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With so much of both personal and professional life taking place in online spaces, the threat of cyberattacks, hacking, identity theft, and similar concerns is at an all-time high. While the news of any data breach is concerning for individuals, it can be just as worrisome if not more so for companies and organizations since they can face the same negative consequences along with potential legal issues, lost revenue, loss of trust in their institution, and more.

This is why it’s of paramount importance for translators to keep cybersecurity measures in mind when working with client documents and sending and receiving them. Below, we’ve outlined some of the best practices for translators when it comes to protecting sensitive materials.

Use Encrypted Communication Channels

Data encryption is key to ensuring that documents remain safe during transmission, because even if the files are intercepted in some way by an unauthorized third party, they will not be able to access the content. For similar reasons, encrypting any internal hard drives or external hard drives that store your work materials is also a good idea in case your computer is misplaced or stolen.

Some of the encryption tools available include:

Implement Secure File Storage and Transfer Methods

Along with encryption, other safeguards you will want to put into place include a trusted file storage and transfer process. Key aspects should involve:

• Incorporating secure protocols – Examples include secure shell (SSH) protocol for encrypting commands and data; secure copy protocol (SCP) for authenticating and encrypting data, as well as for ensuring data integrity during transit; and FTP secure (FTPS) transfers that utilize SSL/TLS encryption.
• Use authentication – Tools and systems that utilize multi-factor authentication tend to be more secure since their multiple touchpoints ensure that the person or organization gaining access to a document is who they claim to be.
• Review permission settings – Some services have open or public settings, alongside ones where only those with a link can access a document, as well as ones where special permissions are needed for accessing a document. For safety’s sake, it might be best to always use the most secure option to avoid any issues, but some situations may call for greater access.

Regularly Update Software and Antivirus Protection

Glitches and bugs within software can make the platforms more vulnerable to attacks, so utilizing the most up to date versions of software, which correct known problems, will be a vital step as you translate materials for clients.

Many types of software can be set up to auto-update or will prompt you to allow them to download a new version. For others, you may need to check on them from time to time to ensure you have the most recent iterations, especially if it’s been a while since you’ve used the tools.

When it comes to antivirus options, considers the following to be the most trusted:

Understanding and Complying with Data Protection Regulations

Data privacy is a major concern for many people online, and new laws and regulations are being put into place regularly to help protect individuals and organizations.

Currently, California, Colorado, Connecticut, Utah, Virginia, Florida, Montana, Oregon, and Texas all have some form of data privacy laws in place, with Delaware, Iowa, New Jersey, and Tennessee to follow in 2025. And then of course the European Union has the General Data Protection Regulation (GDPR) in place as well, which regulates the processing of personal information both within and outside of the EU for its residents.

Depending on the type of client you are translating for, where they are located, who they do business with, and more, various regulations may need to be abided by. In your role, it will be a good idea to familiarize yourself with relevant legislation, but also to consult with legal representatives to ensure compliance.

Educating Clients About Secure Practices for Sharing Sensitive Information

Making sure you are abiding by best practices is essential, but it’s only part of a greater whole since clients will need to ensure that their ends are secure as well. Some services you will utilize will offer end-to-end encryption, which can provide some safeguards, but still, clients should be doing their due diligence too. If they don’t, their sensitive information could fall into nefarious hands.

When starting work with a client, you may want to illustrate your commitment to cybersecurity and the integrity of their documents by detailing the steps you take. You might then want to ask if the client has any defenses in place themselves, and, if they don’t, supply them with some options they can implement.

This will ensure security for both ends of your communication and will ward off the threat posed by bad actors online.

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At Kent State, we provide both in-person and online options for the M.A. in translation program, and we regularly update our blog with industry spotlights, tips and tools, best practice guides, and much more. Give it a look!

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