the cover.
50
Using the first Caterpillar CFE language as a model, E.N. White
developed a controlled language for service and maintenance:
the International Language for Service and Maintenance (ILSAM).
ILSAM
ILSAM was characterised by a consistent word use. Research showed
which word was the most easily recognised in a specific meaning.
Let’s take the words ‘right’ and ‘left’ as examples. Please note that not
all meanings of right and left are used in this example.
51
Another industry that required an unambiguous language was the
aerospace industry, particularly for maintenance documentation.
English is the most used language for technical documentation in the
aerospace industry. However, many endusers are non-native English
speakers. Especially these endusers are easily confused by complex
sentence structures and by the number of meanings and synonyms of
English words.
52
About ASD
ASD (the Aerospace and Defence Industries Association of Europe)
was established in Paris in 1950 and was until 2004 known as AECMA,
which stands for “Association Européenne de Constructeurs de
Matériel Aérospatial”, or “The European Association of Aerospace
Industries”. ASD assembles all matters of common interest at the level
of aircraft/systems, engines, equipment and components. ASD advises
in the area of economic, financial, legal and technical problems.
ASD is a central organisation that makes a major contribution to the
standardisation of products, services and quality standards.
Current members of ASD are the national aerospace and defence
associations of all members of the European Union. The largest
European aerospace and defence companies are ASD members too,
and they also form the Council of ASD.
Although the original request for Simplified English came from the civil
aircraft industry (AEA), it was clear right from the start that AECMA
Simplified English was also applicable to military aircraft. The project
group therefore included a member that represented a military aircraft
manufacturer. In 1984, the Aerospace Industries Association (AIA) of
America also joined the group, where McDonnell Douglas made
a significant contribution by providing the Technical Dictionary they had
worked on.
53
The birth of AECMA Simplified English
The combined forces of European and American representatives
resulted in the first issue of the AECMA Simplified English Guide in
1986, entitled:
AECMA Simplified English, PSC-85-16598 “A Guide for the Preparation
of Aircraft Maintenance Documentation in the International Aerospace
Maintenance Language”.
At the time of the printing of this booklet, issue 5 in April 2010 is the
latest release.
54
The history of ASD Simplified Technical English
A brief and not exhaustive overview of the history of ASD Simplified
Technical English
55
ASD Simplified Technical English rules
A brief overview of the rules of ASD Simplified Technical English.
Please note that this overview is not intended to be exhaustive.
56
ASD-STE100 required for maintenance documentation in aerospace
industry
ASD Simplified Technical English is currently used by many aerospace
manufacturers around the world, like for instance Boeing and Airbus.
Aerospace manufacturers as well as their suppliers apply Simplified
Technical English to products for both civil and the military purposes.
DITA
S1000D’s equivalent for industries other than aerospace and defence
is DITA (Darwin Information Typing Architecture), an XML-based
architecture for authoring, producing, and delivering technical
information ASD Simplified Technical English is required by S1000D.
In addition, Simplified Technical English facilitates structured
authoring standards like S1000D and DITA as it facilitates reusability.
57
ASD (AECMA)
58
Other industries are joining in
Although ASD Simplified Technical English was originally intended
for aircraft maintenance documentation, and more specifically, for
maintenance documentation, several industries outside aerospace,
such as the medical, machinery, software, semiconductor, banking and
insurance industries have seen the advantages of using a controlled
language. This has led to the development of other controlled
languages, where in many cases ASD Simplified Technical English is
used as a basis.
- Simple syntax.
- Approved vocabulary.
- Approved meanings for these words, where most words have only
one approved meaning.
59
How Simplified Technical English works in practice
The writer will apply rules such as:
Example
This example shows the differences between non-standarised text and
text written in Simplified Technical English.
Non-standarised text
It is equally important that there should be no seasonal changes in the
procedures, as, although aircraft fuel system icing due to water
contamination is more often met in winter, it can be equally dangerous
during the summer months.
60
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART IV
Simplified Technical English in practice
61
62
The richness and complexity of our languages is enormous.
Literature and especially poetry still give testimony to the lyrical use of
language. With the right choice of words, writers and poets can evoke
a wide range of emotions.
However, when we need to transfer technical information, we want to
avoid any misunderstandings in translation and interpretation.
