Video and audio transcription are essential in the academic sector and are still in high demand. But the privacy of data shared through audio and video files and increased cyber threats are significant concerns too. Therefore, before sharing your academic files with any vendor, check what their previous customers are saying and the data security protocols they have in place.
How to Ensure the Security and Confidentiality of Your Academic Work
Any transcription company must ensure their client’s data is confidential and secure. Academic files may contain someone’s confidential research work. A reliable vendor should have an eagle eye to ensure the privacy and confidentiality of the files entrusted to them by clients. Breach of such information can have severe consequences for the company and the client. But with so many vendors claiming to be the best, how do you know which one has measures in place to ensure the security of shared files? Here are some steps to help you make sure your preferred company offers the protection you need.
Sign a Non-disclosure Agreement (NDA)
One of the best ways of ensuring data security is by signing a non-disclosure agreement or a confidentiality agreement with the vendor of your choice. The NDA should clearly state that the company is legally bound to secure your information. Also, it should outline the people involved and state which info is confidential and the timeframe during which the agreement is effective.
An NDA will help ensure the security and privacy of your academic files are taken care of during all stages of the transcription process. If the provider you choose is unwilling to sign an NDA, then that’s a red flag, and you should search for another company.
Secure Server Band Storage Platform
A professional academic transcription vendor should have proper storage or retention measures. It should be easy for you to delete your documents whenever you want. Or if you ask them to delete it, they must be able to assure you that they can fulfill your request without any hindrance. Alternatively, they should have a specific period within which their server stores and automatically deletes files. This measure ensures there is no possible recovery of any of your documents.
Furthermore, only authorized transcription teams should be the only people accessing the platform. They should have their accounts and passwords to prevent mishandling sensitive data or gross negligence. The team should use passwords that are strong and hard to guess.
Select a Trustworthy Vendor With a Good Reputation
Like any other industry, performing a full background check is critical when working with a new academic transcription provider. Online reputation, reviews, and customer testimonials can play a crucial role. Ensure you read as many reviews as you can on various websites such as Better Business Bureau, Trustpilot, Yelp, Google Business Profile, and so on. Ensure you look for information concerning their privacy policy. Also, check out their rating and what previous customers say about them. Prior and existing customers will help you know more about their services and thus make an informed decision.
Self-Regulation and Audit
In case of a security breach, the company should have self-regulatory measures to strengthen and support all their confidentiality and security rules towards their staff. Ask the company what actions they take if a breach occurs. How do they investigate the issue? What process does one follow in case it happens? What precautions do they take to ensure the mistake doesn’t occur again? Are there external auditors who audit the firm? Ask these questions to gauge whether the firm observes security standards and measures.
International Accreditation
ISO accreditation is also essential when searching for an academic service provider. An academic transcription service should possess two important accreditations: ISO 9001 and ISO 27001. The first accreditation concerns the general management system, while the second concerns information security management. By choosing a company with this two, you can be sure your academic files will be safe and secure.
Check Out the Vendor’s Website Data Encryption Tools
Check out your academic transcription service provider’s login portal and site URL before sharing your audio or video files. You can share your files if the website starts with HTTPS. The “S” indicates the site has encryption with transport layer security. TLS encrypts your connection between a browser and a web server, ensuring that any data transmitted between them remains secure and private. A padlock sign or icon in the address bar of a website is a sign that the platform is using these data security protocols. With this, sending your files to your provider will be safe from tampering or eavesdropping.
Conclusion
You should look for these things in a provider to ensure your academic files are secure and safe. Remember, your academic files might contain personal and sensitive information and should stay private and confidential. So, before sharing your files, ensure the provider takes all the necessary steps to ensure your files are secure. You can check out https://gotranscript.com/transcription-services/academic-transcription to learn more about academic transcription services.
