3 Tips for Protecting Your Data While Using Transcription Services

3 Tips for Protecting Your Data While Using Transcription Services
Beth Worthy

Beth Worthy


Every time you hand work to a third party, your data, which may include confidential information, is at risk.

For example, Facebook agreed to pay a $5 billion fine over privacy violations and its failure to inform tens of millions of users about a data leak that happened years ago.

Improperly secured personal data on social sites has prompted governments around the world to consider regulating social networks. Think about what would happen should the data fall into the wrong hands.

With cybercrime cases on the rise, you must take all necessary precautions to ensure your data will be safe when it is with the transcription provider.

How can you protect your data when sharing it with external parties? Here are three tips for safeguarding data:

3 Tips for Protecting Your Data While Using Transcription Services

1. Sign a Non-Disclosure Agreement

The service provider should sign a Non-Disclosure Agreement (NDA) with your organization.

The NDA should capture the provider’s resolution not to disclose, discuss, or share the information you provide with other parties.

After the NDA has been signed, the security of the data you share will lie with the provider. You can prefer legal charges against providers that do not honor the NDA. 

2. Be Wary Of Offshore Transcription Service Providers

Although offshore service providers help to keep costs down, these providers may be bound to different data privacy and security laws.

Data security laws vary from country to country, and it can be difficult to follow up with an offshore provider to ensure they are adhering to the laws you care about. 

Hiring local transcription service providers is a better option. Such transcriptionists are easier to monitor as you can verify the data security policies used in their companies.

Furthermore, US-based transcription companies are more likely to adhere to the laid down data security laws of the industry. 

Also, keep in mind that some local transcription companies use remote, offshore transcriptionists.

Confirm with the firm you want to work with whether they have US-based transcriptionists

3. Vet Your Provider

When evaluating various Transcription services providers, look beyond the rates and turn-around time.

Consider the data security policies and procedures of the providers. Here are some things to look for with regards to data security:

Provider’s Encryption Policies. The service provider's website address should start with HTTPS rather than HTTP.

The former ensures that any data that is shared through the website is encrypted and safe. 

You also need to check the provider’s privacy policies that relate to sharing of data with other third parties.

GDPR. The General Data Protection Regulation is an international best practice guideline for data protection.

The rules have to be followed by all organizations operating in or serving users in the European Union. The transcription firm should have GDPR-compliant data security policies.

Data security is an issue that no firm can afford to ignore. If you intend to outsource your transcription work to a third party, follow the tips above to keep your data safe.

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Beth Worthy

Beth Worthy

Beth Worthy is the Cofounder & President of GMR Transcription Services, Inc., a California-based company that has been providing accurate and fast transcription services since 2004. She has enjoyed nearly ten years of success at GMR, playing a pivotal role in the company's growth. Under Beth's leadership, GMR Transcription doubled its sales within two years, earning recognition as one of the OC Business Journal's fastest-growing private companies. Outside of work, she enjoys spending time with her husband and two kids.