Pangeanic is a professional translation agency that follows specific quality standards processes. One of them is the Quality standard EN15038. In this article, we will explore some of the most important procedures to see how this process benefits both the agency and its clients.

Control of documentation, data and records

Procedure 3 (P3) of the European translation standard establishes the process of system documentation and how it is prepared, approved, reviewed, modified, archived, and made available to customers, suppliers and internal staff.
The object of this procedure is to establish the process for the management of system documentation, its preparation, approval, review, dissemination, modification, archiving, conservation, and availability. Additionally, to establish the system for data and records management, especially customer information and materials.


In the procedures and technical instructions, whether they are first elaborated or modified, the name of those responsible for drafting and approval is collected, as well as the date of the first edition and that of the update in the original document.
The documents include the corresponding edition and revision date.

Quality is responsible for distributing copies of approved documents to recipients, either on paper or by sending a notification that a modified document is in the corresponding use or work folder of the central server. Recipients must ensure that they have removed and destroyed obsolete or previous versions of the documents in their possession. In any case, the current copy will always be the one stored in the use, work or quality folder of the central server.

Regarding archivation, the person responsible indicated in each case files the updated documentation of originals correctly identified, either on paper or in computer file, or if necessary, in both. The person in charge will keep a copy of the obsolete documents or in paper or computer support in a clearly recognized physical or computer folder (“old version”, “outdated version”, for example) in order to evade any chance of mistake and / or usage.

Regarding security copies or backups, the person in charge of computing periodically makes backup copies of all the documents, data and records of the system including all the information and materials received from the client, and of all the information generated in the operational processes.
The external documentation, as well as the list of legislation relevant to the sector, will be identified and communicated by the Director of Quality, Management or Technical Secretariat to the relevant managers.

The internal documentation is listed and updated in the LISTED document, located in the QUALITY folder, where all the documentation and version are registered, the Director of Quality or Management being responsible for its maintenance and updating, communicating any variation, update or new version to the relevant managers.

Management of offers, orders and contracts

Procedure 4 (P4) of the standard establishes the basis of the relationship between the translation company and the client, as well as the methodology to follow to formalize the relationship between the translation service user and the translation company.

The object of the procedure is to establish the process to follow to prepare an offer or budget for a translation service based on the requirements and needs of the client, perform a feasibility analysis and, if it is viable and the client accepts the offer, make the contract for this service

Its field of application includes all the activities that the company carries out with respect to the elaboration of the feasibility analysis of the project, the preparation of the offer / budget in terms of technical, economic, quality and delivery specifications, the revision / modifications of the offer and clarification of possible discrepancies and the contract for the performance of the service once the offer / budget has been accepted or the order received in case the customer is potential and unusual and has not previously received a service supply contract with general conditions applicable to regular supply requests.

In the case of new clients who do not know the terms of the contract and the general conditions, as well as for works of an exceptional nature for regular clients, the Manager approves the result of the feasibility analysis thus giving his authorization to offer the client. It also signs the contract for the execution of the translation service with the client.
The Commercial executive coordinates all contacts with the client during the offer phase to clearly establish their expectations and needs, either directly or through the Project Manager assigned in the offer.

The Project Manager is responsible for carrying out the feasibility analysis and verifying that the offer details are correct, as well as verifying that the order matches the offer.
About Pangeanic

Pangeanic is a world class translation agency with offices in Valencia (headquarters), Madrid, Shanghai, London, Hong Kong, Tokyo, Boston, Miami, Chicago, Houston, San Francisco and Los Angeles.