Controlled Language for Technical Content
In a world in which products are becoming more complex and are increasingly used around the globe, it is no surprise that the accompanying technical information, such as maintenance manuals, service manuals and online help are also becoming more complex. This has potentially dangerous and costly consequences.
In order to avoid confused and frustrated consumers, but more importantly to avoid the risk of dangerous situations, damage and sometimes even product liability claims, we need to provide our audiences with inofrmation in their language at their education level, using unambiguous terminology and style that they will understand.
To do so, a company needs to standardize its general vocabulary as well as its terminology. Words that are regarded as too complex by your audience should be avoided and consensus needs to be established on an approved set of words and rules: writers must follow rules for good writing, including the use of short, simple sentences and the inclusion of precise information. Imposing such 'restrictions' creates a controlled language, which main purpose is to make technical content easy to understand.
Controlled language offers many benefits, and is a long-term and comprehensive initiative designed to standardize the way in which technical information is written. Controlled language makes information clear, concise and consistent and enhances the benefits achieved through structured authoring (like DITA), XML and content management.
Using a controlled language can reduce translation cost by up to 30% for each language. It can also avoid the hidden cost of unclear or ambiguous communicating with users. However, it is the overall result that convinces companies to switch to controlled language: readers understand what they are reading.
HyperSTE for all industries
Tedopres builds on 35 years of experience in the field of technical information and has helped many companies save cost and communicate more effectively with their audience. In addition to offering content management and translation services, Tedopres developed HyperSTE, the industry's leading solution for controlled language authoring thanks to its flexibility, ease of use, and cost saving benefits.
HyperSTE controlled language software helps you deliver complex information in the simplest and most effective way. By giving you tools for quality assurance and quality measurement, HyperSTE results in many benefits, including:
- Improved readability, quality and consistency
- Improvement in efficient and cost-effective writing
- Reduced time to market
- Translation cost savings, up to 30% per language
- Terminology Management, in multiple languages
- Maximizing benefits from structured authoring (DITA), XML and Content Management
HyperSTE is currently being used by a large variety of industries, including software, medical, pharmaceutical, semiconductor, automotive, banking, financing, insurance, machinery and electrical. We have outlined some industry examples below, which shows how technical content can be communicated more effectively.
For more information on how HyperSTE can help you save cost and communicate more effective, please visit any of our pages on HyperSTE, Benefits, ROI, or simply request a demonstration by contacting us.
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Industry Examples
BEFORE
The firewall is the world’s first key-upgradeable integrated security appliance. Its Intelligent Layered Security architecture delivers multiple layers of protection that work together to detect and block threats from attacking your network. Stateful firewall, VPN, intrusion prevention, application filtering, spam blocking, and content filtering are all integrated into a single appliance and managed through a common interface. The firewall X is a superior security device designed with the future in mind. This platform has a streamlined 1 U form factor, increased processing power, higher memory and port count compared to existing firewall devices. There is an LCD display and front panel controls that allow access to status information without going to the management station. The firewall X even has an external hard drive bay for storage expandability in future applications. As your security requirements grow, the firewall X platform is fully upgradeable to a higher performing model by simply entering a license key. Additionally, you can purchase a license key to activate additional network ports and high availability functionality to support your network and reliability requirements. As new security services become available for the firewall X to combat against future threats, a simple download and license key is all that is needed to enable your firewall X to provide added layers of defense. 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.
BEFORE
Complete tasks below before each startup. Press the Power On/Off button on the Input/Output module to turn on the power to the hardware. Select from the computer screen to start. 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. Select at the dialog box to confirm all drawers are empty. Ensure the system is in Ready mode to process samples. Open and close all drawers until the lights do not flash presentative.
AFTER
Complete these tasks before each startup. Push the Power ON button on the Input/Output module to start the hardware. Select X to start the device. 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. Make sure that the system is ready to process the samples. 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.
BEFORE
Managing the System Remotely
You can configure, manage, and monitor the system from a computer using the system’s web interface, VXX Web. You can also use the XYZ Global Management System, SNMP, or the API commands.
Your choice of management tool depends on your network environment:
- VXX Web requires only a web browser.
- XYZ Global Management System requires the Global Management System application to be installed on your network.
- SNMP requires network management software on your network management station.
- For more information about the API commands, refer to the Integrator’s Reference Manual for the VXX Series.
Using VXX Web
You can use VXX Web to perform most of the calling and configuration tasks you can perform on the local system.
Accessing VXX Web
To configure your browser to use VXX Web:
- Be sure that you use Microsoft Internet Explorer 6.0 or later as your web browser and that you have Java 1.2 or later installed.
- Configure these settings:
- Allow cookies: Enabled
- Force pages to reload on every visit to a page: Enabled
To access the system using VXX Web:
- On a computer, open a web browser.
- In the browser address line, enter the system’s IP address, for example, http://10.11.12.13, to go to VXX Web. If Security Mode is enabled on the system, you must use secure HTTPS access, for example, https://10.11.12.13. Click Yes in the security dialog boxes that appear.
- Enter admin as the user name, and enter the remote access password, if one is set.
AFTER
How to Manage the System remotely
You can use the web interface, VXX Web, to configure, manage, and monitor the system from a computer. You can also use the XYZ Global Management System, SNMP, or the API commands.
Use the correct management tool for your network:
- For VXX Web, only a web browser is necessary.
- For the XYZ Global Management System, the Global Management System application must be on your network.
- For SNMP, network management software must be on your network management station.
- For more information about the API commands, refer to the “Integrator’s Reference Manual for the VXX Series”.
Use VXX Web
You can use VXX Web to do most calling tasks and configuration tasks that are available on the local system.
Get access to VXX Web
To configure your web browser to use VXX Web:
- Make sure that you use Microsoft Internet Explorer 6.0 or higher as your web browser. Make sure that you have Java 1.2 or higher.
- Configure these settings:
- “Allow cookies”: Enabled
- “Force pages to reload on every visit to a page”: Enabled
Use VXX Web to get access to the system:
- On a computer, open a web browser.
- In the address bar of the web browser, enter the IP address of the system, for example, http://10.11.12.13, to go to VXX Web. If Security Mode is enabled on the system, you must use “secure HTTPS access”, for example, https://10.11.12.13. Click Yes in the security dialog boxes that show.
- Enter admin as the user name, and enter the remote access password, if one is set.
Plain Language (also known as Plain English) is an initiative by the US Federal Government to improve its communications to the American public. Applicable types of documentation include tax forms (IRS), legislative writing, FDA (Food & Drug Administration) documents, and any other types of information the US Government uses to inform its civilians.
BEFORE
When the FTF penalty and the FTP penalty under IRC section 6651(a)(2) apply at the same time, the FTF penalty is reduced by the amount of the FTP penalty under IRC section 6651(a)(2). In other words, FTF is then assessed at a rate of 4.5% a month and FTP at .5% a month. When both FTF and FTP apply for 5 months, the maximum FTF penalty rate is 22.5%.
AFTER
When the FTF and the FTP penalties under IRC section 6651(a)(2) apply at the same time, the FTF penalty is decreased by the amount of the FTP penalty under IRC section 6651(a)(2).
The FTF penalty is then assessed at a rate of 4.5% per month and the FTP penalty is then assessed at a rate of 0.5% a month. When the FTF and FTP penalties apply for 5 months, the maximum FTF penalty rate is 22.5%.