1. Use Strong Passwords

Your home office likely doesn’t have the same level of preventative security as your workplace, which makes the need for a strong password all the more important. Avoid using common passwords such as “passwords” or repeating numbers that are easy to replicate. It’s also best not to use easily identifiable personal information such as your birthdate or a pet’s name to create your password. Make the password random and difficult to guess.

2. Implement Multi-Factor Authentication

Speaking of passwords, using a multifactor authentication process can add an extra layer of protection that is more difficult for hackers to move past. Typically, multifactor authentication requires presenting at least two pieces of evidence to an authentication mechanism, such as entering a password and answering a personal question.

3. Invest in Antivirus Software

If you took your work computer home with you, chances are it came equipped with antivirus software, but if you’re using a personal computer or your company allowed you to purchase a new one, you should install antivirus software to help protect your computer from malware such as viruses, spyware, rootkits, ransomware, and trojans.

4. Learn to Avoid Phishing Scams

If you ever encounter a link in an email, on an app, or on a webpage that seems suspicious, don’t click on it. Take some time to learn the signs of phishing scams. One quick trick to spot a phishing scam is to hover over links instead of clicking on them, doing so allows you to preview the link and see if it looks suspicious. Generic messages with attachments should be avoided as well.

5. Don’t Share Work Devices

Keep your family and friends away from your work devices as you won’t know what risks their activity may expose your work computer to. Not to mention, you may be violating company privacy policies by sharing work devices.

6. Keep Physical Workspace Secure

Whatever rules are in place in your office for keeping your physical workspace secure should be followed at home. That may include best practices like never walking away from your computer while it is still logged on or physically locking up a laptop at the end of the day.

7. Back Up All Data

Often workplaces have computers linked to a secure network that automatically backs up files, but at home make sure you frequently save your work to an external hard drive or cloud storage system to avoid losing valuable data during a system failure.

8. Avoid Risky Apps

Think carefully before you download any external apps onto your work devices and remove any that may put your network or devices at risk. If you don’t need an app, it’s best to remove it even if it seems safe.

9. Only Use Safe USB Drives

Do not use a USB drive unless you are certain of its origins and its contents. Using a randomly found USB drive may result in exposure to malware.

10. Plan Secure Meetings

The rise in popularity of video call meetings has led to new hacking opportunities. To keep virtual meetings secure, use a reputable platform, don’t share the meeting passwords with anyone outside the meeting, and avoid sharing sensitive information during virtual meetings.

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Why Work with a US-Based Translation Team?

A company or organization might need to work with a US-based translation team for many reasons. A few scenarios can include:

• If they need a notarized translation within the US
• If they have to work with translators who have undergone a background check
• If any files and information must remain in US territory
• If specific security measures must be in place

As a safety precaution, some clients that work with sensitive information may need their documents to stay physically within the United States. Meaning, the linguists working on the projects need to be US-based, as do the Project Managers. Even the servers where the files are stored, or are used for transfers, may need to remain in the United States.

Who Needs a US-Based Translation Team

The needs for a US-based translation team can vary, but some of the clients that may require such services include:

• Government agencies: Local, state, and federal agencies have varying regulations they need to adhere to. The United States government has statutes that all translation services will be performed within the boundaries of the United States. The inability to perform services in the United States can be grounds for disqualifying a contract.
• The military: As a branch of the United States government, they are also required to meet strict standards regarding translation services.
• Healthcare providers: Those in the healthcare space, may also need translators and Project Managers to undergo a HIPPA training. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) aims to protect the confidentiality of the protected health information (PHI) that is translated. The US Department of Health has called out their expectations regarding security on their website.
• Financial institutions: There is a large amount of sensitive data handled by financial institutions regarding business, employees, and customers that is protected by industry and government regulations. If a financial institution works with healthcare companies, HIPAA guidelines may apply.
• Companies: Any companies involved in the research, development, sale or maintenance of goods regulated by the US government, such as pharmaceuticals, may be required to use US-based translation services.
• Exporters of defense and military-related technologies: Under International Traffic in Arms Regulations (ITAR) there are mandatory compliance rules that must be followed regarding translation services for the Defense Department and all of its suppliers.

What We Can Offer

Terra has a robust team of international team members, including US-based translators and Project Managers. As business associates of covered entities, we understand the importance of being HIPAA compliant and our team has undergone HIPAA training with certification.

It is worth noting that HIPAA Rules do not include specific requirements regarding the protection of electronic protected health information (ePHI) processed or stored by a cloud service provider (CSP) or business associates outside of the United States. However, the Office for Civil Rights (OCR) warns that risks related to the ePHI may vary based on location. For example, risks can increase considerably when outsourcing storage or other services for ePHI overseas due to the enforceability of privacy and security protections over the data.

Alongside offering US-based translation services, our project management process meets and exceeds the most demanding requirements, including workflow, timelines, roles, responsibilities, and deliverables.

The post Data Protection: Do you Need a US-Based Translation Team? appeared first on Terra Translations.