Working with outside resources when capacity is not enough is normal, but if this relationship is not set up carefully, the weakest link in the chain of confidentiality forms exactly there. Every commitment given to the client must extend all the way to the person who actually does the work. Responsibility for quality is not transferred under any circumstances.
Priority of client restrictions
The client may have prohibited the use of subcontractors. The restriction is not circumvented in secret. Transparency is preserved.
Duty to notify
Some contracts require the use of outside resources to be notified. The notification is made. If approval is needed, it is obtained.
Passing on the chain of confidentiality
Confidentiality obligations are passed on unchanged by contract. The weak link of the chain is outside. The transfer is made in writing.
Having an undertaking signed
A written undertaking is obtained from the person engaged and is kept. No file is opened to a person without an undertaking. The rule has no exceptions.
Passing on the ban on free-of-charge services
The machine translation rule applies to the subcontractor too. This rule is written explicitly in the contract. Its application is audited.
Access restriction
Only the section the outside worker needs is opened to them. Sharing the whole file produces unnecessary risk. The restriction is applied.
Verification of competence
The subject and language competence of the person to be engaged is assessed in advance. It can be tested with a trial job. The decision is based on data.
Trial process
With newly engaged people, small jobs are done first. A large job is not given straight away. Risk is taken on gradually.
Responsibility for quality stays
Whoever does the work, responsibility stays with the main contractor. The point of contact for the client does not change. The principle is clear.
Additional review step
In outsourced jobs the review step is applied more strictly. This additional effort is included in the plan. Assurance is preserved.
Passing on terms and the guide
The terminology list and the style guide are given to the outside worker too. A person working without information produces inconsistency. The transfer is made.
File transmission arrangements
Files are transmitted through protected channels. The easy way is not chosen. The arrangement is applied in the same way.
Clean-up at the end of the job
It is confirmed that the copies held by the outside worker have been deleted. A copy left open carries risk. Confirmation is requested.
Payment and commercial terms
Commercial terms are defined in writing. Uncertainty strains the relationship. A contract is made.
Performance record
The performance of the people engaged is recorded. This record feeds later assignments. Data accumulates.
Long-term relationship
Working continuously with the same people raises consistency. A constantly changing team breaks the continuity of terms. The relationship is protected.
Dependency risk
Depending on a single outside resource produces fragility. Alternatives are kept alive. The balance is observed.
Transparency towards the client
When asked whether outside resources are used, the answer is given openly and is not concealed. When concealed information comes out later, trust is damaged beyond repair. Transparency is the cheapest way of protecting the continuity of the relationship.
Passing on feedback
Corrections from the client are passed on to the person who did the work, so that learning takes place. Feedback that is not passed on leads to the same error recurring. It is passed on in constructive language.
The next step
Once the resource arrangements are in place, special job types are handled by their own rules. Rush jobs come first. The sequence is kept.