TRANSLATION MANAGEMENT SYSTEM (TMS)

User Guide

CONTENTS

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The Translation Management System (TMS Gateway) allows you to submit, track, and retrieve all of your translation and transcription files. TMS Gateway is an automated and comprehensive system which allows you to translate documents seamlessly. Features include:

• Secure portal

• Submit translation

• Submit transcription projects

• Receive quotes

• Track progress

• Manage invoices

• View reports

• Provide feedback

• Download projects

This guide features a range of resources to help you manage projects and understand how to interact with thebigword’s expert team. A full glossary of all the terminology you may come across when accessing language support is also covered.

INTRODUCTION

All the information you need for communicating in any language can be found in this guide. If further support is needed, please contact thebigword Helpdesk 0870 748 8000.

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Scanned Documents If you only have handwritten or printed copies of the documents you want translating, you will need to scan the document and save it as PDF for TMS Gateway portal submission.

Preparing to submit a document for translationPrior to submitting your projects for transcription or translation, there are some issues to consider:

Submitting files for translation by emailIf you are unable to access TMS Gateway, you can submit files for translation by contacting the Helpdesk using your secure email at info@thebigword.com

How to access the translation serviceYou should submit files for translation via TMS Gateway, as this ensures your documents are handled swiftly, securely, and efficiently. You can also track progress on all translation activity.

DOCUMENT TRANSLATION

Editable FormatBefore uploading files to TMS, you need to make sure all files for translation are saved in an editable format, such as Word, Excel, or PowerPoint.

TMS Gateway can handle a wide variety of files and editable files will be processed faster.

Submitting files for translation through TMS Gatewaythebigword Translation Management System (TMS Gateway) is your central platform for account access, submitting files for translation, managing invoices, viewing and downloading reports. It can be accessed via gms.thebigword.com/project

You should already have a unique username and password. If you are a new user, you will need to complete a new user registration form and return it to us for processing. Once received, your account will be activated within 24 hours, Monday-Friday.

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Preparing to submit a file for transcriptionBefore submitting a file for transcription, please make sure you have identified all audio files pending to be transcribed so you can upload them to thebigword’s translation management system (TMS Gateway). The system will recognise most audio file formats for processing.

Submitting files for transcription by emailIf you are unable to access TMS Gateway, you can submit files for transcription by contacting the Helpdesk using your secure email at info@thebigword.com

Submitting files for transcription via telephoneIf you are unable to submit electronic files and need to playback audio over the phone, please contact 0800 757 3050 and follow the instructions on the phone.

Submitting files for transcription via postIf needed, audio or video files can be sent to thebigword to be processed via post. This option should only be used as a last resort. To find out how to send CDs, DVDs, or hard drives to thebigword for transcription, please contact the Helpdesk on 0870 748 8000.

How to access the transcription serviceYou should submit files for transcription via TMS Gateway, as this ensures your documents are handled swiftly, securely, and efficiently. Additionally, you can monitor progress on all translation activity.

AUDIO TRANSLATION

Submitting files for transcription through TMS Gatewaythebigword Translation Management System (TMS Gateway) is your central platform for account access, submitting files for transcription, managing invoices, viewing and downloading reports. It can be accessed via gms.thebigword.com/project

You should have already been provided with a unique username and password, however if you are unable to access TMS Gateway our helpdesk on 0870 748 8000.

If you need any assistance sending your audio for transcription please contact the Help Desk 0870 748 8000.

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TMS Gateway is fast, simple, secure, and available 24/7/365 to submit files for translation or transcription. After accessing TMS Gateway directly through the url you will be asked to enter your credentials. Your user name is your e-mail address. You will receive your password via email. The system will ask you to update your password when you log in for the first time.

SUBMITTING PROJECTS USING TMS GATEWAY

You can access the portal via: gms.thebigword.com/project

1. Go to: gms.thebigword.com/project

2. To login enter your unique username and password.

You can reset your password from this screen at any time by clicking reset password link within the login box.

3. The GMS dashboard screen will provide links to the areas within your access.

4. From the dashboard screen click thebigword TMS Gateway icon to proceed.

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NAVIGATION MENU

Using Messages you will be able to

contact thebigword’s dedicated team.

Notifications are system emails that provide you

updates and actions required - such as quote for approval.

The bell icon contains a counter with unread messages.

Support is where you can access how to

articles, user guides and submit tickets for technical assistance.

Profile is where you can view and

amend your personal information to keep

your details accurate.

Using this feature you can submit your files for translation or transcription. It is a simple process that ensures all relevant information is available to the linguist to accurately complete your project.

Projects shows the status of each file submitted.

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Step 1

Step 2

CREATING A NEW PROJECT

Uploading FilesTo create a new translation or transcription project, select Create New Project from the dashboard. You can now upload the documents or audio files for translation or transcription.

Add LanguagesSelect the languages you require for translation or transcription from the drop down menus.

1. Select Create New Project.

2. Select Add files or drag the files that require translation or transcription into this box.

3. Or you can select Add Text to type or copy and paste text in.

4. You can upload multiple files which appear here. You can remove files by selecting the corresponding tick box and selecting the bin symbol.

5. Select Continue.

1. Choose the source language of your files from the Source Language drop down menu.

2. Select your target language(s) using the Target Language down menu. You can select more than one language for your project.

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Step 3Summary and SubmitYou can select which service you would like use to translate or transcribe your files. To help you choose the best service for your files, there is a brief description below each service.

4. Select Continue.

5. If you left an unticked box on the previous screen, you may get this warning message. If you purposely left that box unticked, you can select Continue anyway and ignore these files.

1. The star ratings represent the quality and speed of that service. Different services will be appropriate for different projects depending on project requirements.

2. Read each of the descriptions before choosing the most appropriate service for your project.

3. Select the arrow symbol next to the service you would like to use.

3. Use these tick boxes to define the documents you would like translated. For example, as the screenshot shows, both documents will be translated into French but only ‘TBW Test Project 2’ will be translated into Italian.

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Step 4Enterprise Translation optionIf you have selected the Enterprise Translation option, follow the process below.

1. Select this tick box to add proofreading to your project. This improves the accuracy and quality of your final file.

2. Click to download your quote.

3. Use this field to rename your project.

4. Enter your Purchase Order Reference here.

5. Select the calendar symbol to set the date your project is due.

6. If your project includes specialist or industry-specific terminology, select the appropriate specialism from this drop down menu. If your project does not include specialised terminology, select ‘Generic / Universal.

7. To pass project details to a Project Manager and receive a more detailed quote before submitting the project, select Continue To Quote.

9. Alternatively, you can start your project straight away by selecting Accept Instant Quote.

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Step 5Crowd Sourced TranslationIf using the Crowed Sourced Translation option, follow the process below.

1. Enter Purchase Order Number here. Select Ok.

2. The project is now submitted.

Step 6Machine TranslationIf using the Machine Translation option, follow the process below.

1. Enter Purchase Order Number here. Select Ok.

2. The project is now submitted.

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NotificationsOnce a project is submitted, you will receive a notification to confirm your project has been received. You can track the progress of your project throughout the process.

TRACK AND COLLECT

1. You will receive a notification to confirm the project has been received.

2. You will be notified when the project is ready for collection.

3. Click on the notifications to view progress or collect the project.

4. Use the Projects tab to view all projects.

5. View details of each project such as Name, Date Created, Required By Date, and Status.

6. Use these buttons to view or edit projects.

7. You can select the Messages button to contact a Project Manager about your project.

Step 1

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Additional ServicesOnce the project is completed, open it from the projects dashboard. To ensure maximum accuracy and quality, we may recommend an additional Proofread, Review, or Post Edit. To add on this service, follow the process below.

1. To track the progress of a project, open the project from the Notification or Projects tabs.

Tracking Your Project

Step 2

Step 3

2. This progress bar will show what stage your project is currently at. The green bar indicates that stage has been completed. The grey bar indicates that stage has not been completed.

