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How to Ensure Data Security in General Transcription

Without a doubt, technology has significantly influenced every aspect of business and personal lives, a revolution that has left no industry unturned. Today, companies leverage the power of transcription technologies to maintain accurate records of their communications and critical information. Due to the sensitive nature of the kind of information and data business transcriptions contain, such systems are often subject to cyber-attacks and breaches. Therefore, it is imperative for every company to outsource a transcription service that implements strict data security measures.

Here are some key data protection guarantees that you must look out for when choosing a transcription service.

1. Non-Disclosure Agreements (NDAs)

The primary guarantee of every transcription service is the promise that your information will remain confidential throughout the data conversion process. Essentially, one common way to warrant data confidentiality is by signing a non-disclosure agreement. An NDA is a written agreement that a transcription company has employed all the necessary measures to safeguard your information. Disagreeing to signing an NDA is a clear indication that a service provider lacks credibility.

All reputable transcription companies must have confidential agreements that demand employees to protect sensitive data. Other than signing an NDA, there is probably no existing way through which you can influence the confidentiality of your data directly.

2. International Accreditation

International accreditations are an independent verification that various transcription services are compliant with the basic data security standards. Often, accreditations come in the form of such certifications as ISO 9001 and ISO 27001. For instance, with an ISO 27001 certification, a company guarantees maximum protection and safe management of sensitive data. Again, holding any international accreditation means that a service provider is continuously under scrutiny to ensure full data security compliance.

3. Health Insurance Portability and Accountability Act (HIPAA) Compliance

Healthcare providers, insurance companies, and hospitals outsourcing transcription services must ensure that the security measures in place are compliant with HIPAA requirements. This is the only way transcription companies are obliged to keep patient data safe and private. Any reliable service provider will offer a cloud solution that is HIPAA enabled to secure protected health information (PHI).

4. General Data Protection Regulation (GDPR) Compliance

GDPR requires all EU-based service providers dealing with European Union clients strictly adhere to certain data security measures. Should your data be mishandled, your service provider has a legal mandate to offer a solution in your favour. Transcription companies compliant with GDPR requirements will notify you in case of data breaches.

5. Website Encryption

The safest transcription service will deploy the necessary data encryption protocols to ensure their websites are well protected. The HTTPS website security protocol, for example, guarantees secure transmission of data from your computer to the service provider’s site. Ideally, a service provider following this protocol will have its website feature a padlock on its URL bar. The ‘S’ in HTTPS symbolizes ‘Secure’. Therefore, it goes without saying that websites with an HTTPS protocol differ significantly from those featuring a plain HTTP protocol.

6. Device Security

Complying with all the fundamental data security regulations is just one part of safeguarding your information in general transcription. Device security is the other part. The ideal transcription service will have all its mobile devices, laptops, and desktops protected to access the various computer networks. Every device used to convert data from one format to the other must have end-to-end protection against cyberatttacks. Most data breaches are often a result of open vulnerabilities from devices with access to corporate networks.

7. Basic Data Security Features

When choosing a general transcription service, the first thing you probably want to look at is the data security features in place, including software, websites, servers, and physical devices.
Some of the basic data security features include;

  • Authentication Protocols. These are procedures that lock out unauthorised users from accessing the service provider’s networks and databases. They include two-factor authentication, multi-factor authentication, and single sign-on authentication.
  • Antiviruses. Transcription companies must safeguard their software and websites against viruses and malware using antivirus tools.
  • VPNs. Virtual Private Networks provide an encrypted channel through which company employees can access the existing IT networks and resources. This way, clients’ files can be converted and shared safely across networks.

    Conduct due diligence to identify a secure general transcription service. At GoTranscript, we guarantee data privacy and security through an NDA agreement and website encryption protocols.

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