7 Benefits Of Using a Cloud-based Translation Management System
7 Benefits Of Using a Cloud-based Translation Management System illustration
XTM Content Team
AuthorXTM Content Team
Reading time 5 minutes

A translation management system (TMS) provides numerous benefits to the localization process. One of those benefits is that it’s a cloud-based system. Organizations are relying on this type of software more and more due to how it can be used from anywhere with an Internet connection, eliminating the need for local infrastructure and enabling scalable and flexible computing capabilities. According to Foundry’s 2022 Cloud Computing Research, organizations are using cloud-based services when it comes time to upgrade or purchase new technology, and the main business driver is to enable disaster recovery and business continuity.

In this blog, we’ll look at seven benefits of a cloud-based TMS solution and the hurdles it can help users overcome.

#1 Quick Access: Anyone, Anywhere Can Use It

One of the main benefits of a TMS is that anyone, anywhere can access it. Thanks to it being cloud-based, global team members (linguists, reviewers, etc.) can log on to it from anywhere with an Internet connection and leverage its language assets straight away. Cloud-based tools also open up direct lines of communication, promote information sharing, and break down silos, leading to a more holistic and efficient translation workflow. A TMS is also vendor-agnostic, meaning you can open it up to any vendor that you like, enabling you to give access to the tool to the best vendors for that particular task without any limitation and make the best decisions for your business.

#2 Start Working Right Away

With a cloud-based translation management system, there’s no lengthy installation or tedious updates. Simply provide the secure TMS software credentials to your team members and vendors, and they can get started right away. The localization process is much more efficient with a cloud-based TMS than with a desktop-based one thanks to how it allows everyone to work and communicate on it simultaneously, and it doesn’t require heavy IT resources or support to access it or get started.

#3 Protect Data: Information Security

Data protection is now more important than ever before. A good cloud-based translation management system solution will have data-protection measures in place, including anti-virus and anti-malware technology, SSO security, encryption, and a wide range of security scans including two-factor authentication (2FA), Segregation of Duties (SoD) and the Principle of Least Privilege (PoLP) approach. A good TMS will have access restrictions that are role-based (RBAC), strictly monitored, and reviewed on a regular basis.

Depending on the type of company your business manages, a cloud-based solution should also include how they comply with relevant regulations such as HIPAA, Gramm-Leach-Bliley (GLB), General Data Protection Regulation (GDPR), NIST Cybersecurity Framework, and ISO certifications.

#4 Integrate with Existing Systems

A cloud-based TMS integrates with existing systems, both on-premise and cloud-based, in the form of a plugin or connector. This helps manage localization projects from a single interface, and all stakeholders can work on the platform they specialize in (content managers on a CMS, for example, and linguists on the TMS) and don’t have to learn a new one. Content managers can select the content for translation directly from the content-authoring tool, choose the languages they want to translate it into from the TMS integration, and click ‘Send’. When the translation is completed, it’s imported back automatically, ready to publish.

Integrating with existing systems results in more efficient and customizable workflows, which speed up time-to-market. You can integrate a translation management system with other systems such as:

  • Component content management systems (CCMS)
  • Content management systems (CMS)
  • Marketing automation tools
  • E-commerce and product information management (PIM) systems
  • Design and business tools
  • Customer support systems
  • Developer tools

The main benefits of integration are a more cost-efficient localization process, faster time-to-market due to the removal of unnecessary delays and manual tasks, and a decrease in human error thanks to the automation of the whole process, including the import and export of content.

#5 Scalability

One of the biggest benefits of a good cloud-based TMS solution is that it will be able to grow with you, ramping up or down to scale to your needs. Over time, the demand for localized content will likely increase, new languages will need to be added, and the number of team members may need to grow. A translation management system can scale, flex and adapt as needed to growing and changing requirements, whether it’s a higher output volume, more languages or the addition of new linguists to work on projects. In addition, a TMS enables you to export reports that indicate the performance and cost of vendors and linguists at a glance. This allows you to see who is adding value to your program and who isn’t, and make data-driven decisions that optimize your program’s cost-efficiency and quality levels.

#6 Reduce or Eliminate the Need for IT Personnel and Support

A cloud-based solution eliminates the need for IT personnel to install, maintain, and update software. It also eliminates pricey up-front capital expenses attributed to desktop software, as we have seen with the purchase and deployment of some monolithic suites. A cloud solution upgrades to the latest versions automatically, maintenance works are performed by the provider, and its security standards are native, which means that all the heavy lifting in these aspects come from the provider’s side.

#7 Training and Support

With a cloud-based TMS solution, the TMS vendor usually provides any onboarding, training, migration of language assets, and on-demand support. Generally, TMS users can have independent access to vendor-supplied training materials (e.g., training documentation and videos, user guides, knowledge bases, webinars, etc.). Having fast, online access to these materials benefits both the user (quick, on-demand access) and the company (no IT resources required).

Want to learn more about how a cloud-based TMS can take your localization program to the next level?

We’d be delighted to help! Get in touch with us to discuss how you can benefit from a TMS. And for more information, you can find out everything you need to know about a TMS in our comprehensive guide ‘What is a Translation Management System?’