We should therefore communicate as unambiguously as possible.
We can do so by using Simplified Technical English.
63
What documentation to analyse?
It is necessary to analyse as much of the existing documentation as
possible. This includes for instance:
- Training material for instruction, maintenance and use.
- Service manuals.
- Operation manuals.
- Application notes.
- User manuals.
- Parts lists.
- Software strings.
- Software documentation.
Once text mining has been completed, the result of the analysis is a list
of terms that are industry and company-specific. This list needs to be
scrutinised to ensure that each term has only one meaning.
64
In order to write Simplified English, dictionaries must be complied
based on the results of text mining. These dictionaries should
obviously comply with the most important condition: ‘one word = one
meaning’.
Dictionaries
When writing in Simplified Technical English, a writer must use
2 dictionaries:
1. The basic Simplified Technical English dictionary
2. A technical dictionary, containing all company-specific terms.
65
Examples
The verb ‘multiply’ is in the basic dictionary, and it is an approved verb.
About the word multiply, the dictionary tells us:
- that the word multiply is the part of speech verb.
- that the word multiply is approved.
- that you can only use these forms of the verb:
- multiply
- multiplies
- multiplied
- that the meaning of this word is ‘to use multiplication to get a result.’
The dictionary also offers an approved example:
“Multiply the indicator value by the scale value.”
The nouns in the dictionary are described in virtually the same way.
About the noun liquid, the dictionary tells us:
- that the term liquid has the part of speech noun.
- that the term liquid is an approved term.
- that the meaning of this term is ‘a material that is not a gas or a
solid.’
The dictionary also offers an approved example:
“The converter changes the liquid into a gas.”
In the case of a non-approved term the dictionary will not only mention
that the term is non-approved, but it will also offer an approved
alternative.
66
Examples
Not all words are described in the basic Simplified Technical English
dictionary. It is therefore necessary to include company or industry
specific words in the technical dictionary. Of course, when adding
new terms to the dictionary, careful consideration must be given to
whether or not the dictionary already contains a term that has the
same meaning. And whether the term that is going to be added, is the
simplest and most commonly used word.
Once it is clear that a term must be added, all attributes that describe
the term must be entered correctly, to make the dictionary as clear
and user-friendly as possible. Attributes are, for instance:
- part of speech.
- status: approved or non-approved.
- in the case of a verb, which forms of the verb are approved.
- the meaning of the term.
New terminology
Often new terminology is required to describe new products.
Every writer can keep a list of new terms that can regularly be
collected and then added to the main dictionaries.
67
Step 3. Use checker software for quality assurance
Even the most experienced technical writer will sometimes suffer from
a writer’s block or inadvertently use words and phrases which do not
comply with the rules of Simplified Technical English. This is where a
checker tool comes in handy. A checker tool can help by taking care of
the mechanical aspects of Simplified Technical English checking, thus
taking the routine work away from the writer. This allows the writer to
focus on those aspects of technical writing where his expertise is most
needed.
Very much like the spelling and grammar checker that is incorporated
in most word processors, a Simplified Technical English checker tool
checks text for compliance with the Simplified Technical English rules.
This check includes a grammatical check and a check performed on
terminology. The checker tool points out any problems in the text to
the writer.
68
HyperSTE Features
General
- Checks for terminology, grammar, style and spelling. Depending
on which editing tool you use, checking can take place on element,
paragraph, page, page-range or document basis.
- Based on the Simplified Technical English specification, but rules
can be configured to customer-specific needs.
- Supports multiple dictionaries.
- HyperSTE’s Profile Manager allows you to create, save and load
different profiles for different types of documents.
- Automatically differentiates different types of text (eg, procedural
vs. descriptive).
- Feedback and reports available in multiple languages, including
German, French, Spanish, Chinese and Japanese.
- Available as fixed licenses as well as concurrent licenses.
69
Interactive Checking
- Integrated into various authoring tools, including Arbortext (Epic)
Editor, Adobe FrameMaker, Microsoft Word, JustSystems XMetal.
- Available as a stand-alone version for PDF files.
- Flags issues using colors (each color represents a different issue).
- Gives feedback in the form of corrections, suggestions, and
explanations.
