In corporate jobs documents rarely arrive in a single state; a draft, a corrected state and a final version all circulate. If it is not fixed which one is taken as the basis, the translation belongs to the wrong document even if it is done correctly. This is one of the mistakes that are costliest to undo.
The file date is not to be trusted
The system date of a file may change during copying and downloading and does not show how current it is. An old version may bear a new date. Currency is read from the version record inside the document.
The version record inside
The document's own revision table or footer shows which version it is. This record is more reliable than the file name and the file date. The record is read at the start of the job.
Fixing the version
Which version the translation is made from is fixed in writing at the start of the job. This record largely prevents disputes that arise later. The fixing is repeated in the delivery letter.
An update during the job
If the document is updated while the translation is in progress, the completed sections have to be reviewed again. This changes the scope and the turnaround. The change is reported in writing.
Redefining the scope
When an update arrives, it is determined clearly which sections will be worked on again. An unclear scope leaves both the turnaround and the cost uncontrolled. The definition is made in writing.
Comparative work
The differences between two versions can be extracted and only the changed sections translated. This method shortens the turnaround but depends on the differences being extracted correctly. The list of differences is shared with the client.
Change tracking
When the client sends the document with the changes marked, the job becomes much easier and the risk of error falls. This format is requested at the start of the job. If it is not available, the comparison is done with a tool.
Changes not yet accepted
Marked changes may not have been accepted yet, and the document then carries two different states at once. Which state is to be translated is asked. No assumption is made.
Copies arriving through different channels
The same document may arrive from different people in different states, and these contradict each other. A single source is determined. The source person is agreed at the start of the job.
Version of the annexes
It is common for the annexes to stay in their old state while the main text is updated, and this contradiction goes unnoticed. The version of the annexes is checked separately. Any mismatch is reported.
Using the previous translation
When previously translated sections are reused, consistency is kept and the turnaround is shortened. The previous file is requested at the start of the job. The terminology list is updated along with it.
Translation memory
The memory stores the sentences of earlier versions and recognises unchanged sections at once. This brings the greatest gain in updated documents. The memory is kept per client.
An old rendering from the memory
A rendering in the memory may not fit the new context and is not accepted automatically. Every match is assessed together with its context. The tool does not decide.
Writing the version number on delivery
Which version the delivered translation belongs to is indicated in the file and in the delivery letter. This record lets the recipient make the right comparison. The record is not skipped.
Archive of old translations
The translation of each version is archived separately and is not overwritten. In this way what was delivered in the past remains traceable. The archive record bears the version and the date.
Confusion on the client's side
More than one version may circulate inside the client organisation as well, and the state that reaches us may not be current. This risk is discussed from the outset. A single responsible person is designated.
Confirmation of the final version
Before translation begins, it is confirmed in writing that the state we hold is the final version. This short step removes the costliest cause of rework. The confirmation is put on record.
Delivery check
On delivery the version translated is compared with the version record of the original file. If a mismatch is found, it is resolved before delivery is made. The check is not skipped.