Data security is incredibly important, whatever information your company handles. As the digital word – and our reliance upon it – grows, data breaches are increasingly becoming one of the top risks to any business. This April, to mark Records and Information Management Month (RIMM), our translation experts offer their advice on how you can avoid common data management lapses, and stay on top of your translation data security.

The first step is to develop more thorough understanding. To avoid a security breach, all sensitive information, including translation data, should be protected and adequately stored. Putting information online or sending documents for translation all come with associated risks, but there are a number of ways to manage and mitigate them.

Ensure employees are “cybersecurity-aware”

Cybersecurity risk management needs to begin within your organisation. It’s important that all employees are aware as to what constitutes sensitive data and what it means in terms of handling. This includes the viewing and transfer of confidential information. Restricting who has access to sensitive data is crucial as, if employees are entrusted with data, they should be able to handle and send it securely. This includes any data translated into foreign languages. Even if such information can’t be understood by employees, it should still be marked in such a way that it is clearly recognisable as sensitive data.

Using online translation sites

While Google Translate and other online translation tools can have their benefits in being able to quickly translate words or small phrases, their use should be avoided for any confidential materials. Translation data security should be taken seriously. While it may cost more in the short term to use the services of a trusted translation team, it can gain you precious time, money and, most importantly, trust in the long run. The same goes for the importance of steering clear of insecure Wi-Fi networks, public computers and storage.

Enlist a trusted translation provider

If you need to get confidential documents translated, enlist the help of a trusted translation provider. Not only will a good translation team be able to provide accurate specialist translations for your niche field, they will also be able to tell you precisely how they handle your data and who has access to it. If the company works with freelancers or partners, ask what their process is for ensuring data remains secure if accessed by such third parties. Is the provider GDPR-compliant? How do they transfer data? You may even want to include these questions when shortlisting in your initial translation provider selection process.

Review your translation data security

Cyber threats are always evolving and adapting, so it’s vital that businesses follow suit. Identify the risks to your translation data security and then develop a risk management strategy, which includes prioritising those areas where your data may be most sensitive and vulnerable. For example, if the translations relate to the medical or financial sector, they may be more likely to contain sensitive data.

Ask yourself what extra steps could be put in to place to keep translations secure. Identify those areas where your data security may be especially weak to ensure you stay one step ahead. Data security needs to be reviewed regularly to take account of new threats and maintain trust in your business.

Albion Languages is a trusted translation provider offering full peace of mind through rigorous data security practices – please get in touch if you’d like to know more about working with us.