Ensure Information Security When Sending Content for Translation

Information security is critical when sending content for translation, as your documents may contain confidential information that needs to be protected.

Steps to ensure the security of translation projects

1. Encrypt your files

Using encryption on the content you send for translation will help you ensure IT security. Encryption converts the data into an unreadable format, making it difficult for unauthorized users to access the information. For example, you can make a zip file encrypted with a password and share the password with your localization provider separately. This step will ensure individuals who may stumble upon the file cannot view the content.

2. Use a secure cloud storage/transfer solution

Transferring and storing the content in a secure corporate cloud storage solution, such as Dropbox for Business, can provide extra security when sending content for translation. These solutions offer encryption and other measures to protect the data. However, avoid using free file transfer services. Some professional language service providers, including SimulTrans, offer secure client portals to facilitate file transfer and storage.

3. Avoid legacy FTP systems

FTP does not encrypt content during transport. If you do not opt for a cloud file transfer solution, use a secure file transfer protocol (SFTP). When sending content for translation, SFTP will ensure the data is transmitted securely over the internet. SFTP encrypts the data in transit and is less susceptible to hacking and other security threats than traditional FTP. 

4. Request a non-disclosure agreement (NDA)

An NDA is a legal agreement that requires the translation service provider and translators to keep the content confidential and not disclose it to unauthorized individuals. Ask your language service provider to sign an NDA agreeing to protect your information.

Pro tip: In addition to taking the above steps to protect your content before and during the transfer process, you must also confirm your translation service provider takes information security seriously.

Best practices to protect data 

SimulTrans uses the following best practices to protect the data we receive and process:

• Prevent file downloads. Requiring translators to work within a translation management system portal and preventing file downloads will ensure that content cannot be stored negligently or distributed.
• Use multi-factor authentication (MFA). Implementing MFA when accessing the content for translation adds an additional layer of security. It requires all users to provide at least two forms of identification to access the content.
• Keep software and systems up to date. Applying the latest security patches and updates can help prevent security breaches and protect the content you provide for translation.
• Monitor and log access to the content. Tracking access to the content can help detect any unauthorized use and allow for timely response in the event of a security breach.
• Conduct background checks. In addition to requiring signed NDAs, it is occasionally necessary to conduct background checks on translators and other employees who work with highly sensitive information to ensure that they have no criminal records or other red flags that may compromise security.
• Perform regular security audits. Regular security audits help identify potential security vulnerabilities and ensure that the translated content is not subject to risks.

You can protect your content while it is being translated by taking internal steps and selecting a professional language service provider that adheres to robust information security standards. SimulTrans maintains rigorous protocols and is accustomed to handling highly confidential information that needs to be translated.

If you need a project translated that requires extra IT security measures, schedule a call to discuss your project in detail with us.