If you are:
- A PhD candidate and recorded some research interviews for your doctoral thesis.
- A startup in stealth with a brilliant idea conducting a focus group study on the same.
- A multinational corporation discussing their yearly goals in a company wide conference.
- A doctor recording the crucial medical history of a patient who wants his data to remain top secret.
- Elmer Fudd dictating his plans on capturing Bugs Bunny once and for all.
A transcription service NDA is for you. You wouldn’t want that information to be passed along willy-nilly around the internet, would you? (Especially for Elmer Fudd. I am just scared of that guy). Furthermore, if any of the above apply to you, or you just simply want your data to be private, first step would be to find a trustworthy professional audio transcription service willing to sign an NDA (non-disclosure agreement).
After a thorough research through our client base, here is what we found out to be the 4 most important conditions a transcription service should fulfill in order to ensure privacy, security and confidentiality for any client who may ask for that:
Non-Disclosure (NDA) Agreement
The transcription company should be willing to sign a non-disclosure agreement or a transcription service NDA with any client, on behalf of their employees. Also, the NDA should list all particular and realistic non-disclosure conditions the client needs. Furthermore, the transcription company‘s key personnel should also have had signed a permanent NDA agreement for the whole time they are employed with the company.
The client is free to inquire about the security of the website where they upload their files. Also, the website should be secured via 128 bit or 256 bit SSL encryption and all file transfers should be encrypted. Furthermore, services like SendThisFile, which we use, provide such encryption for safe sending, uploading and downloading of files.
File Archive Management
Audio files should be destroyed (deleted, not destroyed with a bazooka) after a period of time commonly agreed with the client, if they require this. Even transcripts can be deleted at client request from all possible locations like email attachments, servers, employee hard drives etc. Unfortunately we can’t delete them from our memories. Yes, we know you like to say “you know” a bit too much.
Personal Data Protection – Cybersecurity Standards
To protect your data, the latest cybersecurity standards should be applied by the transcription services company. Below is the explanation from everybody’s favorite source of brag-able knowledge – Wikipedia:
“Cybersecurity standards are techniques generally set forth in published materials that attempt to protect the cyber environment of a user or organization. This environment includes users themselves, networks, devices, all software, processes, information in storage or transit, applications, services, and systems that can be connected directly or indirectly to networks. Furthermore, the principal objective is to reduce the risks, including prevention or mitigation of cyber-attacks. Also, these published materials consist of collections of tools, policies, security concepts, security safeguards, guidelines, risk management approaches, actions, training, best practices, assurance and technologies.”
Fortunately, we at ScriptoSphere understand the sensitive nature of non-disclosure. And that’s why we provide transcription service NDA or confidentiality agreements without hesitation. A lot of other companies shy away from the question. More info about our services below: