There are a number of methods of producing a text in both official languages. Federal institutions should choose the most efficient and effective means and ensure that the English and French versions of texts are of equal quality. They are responsible for the linguistic quality of all their texts.
Federal institutions should have in place a quality control mechanism by which texts, such as those destined for the public, are subject to careful review. Institutions with editing services can use those services to ensure that the English and French versions are of equal quality.
Different Methods of Producing Texts in Both Official Languages
Translation
This is often the most efficient and effective method for producing a document in both official languages, for example, in the case of a long or specialized text.
It is important to manage translation requests efficiently:
- Avoid requesting unnecessary translations, such as: multiple translations of the same text (texts that others have already sent in for translation); translations that already exist (texts originating from central agencies, commercial equipment catalogues); translations requested too soon (translated texts that are changed completely or ultimately not used in both versions).
- Establish translation priorities and appropriate levels of authorization to control expenses.
- Include time for translation in work schedules.
If automatic translation software is used, a translation professional should edit the translation to ensure rigorous quality control.
Ultimately, the institutions must answer for its own final texts.
Parallel drafting
Two writers are assigned the task of writing the text, one in English and one in French. Each one is responsible for one version and compares notes to ensure that the message is the same in both languages. The give-and-take between one language and the other can result in better quality. Parallel drafting is appropriate for texts in which great accuracy in each language is required, for example,
legal documents, policy papers and information documents for the general public.
Drafting of short texts within the work unit
Drafting the text in both official languages is assigned to a person who works in the two languages and has been shown to possess the required language skills. A colleague or the editing services of the institution may revise it. This method is effective and appropriate for general administrative texts that are relatively short, and when it is important that the message be conveyed in a style or a terminology specific to a particular field. This may not be an option in unilingual regions.
Purchase of communications products
Operational manuals required when purchasing material or equipment: it may be appropriate to buy the manuals in both languages when issues of copyright, warranty or liability related to the use of the material or equipment are involved, since the manufacturer can then certify both versions at the same time. Another advantage is that this type of document often requires updates, which can be frequent and extensive. This method ensures that both versions are always fully up to date. This method may also make it possible to negotiate the best contractual terms, including the best price, for the bilingual manuals and material or equipment purchased.
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