Often a client will come to use with a confidential audio file that could be a meeting, interview, a legal hearing that they need to be transcribed. It is important for them to send these files to us with confidence. With over 30 years of experience offering transcription services, we have put together a guide on how you should send confidential audio files securely over the internet.
Choose a Secure Host for Confidential Audio Files
A preferred method that is secure is with the use of dropbox. It is designed with multiple layers of protection that ensure files are safe. Dropbox files are encrypted using a 256-bit advanced encryption standard and are protected in transit using secure sockets layers/transport layer security. Dropbox does an excellent job of testing their application and infrastructure regularly to check for security vulnerabilities. You even have the option to use two-step verification for an extra layer of security.
You can access the files and folder from any desktop or mobile device at any time through applications connected to Dropbox. This means the application is not only secure but also very easy to use
Is It Safe to Send Confidential Audio Files over Email?
While email is very common it is also an insecure method of sending files. We don’t recommend sending files that are confidential with this method. Email by default travels across the internet from the sender to the recipient. When I say across the internet, I mean it literally jumps from server to server until it reached its destination mail server. This means your content could potentially be intercepted and read by others.
What about File Transfer Protocol?
File transfer protocol (FTP) is a common way to move large files and a lot of small transcription services use this method. Like email FTP also transmits data across the internet in the clear and is unencrypted. When you use FTP you have to enter in a user name and password to access the FTP server. This doesn’t mean, however, that the audio file is encrypted.
Email and FTP can be secured; for email, the use of secure certificates for the sender and receiver, and for FTP the use of SFTP (Secure File Transfer Protocol), which uses an encryption key exchange as the transfer is initiated.
Other Ways to Ensure Your Files are Kept Confidential
It is equally important that you not only transfer files securely, but they remain secure by the transcription company so your confidential information so it keeps private. ATServices transcriptionists have to sign and adhere to a strict confidentiality agreement.