DOCUMENT/DATA MANAGEMENT NOT LOST IN TRANSLATION
Alistair Binks, General Manager of Albion Languages, explains how to avoid common data management lapses, and stay on top of your translation data security.
Data security in the facilities management industry 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.
The first step is to develop a more thorough understanding of data security within the facilities mangement landscape. To avoid a security breach, all sensitive information, including translation data, should be protected and adequately stored. Putting product information online or sending system user manuals for translation all come with associated risks, but there are a number of ways to manage and mitigate them.
Ensure employees are
translation team, you can gain 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, even in your own facility.
It is considered best practice to ensure that your building management system (BMS) is not directly connected to the internet, ideally it should be separated from the enterprise network by an air gap or firewall.
”An area easily overlooked is the
translations of instruction manuals and user guides, as
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 like pricing in tenders for major works is crucial; 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.
An area easily overlooked is the translations of instruction manuals and user guides, as these can be full of proprietary information and can even contain passwords. It is important that these are handled with care and discretion.
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 limited and certainly avoided for any confidential materials like agreements or system specifications. Translation data security should be taken seriously. While it may cost more in the short term to use the services of a trusted
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these can be full of proprietary information and can even contain passwords.”
Enlist a trusted
translation provider If you need to get confidential documents translated, enlist the help of a trusted translation provider, preferably one with facilities management experience. Not only will a good translation team be able to provide accurate specialist translations for your niche field in building
services, 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 your financial and commercial terms, 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.
www.albionlanguages.com
twitter.com/TomorrowsFM
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