Define the scope before sending the files
Specify whether the translation covers an entire volume, particular documents, identified case-file sheets or marked passages. State the translation direction and intended use. If the scope is set out in an order or a letter from an authority, its references should match the inventory of the material supplied. Do not replace a full translation with a summary when the assignment requires the entire text.
For several volumes, prepare a simple list with the file name, volume number, sheet range, document type and language. Identify duplicates and pages that should be excluded. If the same documents appear in several places, agree how to handle them before the quote is prepared: repetition in a case file should not result in content being removed accidentally.
Preserve numbering and completeness
A legible PDF preserving the order of the sheets is the most convenient format. Check that the scans include complete pages, reverse sides containing entries, attachments and stamps. A PDF page number may differ from the case-file sheet number, so both references should be clear. Flag missing or illegible passages at the outset.
Automatically recognised text makes searching easier but does not replace the document image. OCR can misread names, dates, case references, Cyrillic characters and table values. Keep the original scan alongside the text layer. Do not guess at corrections to illegible passages or add your own annotations to the source document.
Separate correspondence and digital material
For messages, identify the date range, participants and whether you are supplying an export, a source file or screenshots. Preserve visible sender names and timestamps where they form part of the agreed material. For recordings, state the duration, language and required portion; transcription and translation need to be agreed separately.
Translating message content does not automatically establish its authenticity, completeness or origin from a particular device. If technical examination is required, its scope should be defined separately from the translation. This avoids misunderstandings about the expected result.
Agree delivery stages and how to send the material
For a large assignment, agree the document order, partial delivery dates and how missing material will be reported. The quote should reflect the volume of the translation, difficulty and actual scope. Before sharing case files, agree the transfer channel and contact persons; an initial enquiry can describe the material without disclosing the full contents of the case.