Can Human-Generated Transcriptions Really Be Confidential?

confidential transcription

In any industry, data security and the privacy of customers is a mission-critical effort. With such high standards put on the confidentiality of information, transcription is one service that must remain consistent with strict security practices. As with any other important business service in use, confidential transcription services help to keep companies and nonprofits afloat by ensuring that every transcribed word and bit of information is kept under lock and key.

Why Data Security is So Key

More than just a financial risk for companies, maintaining the integrity of a customer’s data also brings up ethical issues.

This detailed article from Informit explains why data security is so key perfectly: 

There are several reasons for spending money, time, and effort on data protection. The primary one is minimizing financial loss, followed by compliance with regulatory requirements, maintaining high levels of productivity, and meeting customer expectations. As computers have become more and more integral to business operations, data requirements from regulators such as the U.S. Securities and Exchange Commission (SEC), as well as from customers, have been imposed on businesses.

There is a clear expectation that important data be available 24 hours a day, 7 days a week, 365 days a year. Without a working data protection strategy, that isn’t possible.

In terms of businesses operating in more consumer-facing or B2B industries, data and privacy regulations are put in place to provide a solid foundation for all to follow. While the ways to secure data may vary, the basis of which to do so are the same – SEC-sanctioned rules that must be abided. For specific services-based industries like the legal field, educational institutions, research firms, and medical practices, there are even more varied rules and regulations put in place to keep data security at its best.

Our Confidential Transcription Process

TranscribeMe provides unique data protection with an algorithm that splits the complicated audio and video content into easily distributed “micro-tasks.” By segmenting every project into these micro-tasks, we prevent any single transcriptionist from having full access to your submitted audio files, thus protecting your confidentiality. This way, our transcriptionists can’t pick and choose the work they’re involved in, and therefore cannot establish the context of the projects as a whole.

Here’s a quick graphic that explains how it works: 

Once the project is finished, audio files remain in our secure system, while remaining inaccessible even to our internal team members.

Other Security Info

Industries that rely on accurate data require a certain level of detail that only our confidential transcription services can obtain. Our security measures for data protection span multiple levels, including:

  • Infrastructure and network security
  • Micro-tasking security and confidentiality
  • Quality Assurance security measures
  • Geo-location and geo-fencing
  • Platform security

Data Centers

Our servers are located inside secure, dedicated Amazon Web Services (AWS) data centers, with state-of-the-art physical and online intrusion prevention measures in place. The facilities are ISO certified and are proactively monitored and kept up-to-date with the latest security patches by 24/7 Amazon staff.

Platform Security

All of the content is streamed to the workers via our secure, encrypted work delivery platform. In fact, all client recordings are transferred with the same algorithms used to secure financial data in online banking transactions.

Quality Assurance Security

To ensure the quality of output, we often use multiple people to process the same content and compare their outputs to identify potential quality issues; this requires us to process parts of the content through our Quality Assurance team. The QA team members are selected amongst the top 10% of our crowd, and all sign comprehensive Non-Disclosure Agreements prior to processing any customer content.

Advanced Security

For very sensitive projects, we provide a service to background-check all the workers involved in the production workflow on our platform and make their resumes available to the customer. This requires advance planning to undertake a full background check on each individual and is included as part of our premium service offering. In addition, we have the option of requiring crowd-workers to sign additional, client-specific NDA and legal contracts.

Our transcription process is unique to what any other business transcription provider has. With powerful speech technology and an encrypted, micro-tasked workflow, we offer complete confidentiality and security for every project. Visit our Privacy Policy, Security Policy, or read up on our HIPAA Compliance for more information on our security. If you have any further questions, please contact us!

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