D2 Defence Request for CLSS Translation Form FAQs
 (Frequently Asked Questions)
Answered by the Office of Document Management
January 2005
 (supersedes October 2004 FAQs)

What are the guidelines for the D2 form?  
•	When you open the Word form, a new copy with the current date will be generated
•	Please submit a completed hard copy of the form for each document submitted to CLSS for translation. 
•	ODM recommends filling out the form electronically in Word:  The blanks on the form either accept one character (to check the requested language, for example) or expand to accept numbers or phrases.
•	Alternatively, teams may also print out the form and fill it out in hard copy if desired.
•	See also the explanations and “Example” page below.
•	Please note a “D1” form was piloted in fall of 2004.  Please do not use this form any longer.

What goes into the blanks on the form?  ODM suggests that for each batch of translation requests, teams fill in the fields highlighted in this type and save the form to use as a template for other documents in the same batch. This way, teams will only need to fill in the fields in this blue for each document in the same batch.  

•	Defence Team Document Number:  Please fill in the identifying number used by your team. This ensures teams will be able to match up requests with returned translations and makes it easy for ODM and Defence to identify any documents requiring discussion via phone or e-mail. 
The ODM Number and CLSS Job Number fields are for ICTY internal use. 

•	Requesting Person:  Name of person to whom translation should be returned/point of contact. 

•	Date of Request:  Automatically generated.  The form generates a date in the format Day,  Month, 4-Digit Year.  The date is generated when you open the form or print it out.

•	Contact E-Mail:  Upon receipt of your request, ODM sends a confirming e-mail to this address. 

•	Date Translation Needed:  Please fill in.

•	Name of Accused:  Please fill in

•	Number of pages:   Please list the number of physical pages, counting even those with small amounts of text.

•	Case number:   IT + two-digit year + remaining numbers

•	Translation To Be Returned In:  Please select hard copy or electronic version.  OLAD will return electronic versions to the contact e-mail. 

•	Translation From & Into:   Please check the appropriate boxes for each; please specify which “other” language is needed if warranted.  B/C/S = Bosnian/Croatian/Serbian
•	N.B.  If one document is in more than one language, please divide it into one request per  language.   

•	Document type:  Disclosed or nondisclosed:  Please check one.  For disclosed material, list the eight-digit ERN on the first page of the document and the eight-digit ERN on the last page – the span should equal the number of pages. 

•	If available, an unofficial OTP translation is requested:  Optional.  Check the box if desired. 

•	Internal document number or other identifying information:  Please list at least one or two strings of numbers or phrases that differentiate this document from others:  
Examples:  	Ur.broj: 1122-34/1-04-09
Klasa:  123-45/67-89/01
Zapisnik (signed by) Jane Doe or  (letter to)  John Doe

•	Intended purpose of the translation requested:  Please specify the document's intended use. 

•	Comments (optional):   Teams are encouraged to note circumstances that justify requested deadlines. 

Why must this form be submitted with each document for translation?  CLSS and ODM track translation work by individual document, not by batches of documents.  ODM recommends Defence teams make a copy of each outgoing form –the compiled copies will make up a “log” of submitted translations which can be matched up against completed translations. ODM believes it will be far faster to fill out the forms and copy them than it is to generate a separate index of documents submitted. Now that this form is in use, teams no longer need to submit indexes to CLSS. Also, please note ODM created this form at ADC’s request. 

My team wants to submit a batch of documents for processing.  Do we have to submit them one at a time?   No, you may still submit batches of documents – but each document within the batch must be accompanied by a completed Defence Request for CLSS Translation.
What kind of translation will this request obtain?  CLSS produces full, official translations for all parties.   Official CLSS translations are produced by translators who have passed a stringent CLSS translation examination; these translations are formally revised.  
The form has an option to request unofficial OTP translations.  What does this mean?  In August 2004, ODM negotiated an agreement with OTP that allows ODM to pass unofficial OTP translations to Defence teams.  These translations will correspond to Defence requests for translation of disclosed material only.  Passage of these unofficial translations has begun.  OTP will not know which unofficial translations ODM is relaying to Defence teams.
In the unlikely event ODM locates an unofficial translation of redacted material, ODM will contact Defence.  OTP’s agreement with ODM specifies that OTP must compare a redacted original with an unofficial translation before the latter can be passed to Defence.  This is to ensure the translation is redacted properly.  ODM will not pass the redacted original to OTP without written permission from the Defence team to do so. 
Please note that unofficial OTP translations are produced by OTP language assistants in its Document and Video Unit, Military Analysis Team, or elsewhere for OTP use.  Defence teams may find unofficial translations useful for ascertainment of facts.  
Discussion of the utility of  unofficial translation should be between ODM and Defence; CLSS does not revise unofficial translations or advise on their use.  ODM wishes to stress that for material that will receive point-by-point examination in the courtroom, Defence teams should continue to request official CLSS translations.

What if an unofficial translation meets Defence team needs?  Within two weeks of receiving the unofficial translation, please advise ODM by e-mail (ODM@un.org) or phone (31-(0) 70-512-5151.  We will then coordinate with CLSS to cancel the relevant request for official translation. 

What if the unofficial translation does not meets Defence team needs?  Please note that CLSS will log the Defence translation request for official translation effective the date ODM relayed the unofficial translation to the Defence team; the request remains pending during Defence review of the unofficial translation.  If a Defence team decides an unofficial translation does not meet their needs, CLSS will handle the translation request as if an unofficial translation did not exist.  
Are Defence teams guaranteed unofficial translations?  ODM will endeavor to provide these translations when available.  Provision of OTP unofficial translations is constrained as follows: 
•	ODM’s staffing does not yet allow us to search all incoming Defence translation requests and therefore find all possible unofficial translations.
•	In ODM’s experience to date, an unofficial OTP translation of an original often does not exist.
•	Some unofficial translations are for a wider range of pages than Defence may be requesting for translation—in ODM’s experience to date, this situation is rare. Should it occur, ODM can only provide an unofficial translation corresponding to a subset of a range if we are assured the full range was disclosed to Defence. This is why the form asks that the full range disclosed be specified if teams request any available unofficial translations. 

What if a Defence team has both disclosed and undisclosed versions of the same document?  Does it matter which we submit for translation?   ODM recommends the disclosed version be submitted if possible—this way, if we find an unofficial translation, we can provide it to you. 

ODM-OTP August 2004 Agreement

1.	ODM will provide Defence with DVU, MAT,  or other unofficial OTP translations carrying ERN's identical to those on the disclosed originals which Defence has submitted to CLSS for translation. 

2.	If Defence requests translations for material that is a subset of an ERN range appearing on an OTP translation, ODM will only provide the OTP translation if we can easily match up Defence requests spanning the entire range (for example, two Defence requests for 0001-0005 and 0006-0010 to match one DVU translation spanning range 0001-0010). 

3.	ODM will ask Defence to specify the entire range disclosed for translation requests of material that is a subset of an ERN range. For example, if Defence requests a translation of 0005-0007 in a 0001-0010 range, Defence must indicate that 0005-0007 is part of range 0001-0010 before ODM will provide Defence with an OTP translation of 0005-0007. 

4.	For any redacted material, ODM will pass both the Defence original and the DVU translation to OTP for a recheck to ensure no redacted material is passed to Defence.