Translation and data security are a hot topic in the translation industry as evidenced in the recent Slator article about a grave data breach by one of the translation industry’s largest providers. A few clients recently asked questions about our data security measures. I thought it would be helpful to share those questions and answers.
If you are currently using a translation service provider, you should go over these questions to ensure your understanding of the security measures around your translation efforts.
What steps does Argo Translation take to ensure that our confidential information remains confidential?
There are multiple steps we take to ensure we don’t disclose confidential information or lose control over access to that data. We don’t share our internet connection. It is completely firewalled and secured. Our guest network is completely isolated from our real production network. We also use a translation management server with centrally located translation and editing tasks. We do not send files out for translation. We only send tasks with links back to our server. Our teams cannot check out the final files or even the translation memory. We also have signed NDA’s from our vendors. We often sign special NDAs in support of high-profile projects like mergers and acquisitions of our publicly traded clients. All of our workstations are password-secured, so even a break-in would prevent access to network assets.
Do you use other translation companies (teams or subcontractors) when working on our confidential projects?
We do use freelance subcontractors, but because of the steps outlined in the first question, we have no problem handling confidential materials. They are bound by NDA’s and have little access other than by logging into our system.
How does your Translation Management Software (TMS) store our files?
Our TMS is siloed. That means that each client has its own silo or container for its TM. We do NOT co-mingle translation memories. Our client’s translation memory is used only on their projects. Our TMS also requires a formal login with credentials.
Does the TMS let translators take data out? According to industry experts, translators are prone to removing materials from the TMS to move it into a tool they might like better.
No, we do not allow it. The option of a freelancer exporting his own TM is disabled in our system.
According to industry experts, 64 percent of translation professionals say that their colleagues frequently use free translation services on the web. Do you have a policy in place with your linguists regarding using cloud-based, free tools when translating our confidential information?
This option is also disabled in our system. Our freelancers cannot employ machine translation options during their translation or editing tasks.
Translation Data Security is an important topic and should be discussed with your translation vendor. As more and more translation workflows embrace cloud-based technology and as more vendors adopt the unapproved use of public and unsecured machine translation engines it is more important than ever to know how and where your translation is completed.