Transcription and Data Security: Ensuring Confidentiality in a Digital Age

We live in an increasingly digital age. Therefore, it becomes wholly necessary to ensure that data security measures are obeyed, and the correct laws followed in all areas of business. When looking at transcription, this becomes more crucial than ever before as transcription services continue to permeate every aspect of life. Adhering to modern data security laws regarding confidentiality is key, which is why it can be so difficult to use transcription in many modern settings. However, there are tools which enable its usage and understanding how to ensure confidentiality is vital for success.

Personal Information Transcribed

The problem that we have with transcription in some situations is the fact that a lot of transcription is dealing with personal information. An increasing amount of interviews and notes made by professionals is being transcribed, which means that a lot of personal information is being made public – or shared with companies, to put another way. This presents a problem. If you transcribe a medical observation, then you risk breaching doctor-patient confidentiality. If you transcribe an interview for a job, then you risk personal information about the candidates being made public knowledge. There are strict data protection laws in place around the world, and breaking them can lead to massive sanctions.

Ensuring Data Compliance and Confidentiality

So, how can businesses who want to use transcription services protect personal information relating to staff and customers or users? There are a few strategies which can be used.

First of all, ensure that the transcription services employed are from a professional company. Professional transcription companies are well aware of their responsibilities regarding data protection and security and will take every precaution to keep information safe. This includes having a clear policy in place, and usually a public declaration which will be accessible by anyone who wants to view it.

Second of all, it is sensible to try and only transcribe things which are necessary. If a document contains a large amount of personal data then keeping it in-house may sometimes be a necessary sacrifice for a business. Learning the right moment to use services is key to making sure those services are effective and compliant.

A good business is happy to answer questions about data compliance as is necessary and this is to their benefit. Be wary of any company that is reluctant to be honest with a customer – it usually points to practices or a culture which isn’t safe for protecting data.

Closing Thoughts

Data protection should be the driving factor behind any decisions made by a transcription company. Security helps to deliver vital peace of mind for the people using the service and its value can’t be overstated. However, with that in mind, it’s the responsibility of the business to choose a reputable transcription company and to do their research on who they work with. Singapore Transcription is ready to deliver great services and guarantee a high level of quality for everyone while maintaining good data security.