- Automatically rechecks sentence after correction has been made.
- Export interactive feedback to HTML to share feedback.
- Automatic correction of terminology through ‘replace all’ feature.
- Automatic conversion of units of measurement.
- Automatic conversion of American English to British English, and
visa versa.
Reporting
- Check one or multiple files.
- View results in Microsoft Excel or XML.
- Compliance rating.
- Shows metrics per enabled rule, including frequency and context.
- Create management reports.
70
Terminology Management
- Update and maintain dictionaries with new terminology using
HyperSTE DMT (Dictionary Maintenance Tool).
- HyperSTE DMT links to Terminology and Translation Memory
systems, including MultiTerm.
- HyperSTE DMT allows easy imports from various types of files.
71
Efficient Conversion of Existing (Legacy) Documentation
As it is hard to find time or a budget to convert existing documentation
to comply with the corporate terminology and style guide rules,
HyperSTE allows this process to be less tedious: the report will
give insight into where the biggest problems are. Based on these
problems, you can create various profiles (eg. start with terminology,
and gradually add more rules based on where the biggest problems
are) which allows for a more efficient conversion rather than having to
rewrite everything over again.
BEFORE
72
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The firewall X is a rack-mountable device that is easily installed into
your network. For information on installing the firewall X, see the
firewall QuickStart Guide or the “Getting Started” chapter in the User
Guide.
AFTER
The firewall is the first security device that can use upgrades by a
license key. The device has different layers of protection that find and
prevent damage to your network.
The firewall has these components:
- A stateful firewall.
- A VPN.
- A protection against intrusion.
- A software program filter.
- A spam filter.
- A content filter.
You can control all the components from the same interface.
With the front panel controls you can find the status information from
an LCD display. The firewall X also has an external hard-drive bay to
get upgrades. You can upgrade the performance of the firewall X with
a new license key and new software.
You can enable:
- A new network port.
- The high availability software.
- A new security layer.
You can install the firewall X in a rack. The firewall X is easy to install
on the network. For more data on the installation of the firewall X,
refer to the firewall QuickStart Guide or the “Getting Started” chapter
in the User Guide.
The BEFORE example has 248 words, the AFTER example not only has
only 176 words (reduction of almost 30%), it also has better structure
and is written in a clear and concise way.
73
Example computer network security
BEFORE
74
AFTER
The BEFORE example has 282 words, the AFTER example not only has
only 173 words (reduction of almost 40%), it is also written in a clear
and concise way.
75
Example Medical Industry
BEFORE
CAUTION
When the system is started or the drawer is unlocked, you must verify
all drawers are empty. If not, the system can put a sample tube in a
location in use which can cause a biohazard condition, loss of sample,
or cross contamination.
- Wait for the system to home and activate all components and
modules.
- The hardware is ready when the green button above each drawer
flashes.
Open and close all drawers until the lights do not flash presentative.
76
AFTER
CAUTION
Make sure that all the SIQ drawers are empty when you start the
system or when the Priority/SIQ drawer is unlocked. If the SIQ drawers
are not empty, there is a risk of injury, loss of sample, or cross
contamination.
Select X at the dialog box to make sure that all the drawers are empty.
Activate all components and modules. The hardware is ready when the
green button above each drawer flashes.
Open and close all drawers until the lights are off.
77
Example avionics industry
BEFORE
Fan unit
The CompactPCI rack is provided with a hot swappable fan unit and air
filter that can be cleaned or replaced during operation.
The fan unit is supervised by the CMM. Thus malfunctioning fans can be
detected and replaced before making any impact on system operation.
AFTER
CompactPCI rack
The CompactPCI rack has a Chassis Monitor Module (CMM) that is
hot-swappable. The CMM monitors the air temperature in the rack, the
power supply voltage, the power supply and the operation of the fan
units. The CMM has a digital input and outputs. The digital input sends
the rack ID to the Single Board Computer (SBC). The CMM has an
Ethernet interface to the system. It also has an RS232 port to configure
the unit.
Fan unit
The CompactPCI rack has a hot-swappable fan unit and an air filter.
You can clean or replace these during operation.
The CMM monitors the fan unit. Use the CMM to find the
malfunctioning fans and replace them before they have an effect on the
system operation.
