Corporate documents rarely stay in a single state; specifications, policies and draft contracts are updated continually. The revision record makes this change traceable. One of the costliest mistakes in translation is working from the wrong version.
Revision table
The table shows each update line by line, together with a date and a description. The lines are in sequence, and the sequence is preserved. The table is translated as a whole.
Version number
Each version carries a number, and the number identifies the document. The numbering system varies from organisation to organisation. The system is preserved.
Description of the change
Each line briefly explains what has changed, and this explanation is translated. If the explanation is skipped, the reason for the change is lost. The text is carried over in full.
Prepared by and approved by
The table states the persons who made the change and who approved it. Abbreviations are carried over. The expansion is not guessed.
Effective date
Each version may have an effective date, and this date matters. It may differ from the date of the document. The two dates are read separately.
Which version was translated
A translation is always made from a specific version, and this version is written down on delivery. Without this information the translation is left without context. This record is mandatory.
Version confusion
Pages from different versions may get mixed up in the same file. The footer check reveals this confusion. The situation is reported.
Translation during an update
The document may be updated while the translation is in progress, and this gives rise to rework. Notice of the change is requested in writing. The scope is redefined.
Tracked changes
Some files carry their changes in marked form, and these marks are visible. Marked text is handled with care. Changes that have not been accepted are stated separately.
Comparative translation
The client may ask for only the changed sections to be translated. This job calls for a different method. The scope is defined in writing.
Use of the earlier translation
Sections translated earlier can be reused, and consistency is preserved in this way. The earlier file is requested for this use. The terminology list is updated.
Draft marking
Draft documents bear a wording that says so, and the wording is not skipped. The draft and the final state are not mixed up. The wording is preserved.
Withdrawal from effect
It may be stated that earlier versions are no longer valid. This statement limits the use of the document. It is carried over.
Number of versions
A large number of revisions may show that the document has not settled. This is an observation, not a judgement. The observation is shared where necessary.
Electronic version record
Electronic systems record versions automatically, and this record may differ from the table inside the document. The two sources are assessed separately. Confusion is prevented.
Version in the file name
The version details may also be carried in the file name, and this is a practical method. The naming system is fixed at the start of the job. The system is preserved.
Archiving
The translation of each version is archived separately and is not overwritten. The archive record carries a date and a version. The history can thus be traced.
Delivery check
On delivery the version translated is written down explicitly and compared with the original. Work done from the wrong version is repeated from the beginning. This check is made at the very start.