Not only does your method of transferring files need to be secure, but you also need to make sure that the person transcribing your confidential information keeps it private. TTP’s transcriptionists have signed and adhere to a strict confidentiality agreement. They will also delete all audio files and transcriptions once you have confirmed you have received the transcribed file and the job is complete.
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Often our clients need to transcribe a confidential audio file such as a meeting, interview, focus group or hearing. So its important to be able to send these files with confidence to your transcriptionist. With nearly 20 years experience in offering transcription services, here’s our guide on how to send a confidential audio file securely over the Internet.
Choose a Secure file host for your confidential audio file
Our preferred security method is uploading files to Dropbox, which is designed with multiple layers of protection to ensure files are safe. Dropbox files at rest are encrypted using 256-bit Advanced Encryption Standard, and are protected in transit using Secure Sockets Layer / Transport Layer Security. Dropbox tests its applications and infrastructure regularly for security vulnerabilities. You can even choose to use a two-step verification, for extra security.
You can access your files and folders at any time via the desktop, web, and mobile clients, or through applications connected to Dropbox, which means its not only secure, but also easy to use.
Should you send a confidential audio file over Email?
Email is a very common but insecure method of sending files, so we don’t recommend it for sending confidential transcription files. Email by default travels in the clear across the Internet from the sender to the recipient. By “travels across the Internet” we mean your email “hops” from server to server, until it reaches its destination mail server. As email is sent in the clear, the content could potentially be intercepted and read by others.
What about File Transfer Protocol?
FTP is also a very common way to move larger files and many smaller transcription services make use of this. FTP is fine for non-confidential audio; as it also transmits data across the Internet in the clear, unencrypted, like email. When using FTP you are usually required to enter a username and password to connect to the FTP server, to access the location on a server to deposit your file. It does not mean that your audio is encrypted.
Both email and FTP can be secured; for email by using secure certificates for both the sender and receiver and for FTP to use the SFTP protocol (Secure File Transfer Protocol), which uses an encryption key exchange as the transfer is initiated.
What else can be done to ensure your files are kept confidential?
Got a confidential audio file to transcribe? Contact us today on info@ttp.com.au.