78
Example IT industry
BEFORE
79
AFTER
80
Example IT industry
BEFORE
AFTER
Results:
- Clearer instructions.
- Consistent use of words, reuse increase by 11%.
- Less words (from 109 to 76, reduction of 30%).
- Cheaper, better and faster translations.
81
Benefits of Simplified Technical English & HyperSTE
Cost savings
Simplified Technical English will result in cost savings thanks to:
- Reduced risk of damage to the product.
- Reduced risk of liability claims.
- Reduced product life cycle cost.
- Time savings for you and your customer.
- Cost savings on translations: easier, faster, cheaper and better.
82
The translation process can be time-consuming. Besides, there is
often a risk of misinterpretation. The possible misinterpretations often
derive from ambiguous text. The use of Simplified Technical English as
source text for translation will help to eliminate the possible risk of any
misinterpretations.
Automated translation
As the source text is easier to understand, it also is easier to translate,
especially after a multilingual dictionary has been set up. Additionally,
the level of consistency in terminology that is achieved by writing
in Simplified Technical English, greatly improves the yield from
computer-aided translations. Computer-aided translation makes use
of a translation memory system and thus reduces cost (sometimes
up to 40%!) and processing time. Moreover, it improves the level of
consistency in the translations too.
The difference
Source text: 54,000 words Without STE With STE Difference
Words to be translated: 54,000 45,900 - 15%
Translation memory finds
(perfect matches): 30% 40% + 10%
Words to be translated manually: 37,800 27,540
Translation costs
(approx. € 0.15 per word): € 5.704,32 € 4.210,33 - 27%
83
Translation Cost Savings:
For 1 manual, 1 language € 1.493,99
For 1 manual, 4 languages € 5.975,95
For 1 manual, 12 languages € 17.927,86
For 4 manuals, 4 languages € 23.903,82
For 4 manuals, 12 languages € 71.711,45
Volume reduction
Typically, Simplified Technical English will result in a word count
reduction of 15%. This means that only 45,900 words will have to be
translated, instead of the original 54,000.
Optimum reusability
Thanks to the use of consistent style and terminology the yield of
a translation memory will increase by approximately 10% (perfect
matches) in addition to the 30% that is normally recognized.
84
Quality Assurance / Quality Control
In addition to Simplified Technical English improving the quality of
your product documentation, HyperSTE provides extensive reports
for validation purposes. HyperSTE has helped our customers improve
their cycle time by 30%!
Improved safety
Clear documentation is essential to ensure the safety of you and your
customer, for instance during the operation of a lift truck or while
performing maintenance on an aircraft engine.
Efficient authoring
Not only will your technical documentation increase in quality, your
technical writers will also become more efficient and increase their
level of writing skills.
85
Case studies
The challenge
To standardise documentation in compliance with the Simplified
Technical English specification ASD-STE100 to improve quality and
readability of manuals to reduce cycle time.
The solution
Tedopres developed a dictionary containing Rolls-Royce standardised
terminology and trained Rolls-Royce technical writers and editors on
the rules of ASD Simplified Technical English (ASD-STE100) and how to
use the HyperSTE software.
The results
Implementing ASD Simplified Technical English and HyperSTE yielded
the following results for Rolls-Royce:
- Compliance with ASD Simplified Technical English (ASD-STE100),
a requirement for aircraft maintenance manuals and component
maintenance manuals.
- Better quality and readability of manuals.
- Reduced cycle time.
- Better reusability of text.
- Standardised terminology and style.
86
Case Study - WatchGuard - Computer Network Security
The challenge
• To standardise its documentation by using consistent terminology
and a controlled vocabulary.
• To enhance the readability of its manuals, thus improving the quality.
• To reduce localisation costs, as WatchGuard translates its technical
documentation into a number of Asian and European languages.
The solution
Within weeks Tedopres developed a dictionary containing WatchGuard
and industry-specific terminology. Next, training was given to teach
WatchGuard’s technical writers the rules of how to write clear and
concise technical manuals. As part of the implementation process,
WatchGuard uses HyperSTE, our checker software, to ensure that
all manuals comply with Simplified Technical English, including
unambiguous and consistent terminology.
