Use Case
Secure Document Collection for Certified Translators
Collect the certificates, diplomas, and legal documents you translate through one end-to-end encrypted link, not an email attachment. No client account, NDA-grade confidentiality, and requests that expire when the job is done.
Collect Documents to Translate SecurelyThe Problem
Clients email you their birth certificate as an attachment
Someone needs a marriage certificate or diploma translated, so they email a scan. It now lives in your inbox and theirs, backed up and searchable long after you've delivered.
You sign an NDA, then collect the document over email anyway
The confidentiality promise is real, but the intake channel undercuts it. Attachments get forwarded, sit in sent folders, and pass through mail servers neither of you controls.
A private client won't set up an account to send one file
Your client is an individual sending a single sensitive document, not a company. A login wall loses them, and a shared Drive folder exposes the last client's file to the next.
The source document should be gone after delivery, and often isn't
Good practice is to keep source files only as long as the job needs. Clearing them out of email and folders by hand rarely happens on schedule.
How it works
Build a request per document type
Create one reusable intake for each type you handle: birth certificate, academic transcript, court judgment. A clear label means the client uploads the right scan the first time.
Send the client a link, no account needed
It opens as a branded page in your name. The client uploads from a phone or laptop with nothing to install and no sign-up, which matters when they're a stranger sending their ID.
The file is encrypted before it leaves their device
Every scan is encrypted in the client's browser, so it reaches you unreadable to anyone in between, including us. You're notified the moment a document lands.
Translate, deliver, and let it expire
Download the source to work on, then set the request to expire so the original doesn't linger in an inbox after the certified translation ships.
Benefits
- —Source documents never sit as email attachments in two inboxes
- —Encrypted in the client's browser, unreadable to us or anyone in transit
- —No account for your client, they open the link and upload
- —Each client's document stays isolated from the next
- —Requests expire, matching the confidentiality you already promise
- —A timestamped record of when each document arrived, for your own files
A certified translation starts with someone's original document. Email is the wrong place to receive it.
A certified job begins with the client handing you the source: a birth certificate, a university transcript, a court judgment, a bank letter for a visa file. The usual channel is an email attachment, so a scan of someone's identity document lands in two inboxes, gets backed up, and stays searchable long after you've delivered the translation.
For work headed to USCIS, a court, or a university, you sign a certificate of accuracy, and often an NDA on top of it. That confidentiality is the product. Collecting the document over email quietly works against it, because attachments get forwarded, sit in sent folders, and travel through servers neither you nor the client controls. As machine translation takes the low-stakes work, the human, certified end of the market competes on exactly this kind of trust. The way you receive the file should match the certificate you put your name to.
What you'll collect
One reusable request per document type replaces the back-and-forth. Everything the client uploads is encrypted in their browser and kept apart from every other job:
- Birth, marriage, and divorce certificates
- Academic transcripts, diplomas, and credential evaluations
- Court judgments, affidavits, and legal filings
- Bank letters and financial statements for visa files
- Police clearance and civil-registry records
- Medical and vaccination records, where the case needs them
How the intake flow works
When a job comes in: Send your standard request for that document type. It opens as a page carrying your name, not a generic upload form, so the client knows it's really you asking.
They upload the document: A clear label tells them which scan goes where, so you get a legible file the first time instead of a blurry phone photo. It's encrypted on their device before it's sent, so doconvoy never sees a readable copy either. You're notified as each document arrives.
You translate and deliver: Download the source, do the work, and set the request to expire so the original doesn't outlive the job it was sent for.
What your client experiences
Most of your clients are private individuals, not companies, and the document they're sending is one of the most sensitive they own. A link that opens, takes the upload, and visibly encrypts it on their own device asks nothing of them: no account, no app, no public folder. That's what gets a nervous first-time client to send the certificate instead of asking whether they can just email it.
Confidentiality that matches the certificate you sign
When you certify a translation, your name is on how the document was handled as much as on what it says. Every upload is logged with the time it arrived, and requests expire on a schedule you set, so a source file isn't still sitting somewhere months later. If a client asks you to delete what you hold, you remove that submission directly instead of hunting through mail and backups.
This is the translator's view of a wider intake workflow. To set it up, see how to receive documents for translation securely; on why email is the wrong channel, is it safe to send documents for translation by email?; and on the trust angle, client confidentiality for translators. For the identity-document side, see KYC & Identity Document Collection. The building blocks are Secure Requests and expiring access controls.
Handle sensitive client information securely — from onboarding to handoff. Try any workspace free for 3 days — no credit card required.
Collect Documents to Translate Securely