1. To add on an additional service for the on screen cost, select this tick box.

2. Select Post Edit Selected File(s).

3. Your project will go back into progress and you will receive a notification once completed.

If you do not wish to add on any additional services, you can collect your project on page 14.

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Collecting Your ProjectOnce your project is completed you will receive a notification. Open the project from the Projects tab.

After the translation and transcription have been completed, you will find an updated quote with the final word count ready to be downloaded. This will then be processed and an invoice will be raised for your organisation.

Step 4

1. To download your project select this icon next to each file. The file download link will be sent to your email promptly. Upon clicking this email link, your documents will download in a .zip file.

2. Once downloaded, your project will appear here. Select the file to open.

Once you have opened your file and reviewed it, you can still add on the additional services as per page 13.

INVOICING

If you have any issues with the invoices, please contact the Helpdesk on 0870 748 8000 or email info@thebigword.com

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We welcome all feedback to improve the service to better fit our clients’ needs. Similarly, please notify us of any complaints so we can find a resolution and prevent similar issues from arising in the future. Follow the steps below to log your feedback using TMS Gateway.

FEEDBACK AND COMPLAINTS

1. Go to the Projects tab and open the project you wish to raise feedback for.

2. Select your desired project from the Overview page.

5. Complete the feedback form. Be sure to provide all relevant information about the project or service issue.

3. Click the Create Feedback button under the Track & Collect.

4. Then select either Create General Feedback or Create Project Feedback, as needed.

6. Select Save.

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If you’re having any technical difficulties accessing or working in TMS Gateway please raise a ticket with the Product Support team for assistance. You can access this support page by logging into your TMS Gateway account or via: support.thebigword.com

TECHNICAL SUPPORT

1. Log your TMS portal and select the Support tab or go to Product Support website on: support.thebigword.com

2. Use this search bar to find useful articles.

3. To submit a technical request, select Submit a Request.

4. Complete your support request providing as much information as possible about the technical difficulties experience

5. The product support team will be in contact with you within 1hr of your request.

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FREQUENTLY ASKED QUESTIONS

Your username is your e-mail address. You can reset your password at any time from the login screen. Simply click Reset My Password and enter you email address. You will receive an e-mail with a new password.

We will always endeavour to meet your deadlines. When submitting your documents through TMS Gateway, include the due date and time for the project.

We usually send the document back in the same format received, unless it unless the font is not supported by Microsoft Office. In this instance, thebigword will supply a PDF so to view the text.

TMS Gateway can accept many different files, from a simple word document, to HTML and XML, to audio files (such as MP3).

Files are sent back to you via TMS Gateway and available through the View Projects button within the Projects section. An automatic email alert will be sent to the individual who requested the translation to that the document is available for download.

This tab allows you to view all projects for both yourself and, depending on their access individuals, within your organisation. All projects from the quote stage through to delivered jobs are available for viewing.

What if I forget my log in details?

Can you meet my translation turnaround time?

What format will I receive my translated document?

What files do you accept?

How will I receive the files?

What can I use the View Project button on TMS Gateway for?

General Questions

Translation - FAQ’s

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If you wish to make amendments to a project, please contact your project manager by using the messenger service in TMS Gateway. Please detail the nature of the amendments required (e.g. addition of language, change to deadline, change to source file) and ensure that any additional or edited files are uploaded with the message by clicking on the attachment symbol.

Users can access projects depending on the role they are assigned in the TMS portal. These roles have been assigned based on information provided to thebigword during the implementation phase. As standard a user will only be given access to submit, view, and collect their own projects but can be given additional access to view other internal projects, depending on the permission levels requested during set up for both user and account.

How can I change or cancel a project?

Can anyone else access my projects?

We will always endeavour to meet your deadlines. When submitting your documents through TMS Gateway, include the due date and time for the project.

Transcribed documents will be delivered in Microsoft Word format (DOC). If translation is also required, these documents will also be returned as a Microsoft Word format.

TMS Gateway can accept many different files, from a simple word document, to HTML and XML, to audio files (such as MP3).

