Introduction
10. Clearance of official documents and translation of materials in a timely manner is essential to support an effective response to an outbreak or health emergency. This SOP provides guidance and summarizes the procedures to clear documents and obtain translation services during a health emergency. These standard operating procedures will facilitate access to services in a timely manner.
This SOP initially applies at the HQ level, to be expanded to RO and CO levels in the next version.
Activation
20. Document clearance and translation services for emergencies are activated as per the criteria in WHO eManual XVII.2.7 Activation of Emergency Procedures.
Application
Document Clearance
30. All official correspondence will follow established WHO guidance on style and preparation, as per the links below.
40. All official communication products are cleared by the Department of Communications (DCO) under DGO at the HQ level.
Translation
50. All official correspondence, official communication and information products (i.e. issued by the Organization and/or to be published on official WHO websites) are translated through the translation teams within the Language Services Unit at the HQ level.
60. All translation requests are provided to LNG through the online LNG document management system. Unit Head LNG may be informed of urgent requests (to be defined) via email, but they must be submitted in the online LNG document management system.
70. Internal documents and
presentations which are not for official publication or transmission and official
products for publication in non-official languages may be translated using
external service providers or contractors. LNG does not undertake to review
such products. LNG does not translate official publications into non-official
languages.
For further information, Office of Language Services (who.int)
Standard Operating Procedures
80. The process flows for clearance and translation of official correspondence, official communications, and official information products are described in Table 1.
90. In all cases, the following principles apply:
- At the outset of an emergency, the Incident Manager or IMST Lead should identify requirements for official correspondence and documentation, ideally through a forward-looking plan or a weekly review.
- At the HQ level, the document plan, or outcomes of weekly reviews, are prepared by the IMST Lead and approved by the Unit Head AEM, who provides the plans to the focal points for GBS, DGO and LNG.
- Ad hoc urgent requests are communicated by WHE staff to Unit Head AEM, or in Unit Head AEM's absence, to EXD/WHE's Chief Operations Officer.
- Unit Head AEM (or Chief Operations Officer) informs GBS, DGO and LNG of urgent requests to alert them of upcoming requirements as early as possible.
- In the event of multiple requests, the Unit Head AEM or Chief Operations Officer agrees on priorities and timelines with GBS, DGO and LNG.
- If evening or weekend services are required, Unit Head AEM or Chief Operations Officer WHE informs GBS, DGO, and LNG by 12 noon (for evening services) or by 2 pm Friday (for weekend services). Such texts are understood to be for meeting communications needs and not the longer timeline required for technical products.