The results
Implementing Simplified Technical English and HyperSTE yielded the
following results for WatchGuard:
• Overall considerably improved quality of the manuals, resulting in
customer satisfaction.
• Volume reduction of 10-30% per manual. The originally projected
word count for a particular manual was estimated at 500,000.
Thanks to the use of Simplified Technical English and HyperSTE the
word count turned out to be 375,000 (25% volume reduction).
• Reusability of text increased to 25%, thanks to the standardisation
of terminology and writing style.
• Translation cost decreased by 40%. The use of a translation memory
normally recognises 30% of the text. Simplified Technical English
not only resulted in less volume to be translated, but increased
the translation memory to 40%. This resulted in an initial saving of
$35,000 for the first manual in Simplified Technical English.
87
Case Study - Elekta - Medical Equipment
The challenge
- To standardise documentation in compliance with corporate style
guide EASE (Elekta Approved Simplified English).
- To improve quality and readability of manuals.
- To save translation cost.
The solution
Tedopres developed the EASE dictionary containing Elekta standardised
terminology and trained Elekta technical
writers in the UK, Sweden and US on the
rules of EASE and how to use the HyperSTE
software. For IMPAC, Tedopres developed the
IMPAC dictionary containing IMPAC specific
terminology which can be used together with the EASE dictionary.
Elekta uses HyperSTE to ensure compliance with EASE.
The results
- Up to 30% in translation cost savings after one year.
- Better quality and readability of manuals.
- Reduced cycle time.
- Overall documentation cost reduced by 20%.
- Better reusability of text in XML environment.
- Standardised terminology and style.
88
Case Study - Electrolux - Household Appliances
The challenge
- To standardise terminology and style guide.
- To improve quality and readability of manuals.
- To save translation cost.
The solution
- Tedopres developed the Electrolux
dictionary based on thousands
of pages of content, including
translation memory software.
- Electrolux uses a server based solution for HyperSTE.
- Tedopres trained Electrolux authors worldwide in France, Poland,
Sweden, Germany and Italy.
The results
- Up to 50% in translation cost savings in over 30 languages.
- Better quality and readability of manuals, from 40% to 95%.
- Less phone calls to Customer Service.
- Time to market reduced by 30%.
- Overall documentation cost reduced by 20%.
- Reduction of words by 25%.
- Standardised terminology and style.
89
Experiences from the industry
Below you find reviews about Simplified Technical English in actual
practice. Mr. Richard Wojcik of The Boeing Corporation, Mr. Valery
Strekoz of BETA AIR / Beriev and Ms. Karen Toast Conger of
WatchGuard were kind enough to share their experiences. Both Boeing
and BETA AIR are major players in the aerospace industry, whereas
WatchGuard is active in the ICT business.
90
After the AECMA SE guideline had become mandatory in the late
1980’s, Boeing Customer Services needed to rewrite its maintenance
manuals for its 737, 747, 757, and 767 commercial aircraft in AECMA
Simplified English, now ASD Simplified Technical English.
We have learned quite a bit about writing Simplified Technical English
documents over the past decade. First of all it is very important to get
good training. It takes about a month for a competent technical writer
to write instructions as quickly as before he started writing in STE.
It can take even longer to master STE in descriptive text. A checker
can help by providing feedback on the mechanical aspects of the STE
standard, thus taking the burden of most routine work away from the
writer. The writer can thus focus on those aspects of technical writing
where his expertise is most needed: content-related knowledge and
creativity aimed at providing the audience with accurate information.
Richard Wojcik
91
Simplified Technical English in Russia
By Valery Strekoz
Head of Tech Pubs with BETA AIR
Head of the Maintenance Division of Beriev Aircraft Company
As head of the tech pubs department of BETA AIR, I realised that the
use of ASD Simplified Technical English could be a solution for the
above problems and in addition would prepare us for possible exports
to countries where ASD Simplified Technical English is a requirement.
In early 2002, it was decided to work together with Tedopres for the
implementation of Simplified Technical English within our company
and to write all technical documentation for our Be-200 amphibious
aircraft in Simplified Technical English. BETA AIR thus became the first
Russian company to produce its documentation in Simplified Technical
English.
92
We have now gained a lot of experience and have had very positive
feedback from suppliers, potential customers and certification
institutes regarding the quality and readability of our documentation.