Files are sent back to you via TMS Gateway and available through the View Projects button within the Projects section. An automatic email alert will be sent to the individual who requested the translation to that the document is available for download.

Can you meet my transcription turnaround time?

In what format will I receive my transcribed and translated document?

What files do you accept?

How will I receive the files?

Transcription - FAQ’s

This tab allows you to view all projects for both yourself and, depending on their access individuals, within your organisation. All projects from the quote stage through to delivered jobs are available for viewing.

What can I use the View Project button on TMS Gateway for?

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Languages Languages for Translation (TMS Gateway) Languages Languages for Translation (TMS

Gateway) Languages Languages for Translation (TMS Gateway)

Acholi Acholi Fukienese Request Manually Oromo Oromo (Ethiopia)Afar Afar (Ethiopia) Fula Fula (Niger) Oromo (Central) Oromo (Ethiopia)Afghani (Dari) Dari (Afghanistan) Fulah Fula (Niger) Pahari Request ManuallyAfrikaans Afrikaans (South Africa) Fuzhou Request Manually Pahari - Kullu Request ManuallyAkan Akan (Ghana) Ga Request Manually Pahari - Mashu Request ManuallyAlbanian Albanian (Albania) Galician Galician (Galician) Pahari-potwari Request ManuallyAlbanian (Kosovo) Request Manually Georgian Georgian (Georgia) Pangasinan Request ManuallyAlcholi Acholi German German (Germany) Pashto Pashto (Afghanistan)Algerian Arabic (Algeria) German (Austrian) German (Austria) Pashto (Afganistan) Pashto (Afghanistan)Amharic Amharic (Ethiopia) German (Swiss) German (Switzerland) Pashto (Afghan) Pashto (Afghanistan)Arabic Arabic (Modern Standard - Middle East) Gikuyu Kikuyu (Kenya) Pashto (Afghanistan) Pashto (Afghanistan)Arabic (Classical) Arabic (Classical) Gorani Request Manually Pashto (Pakistan) Request ManuallyArabic (Classical/North African) Not Available - Consolidation of Arabic Greek Greek (Greece) Pashto, (Afganistan) Pashto (Afghanistan)Arabic (Egypt) Arabic (Modern Standard - Middle East) Gujarati Gujarati (India) Pashto, (Pakistan) Request ManuallyArabic (Libanese) Arabic (Modern Standard - Middle East) Gujerati Gujarati (India) Persian Persian (Iran)Arabic (Modern Standard) Arabic (Modern Standard - Middle East) Gusii Gusii (Kenya) Pidgin English (Pidgin)Arabic (Morocco) Arabic (Morocco) Haitian Creole Request Manually Polish Polish (Poland)Arabic (North African) Arabic (Modern Standard - North Africa) Hakka Request Manually Portuguese Portuguese (Portugal)Arabic (Saudi Arabia) Arabic (Modern Standard - Middle East) Hausa Hausa (Latin, Nigeria) Portuguese (Brazil) Portuguese (Brazil)Arabic (Syrian) Arabic (Modern Standard - Middle East) Hebrew Hebrew (Israel) Portuguese (Creole) Request ManuallyArabic (Yemen) Arabic (Modern Standard - Middle East) Hindi Hindi (India) Potwari Request Manually

Armenian Armenian (Armenia) Hindko Request ManuallyPunjabi Punjabi, Western (Pakinstan)

Punjabi (India)

Azerbaijani (North) Azerbaijani (Latin, Azerbaijan) Hindustani Request Manually Punjabi, Eastern (India) Punjabi (India)Azerbaijani (Southern) Azerbaijani (Latin, Azerbaijan) Hungarian Hungarian (Hungary) Punjabi, Western (Pakinstan) Punjabi, Western (Pakinstan)Azeri Azerbaijani (Latin, Azerbaijan) Ibo Igbo (Nigeria) Roma Request ManuallyBahasa Indonesia Indonesian (Indonesia) Igbo Igbo (Nigeria) Romanian Romanian (Romania)Bahasa Indonesian Indonesian (Indonesia) Ilocano Ilokano (Philippines) Romany RomanyBahasa Malaysian Malay (Malaysia) Indonesian Indonesian (Indonesia) Runyankole Request ManuallyBalochi - Southern Request Manually Italian Italian (Italy) Russian Russian (Russia)Balochi - Western Request Manually Japanese Japanese (Japan) Rwandan Kinyarwanda (Rwanda)Bamanankan Request Manually Javanese Javanese (Indonesia) Sanskrit Sanskrit (India)Bangla Bangla (Bangladesh) Jula Request Manually SaraikiBelarusian Belarusian (Belarus) Kashmiri Request Manually Sardinian (Campidanese) Request Manually

