In medical devices, content is not just text. Content is power. Content is regulatory infrastructure. Content is long-term cost control. Yet many manufacturers may not have clear access to or control over two of their most valuable linguistic assets: their Translation Memory (TM) and approved terminology and glossaries. Without clear contractual terms and practical handover arrangements, recovering these assets can become difficult and expensive.
Key takeaways
Translation memories and glossaries support consistent, cost-effective medical device documentation across product updates.
Asset ownership, access, reuse and handover should be clearly addressed in contracts.
Manufacturers should be able to request usable exports, such as TMX files and terminology databases.
Strong terminology governance supports patient safety, documentation consistency and regulatory readiness.
In this article
Why manufacturers hesitate to change vendors
First step: request your TM and glossary
If you cannot obtain your assets
Preventing future ownership disputes
Terminology control and compliance
Why So Many Medical Device Companies Stay with Vendors They’re Unhappy With
A manufacturer may be dissatisfied with slow response times, inconsistent terminology, communication issues, quality concerns or increasing costs — yet hesitate to change vendors. One reason is uncertainty about whether the manufacturer can retrieve and reuse its linguistic assets. Teams may worry about losing years of accumulated translations, approved terminology, consistency across updates or time during IFU and label revisions.
Where the Risk Usually Starts
Translations may be managed by distributors, outsourced to third-party agencies, handled locally without central oversight or approved without structured terminology governance. Over time, this can lead to:
unclear ownership or access rights for Translation Memories;
limited control over approved terminology;
fragmented language versions across markets.
These issues become especially important when changing distributors or language service providers, updating IFUs or labels, revising technical documentation, or implementing MDR/IVDR-related updates.
First Step: Check Whether You Can Receive Your TM and Glossary
Ask your vendor: Can you send us our complete Translation Memory and glossary in usable formats? Request more than screenshots, partial exports or PDF lists. Where applicable, ask for:
the complete Translation Memory in an interoperable format, such as TMX;
the terminology database or glossary in a reusable format;
relevant style guides and linguistic reference files.
If the response is unclear or conditional, review the agreement and clarify the scope of your rights. Difficulty obtaining an export is a warning sign about access and portability, but it does not establish legal ownership on its own.
If You Cannot Obtain Your Assets
If your vendor cannot or will not provide the TM and glossary, the next step is to check the contractual position as well as any technical restrictions.
Review your contract and statements of work.
Review the applicable General Terms and Conditions.
Check provisions on ownership, licensing, access, confidentiality, reuse, export formats and termination.
Clarify any gaps in writing and seek appropriate legal advice before amending contractual terms.
Do not assume that either party automatically owns every asset. Rights can depend on the agreement, applicable law and whether the asset contains material from other clients or third parties.
The Best Prevention: Secure Rights and Access in Advance
Before signing with a distributor or language service provider, make sure your agreement clearly addresses:
who owns or is licensed to use project-specific Translation Memories and terminology databases;
which assets must be delivered upon request and in what formats;
how assets may be reused throughout the product lifecycle;
handover requirements when the relationship ends;
confidentiality and any third-party content restrictions.
Include these provisions in the main contract or clearly incorporated terms. Clear agreements reduce the risk of vendor lock-in and disputes.
Why Terminology Control Is a Safety and Compliance Issue
In medical devices, terminology is more than a stylistic preference. It affects clarity, patient safety, regulatory documentation and consistency across IFUs, labels, Declarations of Conformity (DoCs), Summaries of Safety and Clinical Performance (SSCPs) and technical files. Uncontrolled terminology changes can lead to avoidable questions, revision costs, delays and confusion. A maintained glossary and accessible TM help teams manage updates across languages and markets. For a related perspective on documented quality controls, read our guide to ISO-based quality management in life sciences translation.
Take Back Control of Your Linguistic Assets
If you are uncertain about access to your TM, the status of your glossary, vendor handover arrangements or documentation consistency, it may be time to review your current setup.
What NN Translations Can Do for You
We support medical device manufacturers with linguistic asset reviews, terminology governance, vendor transition planning and structured multilingual documentation workflows. Contract ownership questions should be confirmed with qualified legal counsel. We also provide medical and regulatory translation services for IFUs, labels, technical documentation, DoCs, SSCPs and other medical device content. To see how translation memories and glossaries fit into a broader process, explore our article on medical device translation workflows and long-term value.
Frequently Asked Questions
Does the medical device manufacturer automatically own the Translation Memory?
Not necessarily. Ownership and usage rights depend on contractual terms, applicable law and the material included in the TM. Specify these rights before work begins.
Which files should I request from my translation provider?
Ask for the relevant TM in an interoperable format such as TMX, a reusable glossary or terminology database, and applicable style guides and reference materials.
Can I change translation providers without starting from scratch?
Often, yes — if you have appropriate rights and usable access to the existing assets. A new provider can assess their quality, compatibility and suitability before reuse.
Review Your Translation Assets Before Your Next Update
Clear rights, accessible linguistic resources and consistent terminology help manufacturers retain control of their documentation throughout the product lifecycle. For further guidance on terminology management, translation quality and regulatory documentation, explore our Medical Device and IVD Resources →