93
Make it simple
By Karen Toast Conger
Director, Product Training & Publications
WatchGuard Technologies, Inc.
94
However, the widespread adoption of computer technology in every
profession requires that we develop a common, simple language
to describe our products. We must adapt to product globalisation,
recognizing that often the majority of our customers are non-native
speakers of English. In short, we need to create a Simplified Technical
English lexicon for the Information Technology industry.
Fortunately, we possess several advantages over other industries as
we grapple with our own palette of words. First, we are a community
of professionals accustomed to rules about syntax and language.
Programming is the exercise of using an extremely narrow range
of words to describe and control events. Perhaps Hypertext Markup
Language (HTML)5 provides the best example of this. HTML and its
successors use symbols and simple English words to create virtually
all of the variations in display and content you see on the World Wide
Web. Training our interface designers and technical writers to apply
the same degree of discipline and logic to customer-facing projects as
they do to the underlying code is merely a new application of a familiar
skill set.
95
To get there, however, we must first emerge from our self-imposed
mantle of socially inept “geekhood”. The cult of the computer
professional carries baggage in the form of words no one but us can
understand or appreciate. All we lose by discarding our acronyms and
jargon is our ignominious position as deceivers second only to lawyers.
Make it simple.
Karen Toast Conger
1
http://www.abbeynational.com//home/media_centre/media_centre-press_releases/
media_centre-press_releases-archive.htm?startpos=0&id=9555&start=1&end=2&page=1
2
For an excellent history of the early evolution of the computer technology field, see Hackers:
Heroes of the Computer Revolution, S Levy, Penguin Books, 1994: http://www.amazon.
com/exec/obidos/tg/detail/-/0141000511/qid=1080946479/sr=1-1/
ref=sr_1_1/102-0687009-0623340?v=glance&s=books
3
http://whatis.techtarget.com/definition/0,,sid9_gci212057,00.html
4
See http://www.webopedia.com/ for an example.
5
http://www.w3.org/MarkUp/
6
http://www.amazon.com/exec/obidos/tg/detail/-/0735617465/102-0687009-0623340?v=glance
96
The world a safer place …
Simplified Technical English is a long-term and comprehensive
initiative designed to standardise the way technical publications are
written. It facilitates document structuring by specifications like
DITA and S1000D in a reliable, cost-effective and efficient way, and
facilitates content management through optimum reusability.
97
98
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART V
Simplifying the entire information process
99
100
Even though the use of Simplified Technical English has many
advantages, it is only one part of a complete documentation solution.
This chapter discusses all aspects that are involved in the creation
of technical documentation and demonstrates the possibilities of
simplifying other aspects too.
- Structure
- Illustrations
- Text
- Content management
101
Structure as a basis
The creation of technical documentation begins with defining the
structure. This often requires a thorough analysis of a company’s
products, services and target groups.
102
Illustrations
Before starting to actually write a manual, the extent to which
illustrations can be used should be analysed. After all, a single picture
can sometimes tell more than a thousand words.
103
Simplified Technical Illustrations
The basic purpose of a Simplified Technical Illustration is to convey its
information as clearly and comprehensibly as possible to the user of a
manual. This makes not a phenomenon in itself, but rather a technique
for creating technical illustrations. Very much like the method for
writing Simplified Technical English, the technique also follows basic
guidelines, such as:
• Use a fixed point of view.
• Start with one or two basic illustrations.
• Use isometric representation.
• Limit the number of procedures associated with each illustration,
to preferably 3 to 5.
• Mark the objects.
Define the elements of focus in each illustration.
• Use a modular approach for assemblies.
A modular approach makes the illustration suitable for different
product configurations and it facilitates the reuse of certain modules.
• Minimise the level of details.
• Show only the relevant parts.
• Eliminate repeated information.
• Avoid the use of text in the illustrations.
• Use a standard format for all illustrations.
• Create a balance between text and illustrations.
Efficiency
Normally, a technical illustrator has to create many different
illustrations, based upon one single source illustration.
However, by using SVG (Scalable Vector Graphics), it is possible to use
a scripting language to switch layers on and off. This allows the use
of only one drawing, containing all variants to the original, without the
need to copy the rest of the illustration numerous times.