Belarussian Belarusian (Belarus) Kazak Kazakh (Kazakhstan) Serbian Serbian (Cyrillic, Serbia)Serbian (Latin Serbia)

Bengali Bangla (Bangladesh) Kazakh Kazakh (Kazakhstan) Shona Shona (Zimbabwe)Bilen Request Manually Kibajuni Request Manually Sindhi Sindhi (Pakistan)Bosnian Bosnian (Latin, Bosnia and Herzegovina) Kikongo Kikongo (Angola) Sinhala Sinhala (Sri Lanka)Bravanese Request Manually Kikuyu Kikuyu (Kenya) Sinhalese Sinhala (Sri Lanka)Bulgarian Bulgarian (Bulgaria) Kinyamulenge Request Manually Slovak Slovak (Slovakia)Burmese Burmese (Myanmar) Kinyarwanda Kinyarwanda (Rwanda) Slovene Slovenian (Slovenia)Cantonese Not Available - Written variants of chinese available. Kirundi Rundi (Burundi) Slovenian Slovenian (Slovenia)Catalan Catalan (Catalan) Kiswahili Kiswahili (Kenya) Somali Somali (Somalia)Cebuano Cebuano (Philippines) Korean Korean (Korea) Soso Request ManuallyChaldean - Neo Aramaic Request Manually Krio Request Manually Spanish Spanish (Spain)Chinese Not Available - Written variants of chinese available. Kurdish Kurdish (Sorani) Spanish (Chile) Spanish (Chile)Creole - Portuguese Request Manually Kurdish (Bahdini) Kurdish (Kurmanji/Bahdini) Spanish (Colombia) Spanish (Colombia)

Creole (Haitian) Request Manually Kurdish (Kurmanji) Kurdish (Kurmanji/Bahdini) Spanish (Latin American)

Spanish (Argentina)Spanish (Bolivarian Republic of Venezuela)Spanish (Chile)Spanish (Colombia)Spanish (Mexico)Spanish (Panama)Spanish (Peru)Spanish (Puerto Rico)

Creole (Mauritian) Request Manually Kurdish (Kurmanji/Bahdini) Kurdish (Kurmanji/Bahdini) Spanish (Peru) Spanish (Peru)

Croatian Croatian (Croatia) Kurdish (Sorani) Kurdish (Sorani) Spanish (South America)

Spanish (Argentina)Spanish (Bolivarian Republic of Venezuela)Spanish (Chile)Spanish (Colombia)Spanish (Mexico)Spanish (Panama)Spanish (Peru)Spanish (Puerto Rico)

Czech Czech (Czech Republic) Kurdish(Bahdini) Kurdish (Kurmanji/Bahdini) Spanish LatinAmerica

Spanish (Argentina)Spanish (Bolivarian Republic of Venezuela)Spanish (Chile)Spanish (Colombia)Spanish (Mexico)Spanish (Panama)Spanish (Peru)Spanish (Puerto Rico)

