What should I ask about a translation agency’s translation memory files and glossaries?

Start with where things are. Ask which tools produce the memory files, where they are saved and who has access. Ask whether freelancers keep their own copies, since translators often work in their own software. A memory file that sits only on someone’s laptop is not really under the agency’s control.

Then ask how it is organized. Are files separated by client, subject and language, or merged into one large pool? Mixed pools can create trouble if one client’s material appears in another’s work. Ask how the agency cleans out errors, and how old the glossaries are. A well-kept glossary is evidence of care.

Finally, read the client agreements. Ask whether any client has asked for its files, or demanded they be kept separate or deleted at the end of a job. Some clients regard these assets as theirs. Your lawyer can review the wording, and you should ask what happens to the files if a major client leaves. Ask for a short demonstration of how a translator uses the files on a live job, so you see whether they are used or merely kept.

Key takeaways

• Find out where memory files and glossaries live and who holds copies.
• Check whether clients’ material is kept apart or mixed in one pool.
• Read client agreements for any claim on the files before assuming they transfer.
• Ask for a live demonstration of how translators actually use the files.