104
Illustrations can be changed and configured by a technical author to
show exactly what is needed in the current context. Provided that the
differences between versions are not too complex, it is even possible to
automate the creation of new versions partly or completely.
Text in SVG files is not embedded in the graphic itself, but is stored in
a separate XML file, which can be edited and translated separately.
Any changes to the (translated) text are automatically updated in the
graphic, which makes the process of authoring, editing and translating
easier, faster and cheaper.
105
The following example shows how various illustrations can be configured
in HyperSTI from one source by selecting the applicable layer.
106
The below example shows how the same technique can also be used to
display different languages in addition to different configurations of an
illustration.
107
Combining Simplified Technical Illustrations and Simplified Technical
English
Most benefits can be obtained when, in addition to a Simplified
Technical Illustration, Simplified Technical English is used to author
the content. In addition, the use of XML allows the content to become
interactive resulting in additional benefits.
Example:
3.2 Copying
3.2.1 Make a copy with the platen glass
1. Open the feeder.
2. Place the original on the
platen glass, vertically (A) or
horizontally (B).
The face must point down.
3. M ake sure that the original is
aligned to the top edge of the
platen glass.
4. Close the feeder.
5. C hange the copying settings if
required.
Refer to §3.2.3.
6. P ress [X]. Ready appears when the
original is copied.
Or: Press [Y] to cancel a job.
7. Open the feeder.
8. Remove the original and the copy.
9. Close the feeder.
108
Benefits Simplified Technical Illustrations
109
Content Management
To obtain maximum benefit from the investment of time and effort
that is put into documentation, a technical writer should be able to
reuse the information as much as possible. Information reuse not only
facilitates the creation of new manuals, it also allows information to be
provided in various forms and to various endusers.
110
This would allow for a scenario in which technical documentation can
be used for firmware that not only signals system errors, but also
instantaneously provides the technician with the necessary information
to correct the errors.
XML
XML (eXtensible Markup Language) technology makes it possible to
store information in such a way that it can easily be reused. In XML,
content is separated from layout. In this respect, content means
both text and illustrations. Separating content and layout offers the
advantage of creating the content while the actual output format is
determined at
a later stage. Whether the information will be published to paper or on
the Web, provides a solution.
111
The writer then can organise the information in a proper way and
adjust it to meet the specifications. At this point in time, both text and
graphics can be edited or deleted. Once the writers thinks the manual
is ready, it can be published. It is only at this stage that the writer
decides upon the output format. This can still vary from anything like
a paper manual to an electronic help file.
HyperDoc
HyperDoc is a standardized XML-based software application supporting
the creation, management, and publication of your multilingual
product information. HyperDoc’s editing and content management
solutions offer wide-ranging functionality and are used in many areas
and branches of industry, from the creation of marketing material,
product catalogues, technical documentation for engineering and
electronics to the creation of packaging and package inserts in the life
sciences industry and context-sensitive online help for software.
112
As shown in this chapter, the entire information process can be
simplified and optimised using Simplified Technical English, Content
Management Systems, and technologies. Doing so results in optimised
quality control, improved customer support and considerable cost
savings. This shows the true power of information.
113
114
Advanced Technology
for Clear Documentation
Simplified Technical English
3rd edition
PART VI
Acknowledgements and references
115
116
Tedopres International B.V. would like to express its gratitude to
everyone who supported the authors and producers of this book, with
advice, information, documentation, and illustrative and historical
material.
Register
AEA Association of European Airlines
- the operators of aircraft.
page 52, 53, 55
Checker tool Software that helps a technical writer to check his texts
for compliance with the rules of Simplified Technical
English.
page 68
117
Content A database system that centrally stores information
Management (e.g. text and graphics) modularly so that the modules
System (CMS) can be reused and kept up-to-date.
page 82, 85, 101, 111, 113
118
Papyrus A water plant of the Nile. From the kernel of the stems,
the Egyptians made a material on which you could
write.
page 21, 22
Text mining The process of finding and analysing all terms that are
used by a company in its technical documentation.
page 63, 64, 65, 67
119
Terminology The basis for the consistent use terminology within
management a company.
page 39, 63, 66, 67, 68, 69, 70, 71, 72, 82, 83, 84, 85, 86,
87, 88, 89, 94, 95, 113
120
A shorter introduction to English literature
17th edition, Wolters-Noordhoff N.V.
