Standard Security Procedures

SecurePRO™ Card

For more details, kindly visit my profile.

The following are the standard security procedures I abide by:

  • Safeguarding of content: I take care to prevent confidential project files and content from being accessed by unauthorized parties.
  • No discussion: I do not discuss confidential project content with unauthorized parties.
  • File deletion: I delete project files upon completion of work, or am willing to do so upon request.
  • No paper copies: I either do not create paper copies or am willing to agree to shred them upon project completion.
  • Encrypted file storage: I understand how to, and am willing to agree to, store files only in encrypted form.
  • Password-protected folders: I understand how to, and am willing to agree to, password-protect file folders.
  • Encrypted file transfer: I understand how to, and am willing to agree to, send, and receive project files in an encrypted format.
  • Dedicated project folder: I am willing to agree to keep separate file folders for separate clients.
  • Remote backup: I have a regimen, available upon request, for backing up files remotely while work is underway.
  • Archiving: I have a regimen, available upon request, for maintaining copies of project files after completion of work.
  • No cloud storage: I am willing to agree to store content only locally on my own machine(s), i.e., not in "the cloud".
  • No unauthorized sampling: I use samples from completed translations (in portfolios, or otherwise to market my services) only with client permission.
  • Confidential collaboration: I do not disclose confidential information when obtaining assistance from fellow translators on term selection, etc.
  • No ownership claims: I am willing to agree that completed translations are the property of the client or client's client, and waive any personal rights thereof.
  • No cloud MT/TM/etc.: I am willing to agree not to use any cloud-based translation memory, machine translation, optical character recognition (OCR) or other such cloud-based services that involve the disclosure of content to third-party systems.
  • No TM/MT sharing: I am willing to agree not to share a given client's TMs and MT training data with other professionals.
  • Home office: I have an office in my home.
  • Dedicated space: My home office is in its own room.
  • No public spaces: I work exclusively, or almost exclusively, from home.
  • Dedicated computer: I have a dedicated computer for translation work.
  • Locked computer: My work computer is password protected.
  • Sole user: I am the only person who uses my computer.
  • Antivirus: My computer has up-to-date, licensed antivirus software.
  • File scanning: All incoming/outgoing files are scanned for viruses and malware.
  • OS updates: Updates to my operating system are auto-installed.
  • Software updates: I have a tool that checks for updates to all of the software on my computer.
  • RAID: My hard drives use redundant RAID.
  • Locked phone: My mobile phone is pin or thumbprint protected.
  • No pirating: I do not use pirated software.
  • Password-protected network: My home office's network is password protected.
  • Firewall: My home office's network is protected by a firewall.
  • No outside wifi: I do not use, or am willing to agree not to complete a project using, wifi outside of my home office.
  • Wired connection: My home network is wired; there is no wifi, or I am willing to agree to work only on a wired connection.
  • Offline work: I am willing to work from home, offline only, if required.
  • VPN: I understand how to, and am willing to agree to, use an encrypted VPN for file transfers.
  • Encrypted email: I have an email account that enables me to exchange end-to-end encrypted messages, and am willing to agree to only such transfers.
  • Non-disclosure of clients: I do not disclose my clients' identities or contact information, or the identities or contact information of their clients or vendors, without first obtaining permission to do so.
  • Non-disclosure of processes, rates: I do not discuss my clients' internal processes, tools, rates of payment, or other such information, without first obtaining permission to do so.
  • Private correspondence: I consider communications with clients to be confidential and do not disclose emails or other such correspondence.
  • Password management: I have a professional approach to passwords that involve (1) strong/long passwords; (2) different passwords for different sites/services; and (3) periodic password rotation.
  • Two-step verification: I use two-step verification procedures whenever possible.
  • Conflict of interest: If I experience a conflict of interest, or recognize the possibility of that perception, I will immediately discuss that with my client.
  • No privileged actions: It is my policy not to take any actions (ex. buying stock) as a result of having gained access to confidential information.
  • Illegal activities: If I became aware of any illegal activity, it is my policy to immediately report that to the relevant authorities, and to my client if appropriate.
  • Disclosure reporting: If confidential information were ever inadvertently disclosed, I would notify my client immediately.
  • Code of conduct: I have either endorsed the Professional Guidelines or am bound by the code of conduct of a recognized industry association.
  • Assumption of confidentiality: Absent agreement to the contrary, my assumption is that files and content are to remain confidential.
  • Experience with secure projects: I am experienced working with highly confidential content.
  • Work via server: I am willing to agree to perform work remotely on tools/applications/portals controlled by the client.
  • No subcontracting: I do not subcontract/outsource work, or I do not do so without client permission.

Depending on the client's needs and wishes, I can adapt to various different security and confidentiality procedures. professional guidelines for translators

The following are the guidelines I endorse.

Professional translators: 

General guidelines

  • are courteous in their interactions with clients, potential clients, suppliers and colleagues
  • maintain adequate and secure computing and working environments
  • represent their capabilities, credentials, and levels of experience honestly and accurately
  • accept only work that they have the knowledge, resources and time to perform in line with agreed-upon terms

Project guidelines

  • reach an agreement with counter-parties, before projects start, on terms such as:
    • work to be delivered/performed
    • quality standard/requirements
    • data security and confidentiality requirements
    • method(s) of delivery
    • deadline(s)
    • payment amount(s), currency, method, and timing
    • responsibility for any peripheral fee(s) related to payment, work delivery, etc.
    • permissibility of subcontracting
  • comply with agreed-upon terms, and endeavor to produce work that is free of defects, even when unforeseen problems are encountered
  • set their rates at levels sufficient to enable them to perform in line with project requirements on an ongoing basis

Outsourcing guidelines

  • screen subcontractors (if any) with the diligence required to help ensure that agreed-upon terms can be met
  • manage projects in such a way that subcontractors are given sufficient time to meet project requirements on an ongoing basis
  • exercise reasonable diligence to ensure the quality of source documents passed to subcontractors
  • provide reference materials, when possible, to support subcontractors in producing quality work
  • pay subcontractors at levels that make it possible to complete work in line with project requirements on an ongoing basis
  • accept responsibility for the quality of work they deliver to clients, whether or not that work has been subcontracted

Additional guidelines

  • handle documents and content that they produce in a manner consistent with agreed-upon terms
  • disclose, in a timely manner, any biases or conflicts of interest that may have relevance to a given project
  • do not bypass intermediaries to contact end clients or subcontractors without permission
  • attempt to resolve any disputes directly among parties involved
  • do not unjustly criticize other professionals and companies or their work
  • comply with the legal and financial obligations of their locale
  • strive to continually improve their skills and capabilities
  • capitalize on opportunities to further the industry as a whole

Professional interpreters additionally:

  • ask for clarification, and give it, when appropriate, making clear when they are speaking and not interpreting
  • do not interject their own feelings, opinions or advice (unless the client has explicitly authorized this)
  • do not accept assignments in which payment is contingent on the outcome of a case or proceedings