In the defence industry the access dimension of a translation job is discussed before its technical dimension. Documents are divided into security classification levels, and each level determines who may see the document, where it is stored and how it is transmitted. If these conditions cannot be met, the job is not taken on.
Security classification levels
Documents are divided into levels, and the level determines the access regime. The classification marking appears on every page of the document. The marking is carried over and is not dropped.
Access authorisation
Only authorised persons may access documents at certain levels. The authorisation conditions determine whether the job can be taken on. If the condition cannot be met, the job is declined.
Storage and transmission conditions
How classified documents are to be stored and transmitted is defined and requires technical measures. The conditions are written into the contract. Their application is audited.
Export control
Certain products and technologies cannot be taken out of the country without permission, and this restriction applies to information as well. The restriction is stated in the document. The wording is preserved.
End-user documents
To whom and for what purpose the product is sold is documented, and the document contains an undertaking. The texts of undertakings are binding. They are translated with care.
Configuration management
It is tracked which version of the product is defined by which documents. The version records build the link between documents. The records are preserved.
Baseline records
At certain stages the product definition is frozen, and later changes are tracked against it. The record dates are decisive. They are carried over.
Change control boards
Changes are approved by a decision of the board and are recorded. The decision numbers are tracked. The chain is preserved.
Technical specifications
Requirements are written with numbering and matched with a verification method. The numbering is preserved. The match is tracked.
Requirements traceability matrix
The matrix shows by which document each requirement is met. The structure of the matrix is preserved. Empty cells are indicated.
Acceptance test procedures
That the product meets the requirements is shown by tests, and the procedures are in writing. The order of the steps is not changed. The acceptance criteria are preserved.
Local content and contribution rates
In projects the rate of local contribution is calculated and documented. The calculation method is defined. The method is carried over.
Industrial cooperation undertakings
Some projects include a reciprocal industrial cooperation undertaking, which is tracked through separate documents. The wording of an undertaking is binding. It is preserved.
Quality standards
Special quality standards are applied in defence projects and appear with their numbers. The standard numbers are carried over. The edition is stated.
Personnel security clearance documents
A security investigation is carried out for the persons who will work on the project, and it is documented. These documents carry personal data. They are handled with restricted access.
Subcontractor chain
Information passed on to subcontractors is subject to the same regime, and the chain is tracked. The restrictions are passed on by contract. Their application is audited.
Handover of documents at the end of the job
At the end of the project the return or destruction of classified documents is put on record. The procedure is documented in a record. The record is retained.
The costliest mistake in this sector
Failing to carry the classification marking over to the translated copy leaves the document unprotected and takes it outside the access regime. A breach arises even if the content has been translated correctly. Classification markings are checked on every page.