Live Support Chat
Home » Blogs » Kevin's blog » Tips for Protecting Your Data While Using Transcription Services

Tips for Protecting Your Data While Using Transcription Services

Tips for Protecting Your Data While Using Transcription Services

By: Kevin

20 Apr 2020

Data protection and consumer privacy is a crucial and critical initiative in every business. With such stringent expectations imposed on knowledge security, transcription is one facility that must stay compliant with strict safety procedures. Confidential transcription systems, like every other essential business technology in operation, help keep corporations and non-profits alive by ensuring that any transcribed phrase and bits of detail are kept under strict data security supervision. The potential of quick, safe, reliable transcription services will help large companies and enterprise businesses almost anywhere. It becomes much more searchable, efficient and productive for your company as a whole by turning any of your audio from events, conferences, interviews, speeches and more into an easily readable text file.

There's no chance the privacy security is considered too seriously. You need to make confident that the details remain protected and stable while searching for collaboration with a transcription service provider. It’s the first duty for the secure transcription of an audio file into a text. The first thing you can do to ask the service company to sign a Non-Disclosure (NDA) document. When you inquire, most transcription service providers would be able to do this and if they aren't, it's a negative indication. Aside from an NDA, there's not much you can do to secure your data directly. You wind up depending on the standards and procedures the recording service provider has adopted.

So, the only thing you can do to secure your data is to find a collaborator who concerns about the integrity of your data almost even more than you do. You need to consider what makes a transcription service safe, to make the right decision. The following are the key points distinguishing transcription service from those ensuring your data is secure. Fortunately, it's not that difficult and a bit of information will spell the difference between a security breach and the result you deserve. The NDA will represent the commitment of the company not to report, reveal, or share information that you provide to other parties. The confidentiality of the data that you exchange will rest with the provider until the NDA has been registered. You may choose litigation against companies that do not follow the NDA.

Though offshore service providers help keep costs down, they may be bound by various data privacy and security laws. The laws governing data security vary from country to country and it can be difficult to follow up with an offshore provider to ensure that they adhere to the laws that you care about. A better option is to employ local transcription service providers. These transcriptionists are simpler to track because you can test the data protection practices that are used in their companies. Recording firms headquartered in the US are more likely to conform to the industry's existing data protection rules.

Unsecured personal information on social sites has prompted governments worldwide to consider regulating social media networks. Consider what would happen if the data were to get into the wrong hands. Despite cybercrime cases on the rise, all the appropriate steps must be made to ensure that the data is safe while it is with the transcription service providers. Your recording projects must include critical data processing. You ought to believe the program would preserve the company's privacy while transcribing transcripts of private meetings. Likewise, conversations with prospective hires and consumer analysis reviews will be held under wraps to remain compliant with data privacy legislation and ethical conduct.

If you are concerned about holding the data safe and protected, Engaging with reliable transcription service providers would make all the difference. They will also check that the platform utilizes secure authentication portals that not only safeguard your audio recording but also your sensitive details to guarantee your privacy and protection are not a danger. This would help deter leaks of privacy triggered by external and internal attacks. If you see these forms of policies for encryption, you should be assured that the data can be processed and transcribed without any hassle. Look for a service that can boast all these security encryptions. The truth is, they're not hard to implement so a lack of them indicates that the company doesn't even see data protection as a primary consideration.

The General Data Protection Regulation is an international guideline for best practice in data protection. All organizations which work in or represent users in the European Union must follow the rules. The transcription company will provide data protection measures that are consistent with GDPR. Data security is a matter which no company can afford to ignore. If you intend to outsource your transcription work to a third party, please follow it to keep your data safe. This relies on a wide variety of different data handling techniques and positions the burden of processing customer data on the company concerned. It ensures transcription companies need to tighten their security measures and announce officially if there has been a breach of their confidentiality, otherwise, they could face huge fines. The GDPR makes sure the data is treated with strict protection controls. Any business that meets the GDPR can be called a safe transcription provider that can ensure that, if the data is mishandled, you get compensation for it.

To eliminate any possible unauthorized access, each transcriptionist and editor has to be assigned unique accounts and passwords. All passwords should be kept on a secure storage device, supervised by a Chief Privacy Officer. Laptops given to transcriptionists should also be protected by removing all of the systems' hard drives and limiting access to web pages and emails. You upload a transcription file; it is delivered to you and then the status of those files uploaded is a mystery. Make sure the files aren't indefinitely stored for any reason. There should be a limited storage period enabling the automated deletion of your confidential transcripts, audio, and video files after the project is complete. We also forbid the printing of transcripts. To give you peace of mind, transcription facilities must be committed to providing safe and secure services. It's just not worth taking chances with your records, particularly in a modern age in which cybercriminals are everywhere.