Introduction
Data security is a significant problem in the transcription industry, particularly if you want to have your depositions, research audios, podcasts, interviews, or any other audio or video information transcribed. Grand View Research expects the US transcription industry will be worth $19.8 billion in 2019, with a compound annual growth rate (CAGR) of 6.1% over the following seven years. With increased cyber risks, however, the privacy of information communicated via video or audio files remains a key concern.
Before exchanging audio recordings, customers should look into their transcription service provider’s testimonies, past experience, and data security procedures. Here are five things to take to verify your supplier offers the protection you require.
What is Data Management?
The discipline of obtaining, storing, and utilizing data in a secure, efficient, and cost-effective manner is known as data management. The purpose of data management is to assist individuals, organizations, and connected objects in optimizing the use of data within the constraints of policy and legislation so that they can make choices and conduct actions that maximize the organization’s advantage. As businesses increasingly rely on intangible assets to generate value, a solid data management strategy is more important than ever.
In an organization, managing digital data entails a wide range of activities, rules, processes, and practices. Data management is a broad field that includes issues such as how to:
- Create, access, and update data from various data tiers.
- Data should be stored in several clouds and on-premises.
- High availability and catastrophe recovery are provided.
- Use data in an increasing number of apps, analytics, and algorithms.
- Maintain data privacy and security.
- Archive and delete data in line with retention policies and regulations.
A formal data management strategy takes into account user and administrator behavior, data management technology capabilities, regulatory duties, and the organization’s goal to extract value from its data.
Top Practices of managing data without compromising through transcriptions
Addressing data management issues necessitates a comprehensive, well-planned set of best practices. Although exact best practices differ based on the type of data involved and the sector, the best practices listed below address the primary data management difficulties that companies face today:
- Choose a reputable firm with an excellent web reputation
When you join a new transcription firm, you should conduct a thorough background check, just like you would in any other industry. Online reviews and reputation are helpful in this regard. You should read as many reviews as possible on sites like TrustPilot, Better Business Bureau, Capterra, Google Business Profile, Yelp, and Facebook to learn more about their privacy policies. Descriptive and honest evaluations from their current clientele might help you comprehend the quality of their services and make an educated selection. - Sign a Non-Disclosure Agreement
Signing a nondisclosure agreement (NDA) with your transcription service provider is a vital step toward ensuring data security. An NDA should state unequivocally that the service provider is legally obligated to keep your data secure. It also assures that your data’s privacy and security are protected at all stages of the transcribing process and that the service provider has complete control over it. If they refuse to sign it, it is a red signal, and you should end this business arrangement.
- Learn who is in charge of your audio or video transcription job
Knowing who manages your transcribing job once your files are with the provider is critical. Ensure that your audio or video transcription files are not shared with offshore workers, since this might jeopardize their security. You may discover that these workers are not subject to any jurisdiction, making investigating violations difficult. Using transcriptionists headquartered in the United States allows you to maintain track of your work and legally enforce data security and confidentiality.
- Examine your service provider’s website data encryption tools
Before entrusting your video or audio files to a transcription service provider, double-check their website URL and login gateway. If the URL begins with “HTTPS,” you’re fine to go—the “S” indicates that it’s encrypted with Secure Sockets Layer/Transport Layer Security. SSL/TLS encrypts the connection between a web server and a browser, guaranteeing that all data sent between them is private and safe. The usage of this data security protocol is indicated by a padlock icon or a sign in the address bar of any webpage.
HTTPS’s key goals are website authentication and the protection of data privacy and integrity while in transit. It encrypts bidirectional communications between a client and a server to avoid eavesdropping or tampering by third parties. As a result, if you post audio or video files to their website, they will be protected from fraudsters.
- Check for GDPR or other comparable rules compliance
Companies operating in the EU are required to comply with the General Data Protection Regulation (GDPR). A company that handles client data must accept responsibility for data protection and implement adequate data handling safeguards. As a result, you must determine if your transcription service provider’s data protection methods comply with GDPR or a U.S. counterpart, such as the California Consumer Privacy Act (CCPA). The provider’s compliance demonstrates their commitment to providing secure data and transcribing services. Furthermore, if your data security is violated, the transcription service provider may face penalties or other sanctions, so they will make every attempt to safeguard your data properly.
In short, if the transcription service provider does not have an NDA, does not have data encryption tools on their website, does not follow GDPR rules, or assigns transcription work to offshore freelancers and employees without adequate compliance, your data is at risk of being misused by cybercriminals. Check these five elements with the vendor before giving over your recordings, whether you require a video or audio transcription, so you may have total trust in the vendor’s data security and confidentiality methods and processes.
Summing Up
Remember that your transcription data may contain sensitive and personal information that must be kept private in order to protect your and your customer’s interests. Make your team work wisely and select a transcription service provider who can give the greatest level of data protection and privacy.
Oriental Solutions is a high-quality, yet low-cost, end-to-end solution provider for information processing and document management.