Groningen, the Netherlands
Allen, Jeffrey
Different Types of Controlled Languages, TC-Forum magazine, vol.1-99
Brockmann, Daniel
Controlled Language & Translation Memory Technology, a Perfect
match to Save Translation Cost, TC-Forum magazine, 2/97
Brusaw, C.T.
Dismantling the Tower of Babel, journal of Technical Writing &
Communication, Farmingdale N.Y.
Kirkman, J.
Controlled English avoids multi-translations, February 1978
Using ‘controlled’ language in technical communication, 1992
121
Kirkman, J., Snow, C. and Watson I.
Controlled English in International Technical Documentation,
39th congress of the International Federation for Documentation.
Edinburg, U.K., Sept. 1978
White, E. N.
‘ILSAM - International Language’,
The Communicator of Scientific and Technical Information,
No 23, April 1975
Verbeke, C.A.
Caterpillar Fundamental English, a basic approach for multinational
technical communication in an industry.
Training and Development Journal, February 1973
122
References
Karen Toast Conger
Director, Product Training & Publications WatchGuard Technologies, Inc.
Seattle, USA
Valery Strekoz
Head of Technical Publications with BETA AIR Head of the Maintenance
Division of Beriev Aircraft Company
Taganrog, Russia
Richard Wojcik
Associate Technical Fellow with Boeing Phantom Works US
Chairperson of the ATA/AIA SETG
Seattle, USA
123
Company profile
About Tedopres
Tedopres (short for Technical Documentation and Presentation) has
been offering professional technical documentation services since 1974.
www.tedopres.com
www.simplifiedenglish.net
www.technical-translations.net
www.technical-illustrations.net
www.patent-documentation.com
124
Mission Statement & Vision
Mission statement
Tedopres supports companies in managing all aspects of their
information processes.
We specialise in simplifying information and information processes.
Our professional integrity is based on creativity, efficiency and quality
in achieving customer-specific targets.
Vision
Tedopres’ method of working is based on a thorough vision. A vision
that has been strengthened by many findings and experiences over
the past three decades, a vision that applies to Tedopres’ entire field
of activities. We base our vision on the application of ‘hyperlinking’ in
technical documentation, and accordingly classified our products in
a range called Tedopres HyperVision.
125
Partners & Memberships
Partners
Tedopres is an active member of the Product Support Alliance (PSA),
an international partnership organization for companies that are active
in the field of technical documentation.
Technology partners
Tedopres’ HyperSTE software (Simplified Technical English) integrates
seamlessly into a number of authoring applications, including MS
Word, Adobe FrameMaker, Arbortext Epic and XMetal. HyperSTE is
also available as a stand-alone version (HyperSTE Generic) to check
PDF and text files. Consequently, Tedopres established technology
partnerships with the following organizations:
• Microsoft
• Adobe
• JustSystems
• PTC
126
Memberships
Tedopres is member of the following industry associations:
• AIA (Aerospace Industries Association of America),
www.aia-aerospace.org
• CIDM (Centre for Information-Development Management),
www.infomanagementcenter.com
• ISTC (Institute of Scientific & Technical Communicators),
www.istc.org.uk
• LISA (Localisation Industry Standards Association), www.lisa.org
• NIDV (Stichting Nederlandse Industrie voor Defensie en Veiligheid),
www.nidv.nl
• STC (Society for Technical Communication), www.stc.org
127
Offices:
Tedopres International B.V. (headquarters)
P.O. Box 336
5680 AH Best
The Netherlands
Tel.: +31 (0)40 84 84 050
Fax: +31 (0)40 84 84 059
128
For more information, please visit our websites:
www.tedopres.com
www.simplifiedenglish.net
www.technical-translations.net
www.technical-illustrations.net
www.patent-documentation.com
129
Since the origin of our civilisation, language has developed
itself into roughly 6,000 variants, not counting dialects.
Unfortunately, this wide variety has led to misunderstandings,
misinterpretations and calamities in today’s business
communication.
The Power of
Combination
www.tedopres.com
130 © Tedopres International B.V., The Netherlands