A delivered job is not yet closed: the files have not been archived, the temporary copies have not been deleted, the records have not been completed. When these steps are skipped, confidentiality risk builds up and information that is valuable for later jobs is lost. Closure is the unseen but necessary last step of the job.
Definition of closure
The job closes when archiving and clean-up are complete. Delivery alone is not closure. The definition is clear.
Creating the archive package
The original document, the translation, the notes, the terminology list and the correspondence are archived together. The translation alone does not carry its context. The package is whole.
Recording the version information
Which version was delivered is recorded. It may be necessary to reproduce the same state later. The information is mandatory.
Keeping the terminology list
The list used is entered in the client file. It provides continuity in later jobs. The accumulated knowledge is preserved.
Updating the memory
Approved texts are entered in the memory and reviewed. Uncontrolled transfer carries errors with it. Maintenance is carried out.
Deleting temporary copies
The copies created during the work are deleted. Forgotten copies are a confidentiality risk. The clean-up is recorded.
Closing team access
File access is removed for people whose work is finished. Access left open builds up into a risk. The action is carried out.
Return of physical documents
The original documents are returned and the handover record is closed. An open record keeps the responsibility alive. The record is completed.
Destruction of printouts
Printed copies that were made are destroyed in a controlled way. Paper copies easily slip out of sight. The action is recorded.
Completing the time records
The actual times are recorded and compared with the plan. This data improves later estimates. A record is kept.
Examining deviations
If there was a deviation from the plan, its cause is recorded. Unless the cause is known, the same deviation recurs. The examination is kept short.
Summarising the feedback
Incoming corrections are summarised by type. If there is a pattern, it is linked to process improvement. The summary is recorded.
Updating the checklist
If a new error type came up, an item is added to the list. Over time the list becomes the organisation's memory. The update is made.
Updating the client file
Client-specific preferences and notes are entered in the file. The next job starts from here. Continuity is secured.
Closing the commercial records
Invoicing and the commercial records are completed. An item left open cannot be traced later. The record is closed.
Starting the retention period
The retention period of the archive record runs from this date. Deletion is planned for the end of the period. The schedule is set.
Closure notice
The client may be notified that the job has closed. This notice keeps the relationship orderly. It is kept short.
Closure checklist
The closure steps too are run with a written list, because at this stage attention drops and the job is regarded as finished. In a closure without a list, the items most often skipped are the clean-up of temporary copies and the removal of access. Both have direct consequences for confidentiality.
Preparing for the next job
The information accumulated at closure shortens the preparation time of the next job. For this reason closure is not a formality. The step is taken seriously.