Document Translate

This information was sourced from "Document Translate" by AI.GOV.UK, https://ai.gov.uk/knowledge-hub/tools/document-translate/?directTo=library. Licensed under Open Government Licence v3.0.

The challenge

Traditional translation services are expensive and slow, often taking 1-2 weeks per translation. Furthermore, using these services involves additional internal processes, such as arranging for quotes and obtaining authorisation to spend.

The solution

Developed using Amazon Translate as an open-source tool, it allows users to translate full documents in under 15 minutes. The tool includes features such as Personally Identifiable Information (PII) detection, configurable retention periods for PII and non-PII data, and Single Sign-On (SSO) support via Entra ID. The solution was designed to deliver good-quality, readable translations rather than perfect accuracy. User training materials include guidance on how to obtain the best translation results. Additionally, each translation is accompanied by a legal disclaimer explaining the translation process for transparency, along with contact details for further clarification. The solution was created by Swindon Borough Council; however, ongoing maintenance has transitioned to CityTrax, a delivery partner.

The results

Used in multiple authorities and outside of the UK. Swindon Borough Council

• Cut average translation cost per document by 99.96 percent, from £159.81 to £0.07
• Reduced translation time from 16 days to 14 minutes. Wokingham Borough Council
• Cut translation cost by 99.69 percent.
• Reduced translation time from 5 days to 15 mins.
• Decreased internal management steps from 2 to 0.

Learnings / insights

• Preparing documents with translation in mind, and following general good writing practices, is important for achieving high-quality translations.
• Including a disclaimer is important for ensuring transparency, providing a point of contact for clarification and liability management.