Since translators often have access to confidential and sensitive information, we thought we would examine the issue of confidentiality and what it means for our translation clients and their documents. According to the International Organization for Standardization, confidentiality means “ensuring that information is accessible only to those authorized to have access.” Confidentiality is a key component in information security and information security, regardless of the context, is an area that translation companies and translators must dive into as a routine part of their jobs.

Here are our top five tips to help you maintain confidentiality in your translations.

• Limit the number of translators or translation companies you contact for a quote. Think two or three companies instead of five or ten. Although you may have less choice in terms of service providers, it will be easier to ensure your documents remain secure.

• When you ask for a quote, let the translator or company representative know that the source document is confidential and consider providing a representative sample that does not contain any identifying details.

Most companies will insist on seeing the entire document for translation in order to provide you with the most accurate quote, but in the case of confidential documents, if you can provide a complete word count, the subject, a summary of what the document is about, and the word combination involved (French to English or English to French in our case), most translation companies can calculate a valid quote without seeing the entire protected document before they agree to the project.

• Once you choose a translation services provider, clearly state that the document is confidential or highly confidential and find out what measures the company takes to limit the number of people who have access to the document.

Don’t be afraid to ask the project manager or company representative how many people will have access the document once the translation service provider receives it. In the same way, don’t be afraid to find out what measures the company has implemented to ensure your documents are kept as safely and as securely as possible.

Does the company keep hard copies in a locked file cabinet, locked room or secure facility? How long are hard copies kept and how are they disposed of after that time? Don’t settle for comments that the translator will “maintain confidentiality at all costs” or “it goes without saying that we will keep your documents confidential.” In the case of highly sensitive trademark, medical or patent projects, for example, that will not be enough.

• Insist on a non-disclosure or other agreement to maintain confidentiality. Provided the terms are reasonable, most professional translators will usually have no problem signing one. NDAs won’t protect against all breaches of confidentiality, but they do a good job of making sure all parties are on the same page.

• Be selective about how you transmit your files.

In the case of electronic files, e-mail is largely unsecured and vulnerable to attack. For hard copies of documents, courier service is best; however, fax transmission can be an option if you double- and triple-check the fax number of the translation provider you are faxing your documents to. The best option would probably be to drop off electronic or hard copies of your documents in person, even though this isn’t usually practical in the case of projects from other parts of the province, country or continent.