For technical documents the legalisation chain works differently: verification usually comes not from a notary but from the record system of the body that issued the document. On the other hand, the risk on the translation side is higher, because a single error in a unit or a value makes the document unusable.
Definition
Certification of technical documents is the verification of records relating to products and systems. The scope is technical documents. The logic is different.
Which documents
Certificates, test reports and declarations of conformity are in this group. The documents come from different sources. The scope is broad.
Verification by the issuing body
Many technical documents are verified through the issuing body's record system. Verification is carried out by means of a number. The method is well established.
Verification number
The number on the document can be queried. The number is carried over exactly in translation. The field is critical.
Declaration of conformity
For documents based on the manufacturer's own declaration, responsibility lies with the manufacturer. The structure is declaration-based. The distinction is known.
Third-party certification
Documents issued by an independent body carry a different weight. The body's authority can be queried. The distinction matters.
Test reports
Reports contain measurement results and are loaded with numerical fields. This is where the risk lies in translation. Attention is concentrated here.
Carrying over numerical fields
Values, units and tolerance ranges are carried over exactly. No rounding is done. The rule is absolute.
No unit conversion
Units are not converted on the translator's own initiative. If conversion is wanted, a written request is required and the original value is retained. The limit is in writing.
Preserving standard numbers
The numbers of the standards referred to are not altered. The number is the basis of the document. It is carried over exactly.
Table structure
Technical documents are dense with tables and the structure is preserved. A shifted cell moves the value to the wrong row. A check is made.
Text in figures and charts
Labels in images are carried over as well. A label left out counts as an omission. The scope is kept complete.
Consistency of terms
Technical terms are used in the same way throughout the document. A deviation can give rise to a safety problem. A list is used.
The need for subject-matter expertise
A translator who does not know the subject may carry over the values correctly but the concepts wrongly. Matching is done carefully. The standard is high.
Whether notarisation is required
For many technical documents notarisation is not sought. The expectation varies with the procedure. The question is asked.
Use in tenders and customs
Certification may be required in tender and customs files. The specification is read. The expectation is learned from there.
Use abroad
For documents going abroad, additional verification may be required. The route is set according to the destination country. Confirmation is obtained.
Validity
Certificates have a period of validity, and an expired document cannot be used. The date is checked. Renewal is planned.
The corporate risk dimension
In technical documents, a value carried over incorrectly can lead to the product being rejected or to a safety problem; for this reason a separate review layer is set up for numerical fields. The risk is greater than a translation error. The precaution is proportionate.
Common mistake
The most common mistake is treating certification as sufficient for technical documents and skipping the numerical check; a report that is certified but has a value carried over incorrectly is more dangerous than an uncertified report, because it inspires confidence. The check is carried out in two layers. Priority goes to the values.