Word Choice with a System: Glossary or Terminology Database in the Translation Workflow

In international translation projects, consistent use of terminology is a key quality factor. Inaccurate or inconsistent terms can lead to misunderstandings and undermine trust in your brand, especially in regulated industries like medical technology, law or engineering.

Introduction: Terminology Management as a Quality Factor

Structured terminology management is a crucial part of any professional translation workflow. Two common formats are available: glossary and terminology database. Both help ensure consistent word usage, but they differ significantly in structure, application and level of integration.

This article explains:

• What a glossary and a terminology database are
• How the two formats differ in practice
• Which format is best suited to your needs

The goal is to provide a solid basis for decision making. Effective terminology management contributes directly to the quality and consistency of your multilingual communication.

What Is a Glossary?

A glossary is a structured list of source terms and their translations. It is usually created as a spreadsheet (e.g. Excel or CSV). Typical components include:

• Source term(s)
• Target language equivalent(s)
• Optional: definitions, usage examples, subject area, disallowed synonyms

Glossaries are useful when:

• Translation needs are project based or limited in scope
• You are just beginning to formalise your terminology
• No system integration is required

What Is a Terminology Database?

A terminology database (TDB) is a database-based system for managing technical or corporate terminology across multiple languages. It offers much more than a simple glossary:

• Concept-oriented entries with multiple variants per language
• Multilingual terms with unique IDs
• Additional metadata such as status, context, definitions, grammar and source
• Review and approval workflows
• Integration with CAT tools, TMS or CMS via API
• Advanced search and validation functionality

Glossary vs Terminology Database – A Direct Comparison

When to Use Which Format

Glossary: A Practical Starting Point

A glossary is ideal if:

• Your translation needs are occasional or project based
• You want to start collecting key terminology internally
• You don’t need automated workflows or tool integration

Example: A mid-sized company creates a bilingual glossary for its product catalogue to align terminology internally and simplify cooperation with external translators.

Terminology Database: For Structured Workflows

A terminology database is recommended if:

• You translate content regularly into multiple languages
• Several departments, teams or vendors are involved
• Your terminology needs to be maintained, versioned and centrally managed
• You rely on automated translation workflows

Example: A global engineering company uses a TDB to manage all terminology across documentation, software and marketing to ensure consistency in every market.

Conclusion: Terminology Is Quality Management

Whether you use a glossary or a terminology database, both formats help maintain consistency and quality in translation. The right choice depends on your translation volume, complexity and technical setup.

A glossary is ideal for getting started quickly. A TDB provides control, scalability and integration across systems. In both cases, structured terminology management strengthens your language quality, internal processes and brand image.