AI and translation

AI translation tools are constantly improving and are widely used by businesses, authorities and the general public. In many cases, these tools can offer an efficient, fast and low-cost solution.

Despite this, AI translation still has many limitations and pitfalls. As in other fields, AI tools should be used with discretion and translations produced using AI must always be carefully reviewed and read with a critical eye.

Here are a few things to consider when using AI for translation.

Information security

Text entered into AI tools is transferred to an external party, processed and stored in a way that we have no control over. Using the tools for texts containing personal data or other sensitive information is not without risk. To be on the safe side, texts with sensitive content should not be translated using AI.

Areas of use and target groups

Before deciding to use AI for translation, think about how the text will be used and who it is intended for.

External target group

Remember that everything published on the University’s website or otherwise intended for an external audience affects the image of Uppsala University. It is essential that the information communicated is correct and clear, and that the linguistic quality is fitting for communications from Uppsala University. The text may also need to be adapted for specific audiences. AI can be helpful in these cases, but before the text is published or sent out, it requires careful proofreading by someone who has a thorough knowledge of the subject matter and someone with native proficiency in the target language.

When the text is aimed at an external audience, we recommend that you use one of the University’s contracted translation service providers instead.

Internal target group

If the text is intended for internal communication, conveying information to colleagues, AI can be an effective tool to quickly produce a text that is good enough for the purpose.

Rules, procedures and working methods

If the text concerns rules, procedures or working methods at Uppsala University, it is important that it is consistent with related documents both within the University (policies, rules, etc.), and nationally (the Higher Education Ordinance, other legislation, authorities’ general advice, etc.). It can be difficult for AI to manage this type of complexity, and we strongly recommend that you contact the Communications Division’s translator (for central University documents) or use one of the University’s contracted suppliers.

Bear in mind: Regardless of their intended use, AI-generated texts must always be proofread before they are disseminated or published.

When is AI translation appropriate?

AI translation can be useful for:

Getting the gist of a text in a foreign language.
Giving other people a general idea of the content of a text in a language they do not understand.
Relatively simple texts for internal use after review and editing.

Limitations of AI translation

Although an AI translation is usually grammatically correct, the language can be stilted and unnatural. Individual words and expressions may be translated incorrectly. Subtler nuances and cultural references may also be missing or misunderstood. Here are some specific limitations to be aware of and pay attention to when proofreading an AI-translated text.

Terms and concepts specific to the University or to the higher education sector, such as rektor, institution, vetenskapsområde, områdesnämnd etc.
Terms and expressions where a meaningful translation requires knowledge of Swedish society, Swedish culture, etc.
Creative elements, idiomatic and figurative expressions, irony or humour.
When context determines the choice between two different words in the target language, things can easily go wrong. For example, the word ‘tal’ can be translated into English as ‘speech’ or ‘number’, ‘föreställning’ can be translated as ‘idea’ or ‘performance’. AI often guesses wrong.
AI often translates the same word in different ways within the same text when consistency is important.
The tense may be wrong. For example, you may need to use the future tense in English when the present tense is used in Swedish. AI cannot tell.
Is a noun like ‘forskare’ in the singular or plural? This can be impossible for AI to determine, particularly in headings and the like.
The word order sometimes follows the Swedish word order too closely and turns out unnatural in English.
Sometimes AI oversimplifies and omits words that are needed to convey nuances.
Sometimes things just go wrong for no apparent reason.

Quality assurance

All AI-translated texts should be reviewed and edited before publication. Assessing the quality of a translation requires knowledge of both the subject and the languages concerned. If the text is to be published on the external website or is otherwise intended for an external audience, it must be reviewed by someone with a thorough knowledge of the subject matter and someone who is a native speaker of the target language or has equivalent proficiency. If you are not proficient in the language you want to translate into, you should avoid using AI for translation and instead order a translation from one of the University’s contracted suppliers.

Available tools

There are many tools to choose from, some of which are free while others are paid services. Some of the prominent options are Copilot, which is available at no extra cost to all University staff, DeepL, which is used by the Communications Division’s translator, and the European Commission’s eTranslation tool, which can be used freely by public administrations, SMEs, universities and non-governmental organisations.

Points to bear in mind when using AI for translation

Consider carefully whether AI is an appropriate solution in this case.
Think about information security.
When selecting settings, remember that British English is used in University communications.
Always review and edit AI-translated texts before sending or publishing them.
Refer to the University’s English style guide and Swedish-English glossary, among other things to ensure correct translations of job titles, organisational units, etc.
Reviewing and editing AI-translated texts can take a long time. It may be quicker – and ultimately more cost-effective – to order a professional translation.
The pace of development is fast and tools are evolving rapidly. See further information on the Staff Gateway.

Contact

kommunikation@uu.se