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NOTES ABOUT BIRTH CERTIFICATES

In many countries birth certificates are standard documents. In some countries, however, they come in multiple forms:

a) Birth certificates from Venezuela come in multiple forms, from a single handwritten document, to a form, to a document spanning multiple pages (with SAREN payment receipt, legalization, handwritten and typed document text, legalizations and apostil. Therefore, a quote request is always required.

b) Brazilian birth certificates have evolved over the years. Older documents are simple, and latter documents have been issued in a form. These forms seem to be changed every couple of years. Additionally, Brazilian law also allows a civil registry in one state to issue a paper (or digital) document from another. This may result in refusal of document in the U.S.A. Additionally, for USCIS cases a CERTIDÃO DE NASCIMENTO DE INTEIRO TEOR (FULL TEXT BIRTH CERTIFICATE) may be requested. This is a narrative document, which differs from the form based documents usually issued by most civil registries.

c) Cuban birth certificates come in two formats. One is a short form, front and back, the other one comes in a regular size page, with information printed in one side only. The presented information is the same. If you have the shorter version, both front and back must be translated.

d) Older Soviet era birth certificates usually come in a shorth form presented as a simple booklet. These documents were issued in all former Republics, the documents being issued in both Russian and the Republic’s language. The documents are handwritten and often impossible to read, requiring assistance from the client.

e) Documents written in an alphabet other than the Latin alphabet require transliteration. As words can be transliterated in different forms, it is necessary for the client to provide the correct transliteration used, to ensure consistency. This does not apply only to Cyrillic, Greek names can also be transliterated in different versions.

f) Mexican birth certificates also come in different formats, depending in the State where issued.

g) European Union birth certificates are also issued for all countries who are member of the EU, written in French and the country’s official language.

h) American birth certificates usually come in short and long forms. Before submitting the document for a quote, check whether the long form is required. U.S. birth certificates are state, rather than Federal documents, so they vary from State to State.

i) Argentine birth certificates tend to be handwritten. Some handwriting can be difficult to read, so client assistance is required.

j) Birth certificates often come with incorrect data, such as misspellings of parents, grandparents and place names. We have also seen mistaken genders and dates. We cannot make any corrections: authorities check the information in originals and may reject the translation if it does not match the original.

k) Birth certificates from Haiti may also come in different formats. Some are handwritten in hard-to-read cursive, more modern ones are typewritten. Clarification from the client is often required.

l) Birth certificates from several other countries often come in handwritten format, including Peru, Uruguay, Italy, Portugal, Colombia

m) Birth certificates from Morocco, Tunisia and Algeria come in both Arabic and French. We do the translation (and certify) from French.

Should I use a company that uses standard table templates for birth certificate translations?

In a nutshell, no.

Usually, a standard template (a one size-fits-all table template, if you may) is used by people who are not qualified translators, such as multiservice companies. They simply create a table with name of person, date of birth, place of birth, names of parents, and other data they seem important, and fill it in. Such templates often miss out important information which is checked by the receiving authority (mainly USCIS) and results in the rejection of the cheap translation. You have simply wasted money.

Additionally, these translations are often self-certified by a notary who “prepared” the translation. This is also improper. A notary cannot certify their own signature, resulting in the rejection of the cheap translation. You have simply wasted money.

Rejection of a translation usually slows down processes, resulting in more costs and wait-time. Additionally, they may raise an unwanted and unnecessary red flag for the case.

AI AT TIMES OVERDOES THINGS

By Carlos de Paula

A client of mine had a problem that seemed impossible to solve. He was born in Croatia, during World War II, and migrated to Argentina with his parents a while after birth. In Argentina an overzealous translator converted his name as it appeared in his birth certificate into the Spanish equivalent. However, the name was never officially changed, and USCIS wanted to see a name change decree. Now in the USA to live close by his daughter, he could not get his green card because all he had was the translation, which converted his name into Spanish. I found the solution easily: I told him to get a copy of his Yugoslavian document in Serbo-Croatian, and I would translate into English properly. Issue solved, happy client.

My dear Argentine colleague failed to observe a major rule in document translation: never translate names.

Guess who does this all the time? You guessed right, AI. AI translation software cares less about translation rules, and normally translates names, last names of people, names of cities and streets that should not be translated. Thus, Miguel easily turns into Michael, and Maria into Mary. Those are the easy ones: Tiago turns into James, for example. Certain cities, for instance, Lisbon, have to be translated (originally Lisboa in Portugal), while others, such as Paris, are not. AI may be compelled to translate Sao Paulo into Saint Paul, quickly turning a Brazilian into a Minnesotan. By the way, names of Academic Institutions are by convention not translated as well. In a simple document this is easy to pick up and correct, in a large one or in a book translation full of names it can turn into a nightmare.

Additionally, AI Translation makes a huge confusion with dates, often failing to invert month and day from some documents, without looking into context. Sometimes it does it right, then wrong in the same document, further compounding the problem. It also has a bit of a problem with commas and periods in numbers.

Notice that transliteration is different from translation, but that is the subject of another post.

An AI Translation editor with a keen eye for detail and experience should be hired to avoid confusion.

Carlos de Paula is one of the top Brazilian Portuguese translators in the USA since 1982. And now a top Portuguese AI Translation editor as well.

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