Safeguard Confidential Transcripts

As a transcription service company AllTranscript.com has to lots of transcribe digital materials for it’s  clients. Some of these materials go live on TV as subtitle and closed captions. And some of these materials go live on our clients websites such as radio stations and podcasters who need transcription services. However a lot of our clients who are market researchers, State police departments, private investigators and financial service providers need confidential transcription.

What is a confidential transcription? Simply put the service provider is not allowed to shared the transcribed content with anyone. Usually they are bound a by a legal document which prescribes the guidelines to be followed when transcribing confidential files. For example, we the vendor is required to safely store the digital recordings when in their possession. After the transcription the transcripts are to be safely store. They are not to be shared with anyone or shared with anyone or to any platform or space without the clients consent. The transcription vendor is required to destroy all materials in their possession after the project has been completed. All these clauses are compiled into a legal document which is known as a Non Disclosure Agreement or NDA which we as a transcription company sign with our clients. It is a written promise by us that we will keep all materials safe while it is in our possession.

Keeping the transcripts safe is a very important to us as we have to make sure that the transcripts do not get leaked out to unauthorized persons. So we follow a set of procedures which help in keeping our clients files safe with us when the project is running.

Here are 5 ways in which we safeguard transcripts in our office:

  1. Digital files, recorded cassette tapes containing confidential material is kept in password protected computers.
  2. The computers on which materials are stored are given no access to internet so that the chances of a virus attack or privacy attacks are not there.
  3. Transfer of files inside the office using pen drives and external disks is strictly prohibited. All transfers between computers is done via LAN.
  4. Computers and servers are free from any malwares, adwares and viruses.
  5. We prefer to use Gmail for submitting transcript directly to their email. Gmail is the most secured email service and best suited for our and clients needs.

AllTranscript’s 4 Recommendations to clients on safeguarding confidential digital documents:

  1. Avoid storing transcripts in removable and portable storage media.
  2. Store transcripts on a cloud storage service such as Dropbox.com, Google Drive, Microsoft Skydrive or Apple’s iCloud.
  3. Enable two step verification on your email service provider if available. Transcripts are send as attachments to clients and remain in their inbox for days. Some clients use email to back up work. So email logins and should be kept highly secure.
  4. Put all the research material or recorded materials in a password protected folder. This software will efficiently password protect your folders and take care of sensitive date.

When transcribing an audio recording such as a meeting, press release or an interview, you can give instruction to the transcription company about not identifying the interviewees name in the audio transcript. This way it keeps the participant details secure in case of an hack or misplacement. Here is a example of how an audio transcript looks like with interviewer and interviewees name mentioned in side columns.

We hope you guys found the article useful. Remember safeguarding sensitive data such as research materials and digital recordings is most crucial. Keep your belonging safe both in the real world and in the digital world.

About the author: AllTranscript.com is a web based transcription company with global services. AllTranscript offers a complete range of transcription services. The company’s vision is to extend accurate services of speech to text conversion throughout the world in universities, courts, churches, big corporate and small businesses without charging too much for it. For more interesting articles visit our blog at http://guides.alltranscript.com. Thanks!

Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s