Short handwritten notes are often found in the margins of corporate documents. These notes show who directed the document where and what was asked for. Even if such a routing note (havale notu) does not look like part of the official text, it is the record of the decision-making process.
The function of the note
The routing note directs the document to a unit or a person. The routing is an internal instruction of the organisation. The note shows the route of the document.
The handwriting problem
Because the notes are written quickly, they are very often hard to read. The illegible part is not guessed. The situation is recorded.
Abbreviations
The notes use abbreviations specific to the organisation. If the expansion is not known, the abbreviation is carried over. No guess is made.
Position of the note
The notes are usually written in the margin or in the space at the top. The position may give a clue as to who wrote it. The position is stated.
Date and initials
There may be a date and initials (paraf) next to the note. These two identify the note. Both are carried over.
More than one note
A document may bear more than one note, each belonging to a different person. The notes are read in sequence. The sequence shows the chain of decisions.
Relationship between notes
One note may be in the nature of a reply to another note. This relationship is understood from the text. The relationship is not interpreted; the notes are carried over as they are.
Instruction phrases
The notes contain short imperative sentences. These sentences are translated. The register is preserved.
Phrases of the "gereği yapılsın" type
Some notes consist of only a few words and are set text, such as "gereği yapılsın" (for the necessary action). The function of the set text is identified. The equivalent is chosen according to the function.
Relationship with the official text
The notes are not part of the official text, but they stay with the document. This distinction is stated in the translation. The notes may be gathered in a separate section.
Whether the notes are to be translated
Some recipients want only the official text. This preference is asked about at the start of the job. The decision is applied in the same way throughout the file.
The personal data dimension
Names of persons may appear in the notes, and these are personal data. Access is restricted. Sharing is kept limited.
Different ink
The notes are usually written in a different colour, and this distinction is functional. The colour is noted where necessary. Colour on its own is not interpreted.
Notes that have been struck through
Some notes have been struck through afterwards. If the struck-through note is legible, it is carried over and its status is stated. If it is illegible, that is recorded as well.
Cropping in the scan
Notes in the margin may be cropped during scanning. A cropped note is considered incomplete. A new scan is requested.
Sticky notes
A note has been attached to some documents on sticky paper. These notes may not be a permanent part of the document. The situation is stated separately.
Internal process information
The notes show the internal workings of the organisation and may be sensitive. This information is handled with care. The confidentiality rules are applied.
Dating the notes
It is not always clear in which order the notes on a document were written. Notes that carry a date make it possible to establish this order and make the chain of decisions visible. No assumption is made about the order of undated notes.
Delivery check
Before delivery all handwritten notes are listed. Those that are illegible are marked separately. The list is given to the client.