Beth Worthy
7/13/2020
In this digital era, a data breach or personal information leak is a growing concern. A small mistake from your end can cost you and your business a great loss, and all your precious data and sensitive information can fall in the hands of cybercriminals.
If you are dealing with transcription services and outsourcing tasks, the risk of data security is much higher. Your audio recording might have some sensitive information that can be used against you and your company. So how does one keep the data secured and safe?
Choosing a trusted transcription service provider can be a daunting task, but at the same time, it will ensure your peace of mind and help safeguard your valuable data in the long run.
The most vital aspect of data security is website data encryption. A secure online transcription service company will follow the protocols of the right data encryption. Before you zero down on a transcription service provider, look at the URL. If the web address has HTTPS, it is a sign of a secured site –the data exchange between the third party and your browser is encrypted and is completely safe. If the ‘S’ is missing from the HTTP address, remember it is outdated and does not promise security.
Also, consider a service provider that emphasizes on using TLS or SSL encrypted log-in portals. Companies make sure their transcriptionists use the said log-in portals, and the data is stored in an encrypted format to avoid any kind of internal threat or information breach.
Any reliable audio transcription services will provide a non-disclosure agreement (NDA). By signing an NDA contract, the service provider ensures your shared data or information in your audio files will not be shared, disclosed, or discussed with any other third party or person. Transcriptionists working with reputed transcription services companies are obliged to sign an NDA along with other confidential agreements. Several transcription service providers offer NDA on request and are more than willing to help.
If a service provider breaches the contract, legal action can be taken against the company and its employee. Companies generally don’t charge extra for an NDA feature. If you come across a service provider that refuses to sign or offer an NDA, don’t consider them for work.
All your confidential files – audio, video, or transcripts should have a limited storage time. Once a transcription file is delivered and uploaded and the project is completed – the files should automatically get deleted within a stipulated period. The file will no longer be available to the third party for future tampering or misuse. Never let your guard down.
If your transcription service provider is sending your audio files to offshore transcribers, you need to reconsider your options. Several transcription service companies outsource their work and hire freelancers across the globe. There is a high chance of your valuable data being leaked or the danger of cyber theft if the service provider is sharing files to a freelancer located elsewhere.
Offshore services could make policy implementations and tracking breach cumbersome, as privacy laws can vary from country to country. Instead, go for companies that rely on their own in-house and local transcriptionists. Data security should be your paramount concern; however, the transcription services should also be equally accountable.
A Transcription services company that follows the General Data Protection Regulation (GDPR) can be trusted, and you can be certain your sensitive data is in safe hands. GDPR is a series of strict regulatory rules that every European Union Company has to abide by and follow. If your transcription service provider follows the GDPR compliance policy, it is following the best business practice. The GDPRgives weightage to data protection – it is safe to assume that your data is being dealt with utmost sensitivity and confidentiality.
Trusting ASR (automatic speech recognition) or automated speech-to-text software could cost you. You may want to rely on software-generated transcripts to keep any kind of human intervention at bay, but how reliable are these service providers that are heavily dependent on ASR software? Your recorded audio files are not quite safe with such companies. They can use your confidential audio files to test their product – to check their own software’s performance and accuracy.
Such companies can put your data security at a much higher risk than anticipated. The ASR vendor might be in some other part of the world; you would not be aware where your valuable data is being stored and on which server. So before handing your sensitive data to any transcription service company, your research about the service provider should be thorough.
In today’s digital landscape, relying on just a password is not enough to protect sensitive data. Multi-factor authentication (MFA) adds an extra layer of security by requiring users to verify their identity through multiple authentication steps—such as a password combined with a one-time code sent to their phone or email. This makes it significantly harder for hackers to gain unauthorized access, even if login credentials are compromised.
At GMR Transcription, we prioritize data security and implement MFA to ensure that only authorized users can access confidential files. By requiring multiple forms of verification, we minimize the risk of unauthorized access, safeguarding your sensitive information with industry-leading security measures.
With so many transcription service providers available, choosing the right one is crucial to ensure your data remains protected. Prioritize working with a company that relies on in-house transcriptionists rather than outsourcing to offshore freelancers, as this helps maintain security and accountability. Remember, quality transcription services come at a price, but the investment is worth the peace of mind.
At GMR Transcription, we prioritize data security by implementing strict privacy measures, including GDPR compliance and NDA agreements, to keep your confidential information safe. Our website is secured with HTTPS encryption, ensuring your data is protected at every step. Choose GMR Transcription for secure, accurate, and reliable transcription services you can trust.
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