Confidentiality Checklist For Executing Translation Projects

When you are hiring a translation company you are taking a huge risk because you will be sending highly confidential information, files and documents to your service provider. At times, the documents that you send to your translation company will be so confidential that only the top level management will have access to them within the organization. When documents with such great importance and highest level of confidentiality are sent to your translation company, you cannot be sure of who will have access to them and how carefully your documents will be handled. This is a very aspect of your translation project. Valuable information about your company in unscrupulous hands can cause great nightmares for your organization. Here is a quick confidentiality checklist for executing your translation project.

Confidentiality Checklist For Executing Translation Projects

#1 Find The Right Service Provider

This is the first important step. Have a set of guidelines for selecting or short listing your service provider. Set some minimum number of years for which your service provider should have been in this industry. This is not just for the sake of work related experience but it is more about the stability in the translation industry, which will give you better insights in terms of credibility of the organization. You will also have some decent window of history to review. Check review sites and online feedbacks about your service provider.

#2 Check Whether Your Service Provider Has Secure Server For File Transfers

Your translation company should take confidentiality as a serious matter and they should have secure infrastructure to handle your translation jobs in a safe environment. Make sure that your service provider has all the latest server security features installed so that when you transfer files online and receive files from them online, they are secure.

#3 Confirm Who Will Have Access To Your Documents
Within your organization you will have great control over your confidential document but out there? Check with your service provider who will have access to your documents and how the credentials for viewing the customers’ files are controlled in their organization.

When you are hiring a translation company you are taking a huge risk because you will be sending highly confidential information, files and documents to your service provider. At times, the documents that you send to your translation company will be so confidential that only the top level management will have access to them within the organization. When documents with such great importance and highest level of confidentiality are sent to your translation company, you cannot be sure of who will have access to them and how carefully your documents will be handled. This is a very aspect of your translation project. Valuable information about your company in unscrupulous hands can cause great nightmares for your organization. Here is a quick confidentiality checklist for executing your translation project.

#1 Find The Right Service Provider

This is the first important step. Have a set of guidelines for selecting or short listing your service provider. Set some minimum number of years for which your service provider should have been in this industry. This is not just for the sake of work related experience but it is more about the stability in the translation industry, which will give you better insights in terms of credibility of the organization. You will also have some decent window of history to review. Check review sites and online feedbacks about your service provider.

#2 Check Whether Your Service Provider Has Secure Server For File Transfers

Your translation company should take confidentiality as a serious matter and they should have secure infrastructure to handle your translation jobs in a safe environment. Make sure that your service provider has all the latest server security features installed so that when you transfer files online and receive files from them online, they are secure.

#3 Confirm Who Will Have Access To Your Documents

Within your organization you will have great control over your confidential document but out there? Check with your service provider who will have access to your documents and how the credentials for viewing the customers’ files are controlled in their organization.

#4 Check How Your Translation Company Disposes Hard Copies Of Your Documents That They Print

Though you might only be sending soft copies of the documents they may be printing your documents at their end. You should know how these printed documents are disposed. For them these documents may not have any direct use but in the wrong hands it can be a totally different story.

#5 Sign NDA

Never contract any translation service provider without NDA. Make sure that you have well articulated NDA. If you are creating the NDA make sure to include all the clauses and use a legal professional to draft your NDA. In case your service provider should provide you with the NDA closely review the NDA and it scope.

Your organization’s confidentiality should not be compromised at any stage. You need to make all the required efforts so that you do not regret at a later stage. The tolerance level is absolutely nil in these matters.

Though you might only be sending soft copies of the documents they may be printing your documents at their end. You should know how these printed documents are disposed. For them these documents may not have any direct use but in the wrong hands it can be a totally different story.

#5 Sign NDA

Never contract any translation service provider without NDA. Make sure that you have well articulated NDA. If you are creating the NDA make sure to include all the clauses and use a legal professional to draft your NDA. In case your service provider should provide you with the NDA closely review the NDA and it scope.

Your organization’s confidentiality should not be compromised at any stage. You need to make all the required efforts so that you do not regret at a later stage. The tolerance level is absolutely nil in these matters.

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