Agree transfer arrangements
Start with a non-confidential brief or redacted sample; agree the channel, access and retention arrangements for complete files separately.
Explore this topicAgree scope, channels and permissions before sharing material
Businesses, institutions and individuals can discuss material-handling requirements as part of the project brief. Start with the content categories, sensitivity and usage restrictions, then establish which materials are necessary. The following points identify matters to agree; transmission, access, tool use and retention arrangements depend on the discussion and written agreement for the particular project.
Establish necessary material and redaction scope
An initial assessment can use document types, a page-volume description, the purpose and a redacted sample, without complete identity records, account information or unpublished business material. Identify fields that must remain visible and content that can be masked during assessment. Redaction should not misrepresent structure, subject difficulty or the amount of work. For third-party information or works, explain the scope of your permission to supply and use them for this project. Confirm the material list and purpose before providing fuller content for production.
Agree channels, access roles and tools separately
Before transfer, verify recipients, email addresses or another mutually accepted channel. Define whether material may be shared with translators, reviewers or production staff and whether confidentiality documents are required. Raise restrictions on customer platforms, downloads, third-party systems and external processing tools before handover, then agree workable arrangements. Use of an email address or system does not by itself establish particular encryption, certification or access controls. Describe capabilities and responsibilities through verifiable information and written terms.
Retention, reuse and handling at project closure
Before work begins, agree separately whether source files, translations, glossaries, correspondence and paper records will be retained, who will hold them, for how long and how they will be returned, deleted or otherwise handled at closure. Define permission to reuse terms or translations for later maintenance; do not assume permission for publicity, public display or another customer's project. Specify the material and timing for deletion confirmation, archive-copy restrictions or withdrawal requests, then agree the action and record without presuming an unverified automatic-erasure capability.
How online enquiries work
The form prepares a brief locally in the browser and does not upload files or submit an enquiry to a server. The email action continues in your local mail application, where you can review the content before sending.
Explore this topicProject terms and permitted use
Tell us about confidentiality agreements, sensitive materials, third-party systems or special delivery requirements so the relevant arrangements and responsibilities can be agreed.
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Confirm the project details
Can confidentiality documents be agreed before complete files are sent?
Raise the requirement and share proposed terms, identifying the parties, material categories, access scope, tool restrictions and retention arrangements. Transfer the required material after the terms and receipt method are agreed. Confirm the practicality of any special handling instructions before relying on them.
What should I do if I send unnecessary or incorrect material?
Promptly use the established project channel to identify filenames, sending time, recipients and the material to withdraw or replace, and specify the new valid version. Subsequent action should account for actual distribution and existing agreements, with the outcome recorded. An ordinary email action does not establish deletion from every location.