At traddoc we have incorporated this new concept of sworn translation with an electronic signature without having to leave home. The immediacy of receiving the sworn translation regardless of your location represents an advance and provides agility for people in need of a sworn translation service.
Advantages of using the electronic signature
In this way, it is possible to avoid costs for postal or courier services, unnecessary visits to the clients, and waiting times. For example, a client who needs their marriage certificate or academic record translated by a sworn translator can receive their sworn translation without leaving their home or having to wait for the original translation to arrive, even if they are in Germany or England.
Electronic signature, yes or no… That is the question
Until now, there has always been doubt in the sector and among many clients (including law firms, companies, and notaries) regarding electronically signed sworn translations. Translators have been working remotely for a long time, sending translations in digital format. However, sworn translations remained uncertain when it came to the use of new technologies. The Office of Interpretation of Languages (OIL), the department of the Ministry of Foreign Affairs that regulates the work of Sworn Translators and Interpreters (STIs), had not said anything on the possibility of using electronic signatures in sworn translations. Currently, following the outbreak of COVID-19, a step forward has been taken by incorporating the digitisation of sworn translations in order to deliver them to clients electronically, while maintaining the necessary legal validity.
Finally, the Ministry of Foreign Affairs made the following statement:
In response to repeated inquiries about the validity and official nature of translations made by Sworn Translators and Interpreters, sent electronically and signed electronically, the following is communicated:
Article 10 of Act 39/2015, of October 1, on the Common Administrative Procedure of Public Administrations, contains a list of the signature systems accepted by Public Administrations. As the Public Administrations are the main recipients of documents translated by STIs, it is acceptable for them if the documents are electronically signed using one of the systems mentioned in the aforementioned article.
This does not exempt, in any way, the obligation to comply with the requirements established by Order AEC/2125/2014, of November 6, which establishes rules for the examinations to obtain the title of Sworn Translator-Interpreter, regarding certification, signature, seal, and photocopy of the original document being translated. Madrid, April 6, 2020.
The administration also leaves it up to each institution to establish the requirements for document submission. They may request that the sworn translation be presented only on paper, on paper and in PDF format with an electronic signature, or only in PDF format with an electronic signature. Therefore, it is important to consult the organisation receiving the translation to verify if they accept electronic signatures in sworn translations.
What is essential in a sworn translation
The requirements for sworn translations with electronic signatures are essentially the same as those for conventional sworn translations. This means that the process is the same as that of a regular sworn translation: translating, adding the certification with the established statement, signing electronically, sealing, and adding the date. In this way, the printing step is avoided, which is actually one of the biggest advantages of using electronic signatures, as it saves time and ensures the promptness of the service.
As a reminder, the current established statement is as follows:
“Mr./Ms.……………… (name and surnames), Sworn Translator of …………..(language), appointed by the Ministry of Foreign Affairs, European Union and Cooperation, certifies that the preceding translation is a true and complete translation into …………… (target language) of a document drafted in ……………….. (original language).
In ………………. (place), on ……………. (date)”
And the seal of the sworn translator and interpreter must contain the following information:
|(NAME AND SURNAMES)
Sworn Translator and Interpreter of (LANGUAGE)
No. (Sworn Translator and Interpreter number)