Cloud-based translation management systems (TMSs) have many of the same advantages and disadvantages as other cloud-based services, with industry-specific additions. Cloud-based TMSs require far less storage space on individual machines, outsourcing the storage capacity to the cloud. They are accessible from any computer anywhere in the world, and translators and editors can be sure that they are accessing the most up-to-date version of the document and other resources, like databases and translation memory (TM).
So, should your business use a cloud-based TMS?
If you’re looking for a flexible, scalable system where you only pay for what you use, AND your translators and editors have strong, reliable internet connections, the answer is yes.
However, if your translators are accustomed to traditional, high-powered centralized TMSs like SDL Trados and your company works with highly sensitive data, switching to a cloud-based system can actually reduce productivity, as well as putting your and your clients’ data at risk.
That’s the short answer. Let’s dig deeper.
+-One of the biggest advantages of using a cloud based system is version control: you can be sure you’re looking at the most up-to-date version of a document or resource, and you don’t have to worry about large file transfer. However, if your company works with translators in areas with slow internet speeds or low reliability, they may have to download the document anyway, branching off from the main document and creating splinter versions that are a headache to merge back into the cloud, especially if other changes have been added to the main document in the meantime. The cloud only works for you if you’re connected to it.
–The two big downsides to cloud-based TMSs are security and reliability. When you have a centralized TMS downloaded on your employees’ computers, you can access those tools and resources at any time. With a cloud-based system, if your internet connection is interrupted, not only do you lose access to resources, but you can’t use the tool at all. A cloud-based system could potentially be hacked, whereas if all of your information is stored on your own servers, you have more control over security. Reading the fine print is essential, because some (not all!) cloud-based TMSs reserve the right to access and transfer your data, which may even void copyright on your proprietary database and TM resources. Switching systems is a headache for everyone involved, and who’s to say the cloud-based TMS everyone’s using today will still be around in 5 years? At least a system you have downloaded on your company’s computers can’t suddenly disappear. Lastly, paying for a cloud-based system is an ongoing cost rather than an upfront one, so it may cost you more in the long run.
++A hallmark of cloud services is convenience. A cloud-based TMS gives customers the option to buy translations via an online form, without requiring communication with a project manager beyond approving the request. This on-demand approach is client-friendly and lines up with how customers prefer to buy services. If the volume of work a company receives grows suddenly, it’s much simpler to buy more capacity from your cloud service than it would be to install and maintain more servers. The up-front costs are also lower, only requiring you to pay for what you use. Another plus? No updates to install. Following the principle of software as a service (SaaS), there’s simply less to think about. You pay your bill every month and the service provider takes care of the rest.
Overall, cloud-based TMS’s are a good solution for companies that don’t process highly sensitive information and are looking for a tool that adapts to their particular needs without requiring too much human intervention. Companies that need the full range of functionality offered by centralized TMSs and require the highest level of data security should stick with traditional systems.
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