Most translation jobs run on digital files, but there are also cases where original documents are handed over in person. When a diploma, a court decision or a certified copy comes into our hands, responsibility for that document passes to us as well. The handover record (teslim tutanağı) draws the boundary of this responsibility.
Function of the record
The record sets down in writing which documents were received and in what condition. At the return stage it is the only basis. The record protects both parties.
List of documents
The documents received are listed one by one, and a mere count is not enough. The name of each document and its number, if any, are written. The list is kept complete.
Record of condition
The condition of the document at the moment of receipt is recorded; if there is a tear, a stain or a missing page, it is written down. This record prevents disputes that may arise later. The condition is described objectively.
Distinction between original and copy
The record states whether the document received is an original or a certified copy (suret). This distinction determines the responsibility for returning it. Responsibility for original documents is heavier.
Number of pages
The number of pages of each document is recorded and compared on return. A claim of a missing page can only be answered with this record. The count is done together.
Person handing over and person receiving
The record bears the names and signatures of the persons handing over and receiving. An unsigned record is incomplete. Both parties take one copy each.
Date and time
The moment of handover is recorded as a date and, if necessary, a time. This information may be used in calculating periods. The field is not left blank.
Undertaking to return
When and how the documents will be returned is stated in the record. A vague undertaking causes problems later. The date is written.
Storage conditions
Original documents are stored in a locked place with limited access. The storage conditions are defined in the work processes. The practice is auditable.
Responsibility for carriage
While documents are being carried there is a risk of loss and damage, and this risk is addressed in writing. Carriage is kept to a minimum where possible. If necessary, a secure method is used.
Sending by courier
For original documents sent by courier the tracking number and the delivery record are kept. This record is one link in the chain. Without a record, responsibility cannot be traced.
In case of loss
The loss of a document is a serious consequence, and some documents cannot be obtained again. This risk is the reason for the storage and carriage rules. The rules are applied without exception.
Taking a digital copy
When an original document is received, a digital copy is made at once and the work proceeds on that copy. The original document is thus taken out of circulation. The practice reduces risk.
Check on return
At the moment of return the documents are compared with the record and their condition is checked together. The return is signed separately as well. The chain is thus closed.
Documents not returned
The client may not want some documents back, and in that case it is agreed what is to be done. The options of destruction or storage are determined in writing. No uncertainty is left.
Record of destruction
A record is kept of documents that are destroyed and the date is written. The record later shows what was destroyed. The practice is part of the confidentiality processes.
The personal data aspect
Physical documents carry personal data too, and the retention period rules apply to them as well. At the end of the period they are destroyed. The rule is defined in the contract.
Delivery check
When the translation is delivered, the return of the original documents is completed as well and the record is closed. A record left open keeps the responsibility running. The check is not skipped.