Ever wondered why data security is so crucial when it comes to transcription companies. Are you in search of ways you can protect the data of your employees, standards of operations, suppliers and management needs from third party access while it is being transcribed?
If yes, then read on as in this blog we will tell you all about the importance of data security in a transcription business.
No matter what industry you are in, data security is a must. Failure to keep your data secured, whether when it’s in-house or at the hands of third-parties, can lead to serious business consequences. For example, your company may have to deal with incidences of breaches or leaks resulting from poor handling of data by the third parties you have contracted for various tasks.
Why Data Security is Important in Transcription Business
It is important to put in place measures to secure your data before hiring a transcription company. We have discussed a few points below that will keep you worry-free when entrusting your data to a transcription firm. Although, it should also be noted that many companies already have in-house standards for ensuring data security and thus won’t jeopardize your data.
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Have a good security policy
Before contracting any party to handle your data, ensure that your organization security is in order. In simple word, you should evaluate your data security policy and make sure that it is sound and rational.
For instance, there should be a simple way of classifying sensitive and common data. The policy guidelines should be clear and precise on the classification of data and should be easily understood by all stakeholders in your organization.
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Choose the Right Transcription Services Provider
The second step is to hire the right transcription services provider that is reliable and honest. To do this, you should educate yourself about different companies and find out how they handle client data. You can request the company to provide their in-house standards of operations on handling client data.
The ideal company would be enforcing a strict data security policy across the organization. For example, there should be security rules that protect client data from being copied to portable devices.
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Protect Your Data
Take steps to protect your data before handing it out to a transcription services provider. For example, use database monitoring gateways and application firewalls wherever you are storing the data.
These infrastructures can help to enforce usage policies that can prevent vulnerable exploitation, and avoid privilege abuse. You should also be hire a transcription company that enforces such securities.
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How to Evaluate a Transcription Company
Your data is valuable and therefore, it must be handled carefully, especially when you are working with transcription companies. If the data gets to the wrong firm, a lot of misfortune and embarrassment may follow your organization.
Even worse, you could end up with cases of economic espionage. Imagine the disaster when the confidential data of your products or company meeting memos get in the hands of a competitor!Given how data in the wrong hands can significantly impact your company, you should choose a transcription company with care.We have listed a few things you should consider when evaluating different transcription services providers.
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Data Center & Storage Infrastructure
Choose a company that uses robust and secure servers to transfer, access and store client files. They should have servers that are built with the latest data center technology and secured against malicious penetration threats by robust firewalls and redundant security layers. The servers should also have the latest security patches and should be protected using antivirus software.
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Platform security
One other important factor you should consider is the platform that is used by the company when working on client data. A transcription company that is serious about client data security will ensure all data it receives is streamed through a secure and encrypted work delivery platform. The platform should be encrypted with Secure Socket Layers (SSL) and the data encrypted from prying third parties.
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Quality Assurance and Security
Your data security is just as important as the output quality. After going to great lengths to ensure your data is secure, the company should produce flawless transcriptions of your audio and video files.
Find out about the quality assurance measures that a transcription company you want to engage has to ensure content is transcribed to the highest standards. Getting the transcriptionist to sign a non-disclosure agreement before they can access any sensitive content that is to be transcribed, is ideal.
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Employee Security
You should be aware of the person that is working on transcribing your sensitive data. For this purpose, it is vital to find out about the background of the transcriptionists that would be working on your files for you. The professionals should have a clean background and the transcription company should put measures in place to deter the employees from tampering with your data.
For example, a company could split your audio files into sub-files and distribute them to different transcribers so that none of them would have the full scope of the content they are working on.
The above is an overview of why data security is important and steps you should take to find a transcription company that will keep your data safe.
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