Languages and Publications
Languages and Publications handled 10.84 million words, compared to 13.5 million words in 2013, using 44 per cent outsourcing and 56 per cent internal resources. Interpretation was provided for 1 220 sittings, compared to 1 508 the previous year. The change from 2013 can be attributed to the decrease in demand following an Assembly year. The expansion of web publishing continues and the ICAO Publications Regulations (Doc 7231) were amended as a consequence of the availability of electronic saleable documents and to protect against copyright infringement. Production of saleable publications increased by 10 per cent.
The 2014-2016 budgetary constraints resulted in a reduced in-house interpretation team (14 interpreters, down from 20) and reduced translation capacity. Updated Administrative Instructions were issued in order to establish new modalities for the provision of language services, with a focus on optimizing available resources through enhanced planning procedures for both translation and interpretation.
Efforts continue to increase efficiency in translation and interpretation through the introduction of improved managerial tools, the upgrading of software for translation and the introduction of new software in editorial services. Accomplishments include:
- Outreach – As part of succession planning for both regular and freelance staff, Memoranda of Understanding have recently been concluded with two universities offering specialized programmes in interpretation and translation. Additional agreements are also being considered.
- Training of junior translators – Memoranda of Understanding have also been concluded with specialized organizations which enable junior translators to be recruited as consultants on short-term contracts, in order to receive training on-site.
- Electronic tools – Three different dashboards for Translation Sections were implemented to view assignments, workload and documents for better planning and distribution of work.
- Training of internal staff to enhance skills was provided in order to promote staff development and to establish new functions aimed at quality enhancement. Text Processing Operators were given intensive training in proofreading, followed by examinations. The successful candidates are now responsible for proofreading documents prior to publishing which enhances the quality of documents.
- In addition to the regular meetings now being held with Council Members in order to discuss language-specific issues for enhancing language quality, ad hoc technical meetings are scheduled with individual language sections to discuss specific terminology and other concerns. These open discussions provide a forum for valuable exchanges to enhance the quality of language services.
In 2014, a new section was added to the Languages and Publications area to recognize the synergy that exists by integrating records and documents in the Electronic Document and Records Management System (EDRMS), which supports the Organization by efficiently processing all official correspondence and managing all phases of the documentation life-cycle. Major accomplishments in this area enhancing the efficiency of the Organization include:
- Implementation of a paperless State letter system (SLS) in response to the discontinuation of the distribution of State letters in paper copy. As a result, State letters are now being transmitted by email. The system also enables tracking and reporting of official replies and improving communications with States and International Organizations.
- Implementation of the new Document Management System (DMS) is under way and a meetings documentation repository has been deployed. This new repository will set the groundwork for automatic publishing of documentation to the public, ICAO-NET and Council websites.
