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How Secure Are Your Files When You Upload Audio for Transcription?
Online security is a topic that many are rightly concerned about. A government report issued in 2024 revealed that UK businesses experienced 7.78 million cybercrimes of all types within the 12 months leading up to the report’s publication. This is a truly shocking number, especially when considering the types of data that may be stolen or even sold.
In our profession, data security is essential. Our transcription services are used for important legal documents, medical research, marketing plans and much more. Having this information fall into the wrong hands could be harmful as well as financially damaging.
This is why we ensure maximum security for all audio files that are uploaded. In this blog, we explore exactly what we do to keep audio file security at its most robust.
Why is audio file security so important?
Without this security, copyrighted work, confidential data, complex medical research or legal documents could fall into the wrong hands. Not only could criminals access information that could be sold or used for criminal activity, but huge volumes of work could be lost forever.
Theft of personal data is among the most common of cybercrimes. If audio files hold sensitive information such as names, addresses or workplaces, it can become easy for opportunists to create fake identities and commit financial crimes.
How do transcription services protect files when you upload audio?
There are a number of ways that transcription services, like ours, can help protect uploaded files from theft or corruption. Below, we’ve highlighted several methods used by high-quality audio transcription services to ensure there is no compromise on security when you upload audio and obtain a transcript.
Encryption
Encryption is an essential aspect of data security. This means that only you, and those you are sending the audio file to, can access the file in its correct format. Many services, including ours, use 256-bit AES encryption for comprehensive and robust encryption of your data. To demonstrate how secure this is, 256-bit AES encryption is the same standard used by both banks and government agencies.
Secure file transfer
Using the audio uploader provided by the transcription service is a quick and easy way to send your audio files. Look for HTTPS, as this will prevent interception by third parties. At McGowan Transcriptions, we use a bespoke platform known as Global Lounge. This is a secure and fast way to transfer multiple files which removes the risk of them being intercepted.
Data storage and retention policy
Once your audio files have been uploaded and transcribed, there is no need for the transcription service to retain the audio files. Ask your chosen transcription specialist how long data is retained, as well as how it is stored and disposed of.
You should also enquire about:
- How and where your files are stored (such as cloud storage or in-house storage)
- The period of time files are kept
- How the files are deleted
In many cases, files are deleted either upon request or within a certain time period.
Restricted access
When you use an audio uploader for transcription, you’ll want to know that your files are only seen and accessed by the appropriate audience. Some transcription services are automated and don’t require human involvement. This can be a bonus for keeping data confidential, although transcript accuracy cannot be guaranteed.
As a result, many prefer to use a transcription service with human transcribers for enhanced quality. Regarding access to audio files, many transcription services will limit access to a small number of transcribers. These transcribers will first be required to sign very specific confidentiality agreements, complete thorough background checks, and have their ID checked and verified.
Legal compliance
Transcription services must comply with various industry and legal standards. These range from GDPR in Europe and UK GDPR in the UK, to HIPAA in the USA (for medical files) and SOC 2 for data security when storing information on cloud services.
With GDPR, for example, the chosen transcription service must gain explicit consent before processing any personal data, provide clear information about how your data will be used, and allow you to request the deletion of your data. Furthermore, should there have been a data breach, the transcription company must notify you within 72 hours.
What can you do to protect your audio files before transcription?
The company you choose to upload audio to and gain transcript files from has a large part to play. Their platforms and working practices must be created with security and compliance in mind. However, there are some steps you can take to enhance the audio file-to-text conversion service you choose:
- Avoid public Wi-Fi. Only upload your audio files when on a secure network. Public Wi-Fi does not have the same security levels as your workplace or home Wi-Fi
- Choose strong passwords. When you log into your transcription service account, ensure you have used a password manager or created a complex and unique password
- Download and store. Once your transcript is complete, ensure it is securely downloaded and stored in a secure folder
- Review the service provided. The transcription company likely has an in-depth privacy policy in place. Review this before uploading any audio files, as you may find that some aspects of the policy do not align with your expectations
The security of audio files during transcription is essential, but the robustness of this largely depends on your service provider. Look for platforms that offer encryption, secure storage, limit access, and remain compliant with data security laws. At McGowan Transcriptions, for example, we offer comprehensive and robust security for uploading audio files. Where files are particularly sensitive and you have a preference for your own in-house systems, our team is happy to use your systems and will sign non-disclosure agreements for each project as required.
For accurate, compliant and secure audio transcriptions for any industry, contact the McGowan Transcriptions’ team today.