Daju Request Manually Kyrghiz Kyrgyz (Kyrgyzstan) Susu Request ManuallyDanish Danish (Denmark) Lak Request Manually Swahili Kiswahili (Kenya)Dari Dari (Afghanistan) Lao Lao (Lao P.D.R.) Swahili (Coastal) Request ManuallyDari (Afghan) Dari (Afghanistan) Latvian Latvian (Latvia) Swahili (Congo) Request ManuallyDari (Iranian) Request Manually Lingala Lingala (Congo) Swedish Swedish (Sweden)Dholuo Request Manually Lithuanian Lithuanian (Lithuania) Sylheti Request ManuallyDutch Dutch (Netherlands) Luganda Request Manually Tagalog Filipino (Philippines)Dutch (Belgium) Dutch (Belgium) Lugandan Request Manually Taiwanese Request ManuallyDzongkha Request Manually Macedonian Macedonian (Former Yugoslav Republic of Macedonia) Tajik Tajik (Cyrillic, Tajikistan)English English (United Kingdom) Macedonian Gorani Request Manually Tajiki Tajik (Cyrillic, Tajikistan)English - AUS English (Australia) Malay Malay (Malaysia) Tamil Tamil (India)English (Pidgin) Request Manually Malayalam Malayalam (India) Telugu Telugu (India)English (US) English (United States) Malinke Request Manually Thai Thai (Thailand)Estonian Estonian (Estonia) Mandarin Not Available - Written variants of chinese available. Tigre Request ManuallyEwe Ewe (Nigeria) Mandinka Mandinka (Mali) Tigrinya Tigrinya (Eritrea)Éwé Ewe (Nigeria) Maninka Request Manually Tswana Setswana (South Africa)Farsi Persian (Iran) Marathi Marathi (India) Turkish Turkish (Turkey)Farsi (Persian) Persian (Iran) Mirpuri Mirpuri Turkmen Turkmen (Turkmenistan)Filipino Filipino (Philippines) Moldovan Request Manually Twi Twi (Ghana)Finnish Finnish (Finland) Mongolian Mongolian (Cyrillic, Mongolia) Ukrainian Ukrainian (Ukraine)Flemish Dutch (Belgium) morocan Arabic (Morocco) Urdu Urdu (India)French French (France) Moroccan Arabic (Morocco) Uzbek Uzbek (Latin, Uzbekistan)French (Algeria) Request Manually Ndebele - Northern North Ndebele (Zimbabwe) Uzbek (Northern) Uzbek (Latin, Uzbekistan)French (Algerian) Request Manually Ndebele - Southern South Ndebele (South Africa) Vietnamese Vietnamese (Vietnam)French (Belgium) French (Belgium) Ndebele (South Africa) South Ndebele (South Africa) Welsh Welsh (United Kingdom)French (Canada) French (Canada) Nepalese Nepali (Nepal) Welsh (to be provided outside of Wales) Welsh (United Kingdom)French (Congelese) Request Manually Nepali Nepali (Nepal) Wolof Wolof (Senegal)French (Congolese) Request Manually Norwegian Norwegian (Bokmål)Norwegian (Nynorsk) Xhosa isiXhosa (South Africa)French (Swiss) French (Switzerland) Nzima Yoruba Yoruba (Nigeria)

Zulu isiZulu (South Africa)

Below is the full list of languages available for translation and transcription and how these languages are displayed in TMS Gateway.

LANGUAGE LIST

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DashboardA menu button on the TMS Gateway portal that provides information about all active bookings.

Helpdeskthebigword has a dedicated team of experts on a Helpdesk to help you overcome any issues and answer any questions. The Helpdesk can be contacted on 0870 748 8000 or via email at info@thebigword.com

Source LanguageThe original language of the document requiring translation or transcription.

Target LanguageThe language you would like your document to be translated into.

TMS GatewayTMS Gateway is fast, simple, secure, and available 24/7/365 to submit files for translation or transcription or access reports on trends and spends. It is a while providing complete visibility and control over your transcription and translation requests.

Notifications A menu button on TMS Gateway that will provide key updates to each user.

Translation MemoryThe valuable database for your frequently used terms, sentences, and words. As translation projects are submitted, eligible files will be checked against the Translation Memory to see if any of the existing content can be reused.

Estimate This is the exact scope for translation or transcription is unknown. For example, in the case of scanned documents where automated wordcount analysis cannot be completed. You may be provided with an estimated quotation which will be updated once the project has been completed or additional information has been provided.

LinguistA language professional undertaking the translation/transcription work.

GLOSSARY

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