One of the first requests sent to the client is for the editable version of the document. This request often looks like an extra formality, but it directly changes the turnaround and the cost of the job. This section describes why the source file is requested and what happens when it does not arrive.
Why it is requested
If there is an editable file, the text can be worked on directly without being retyped, and the layout is largely preserved. This both shortens the turnaround and lowers the risk of error. The request is made for every job.
The retyping effort
If there is no source, the text has to be retyped by hand, and this is a separate work item. Retyping is at the same time a new source of error. The effort is calculated openly.
Access to text inside images
The source file may also give access to the text inside diagrams and charts. This access may remove the need for redrawing. The difference is large.
Preserving the formatting
Heading levels, tables and lists are defined structurally in the source file. This structure is lost in a scanned file. Preserving it raises the quality of delivery.
Reliability of the automatic count
In the source file the text count rests on the real text and is more accurate. In a scanned file the count is made by estimate. The quote changes accordingly.
Compatibility with memory and term tools
Editable files can be imported directly into translation tools, and the repetition rate can be used. This increases both consistency and speed. The gain is passed on to the client.
When the client does not have the file
If the document came from outside, the client may not have the source file. This situation is ordinary and is not a problem. The method is planned accordingly.
Whether the source file is current
The source file sent may be a different version from the scanned document. The two documents are compared. If there is a difference, the client is asked which one prevails.
Version mismatch
If there is a difference between the source file and the signed printout, the signed version prevails. This distinction is confirmed in writing. Confusion is avoided.
Password-protected files
If the source file is protected, the password is requested through a separate channel. The protection is not removed. The turnaround does not start until the password arrives.
Linked files
Some documents are linked to external files and look incomplete when opened on their own. The linked files are requested too. Anything missing is reported.
Font dependency
If the source file uses special fonts, these may be needed too. Otherwise the layout shifts. The need is reported in advance.
File format preferences
The client is told in advance which formats are accepted. In this way unnecessary conversion and loss are avoided. The list is shared.
Conversion loss
Converting a file into another format may lead to loss of formatting. If conversion is needed, this is reported. The original file is kept.
Confidentiality and transmission
The source file is subject to the same confidentiality regime and is transmitted through a protected channel. The channel is agreed at the outset. The practice is recorded.
Timing of the request
The source file is requested at the start of the job, not in the middle. A file that arrives late may require work already done to be repeated. The timing is planned.
The method when it does not arrive
If there is no source file, retyping and layout work are planned and added to the turnaround. The difference is explained to the client. The decision is made together.
The next step
Once the files are complete, the turnaround is finalised. A date given on incomplete input is not realistic. The order is kept.