How language service providers protect your data

Do you know what a zettabyte is? No, neither did we until we started our research for this blog post. A zettabyte is a unit of measurement used to describe a huge storage capacity for electronic information, like the familiar megabytes we have on our phones and laptops only much bigger. A zettabyte is approximately one billion terabytes.

In other words, it’s an awful lot of data.

By 2025 it is estimated that the world will be storing 200 zettabytes of data in the cloud. That’s around half of all data created and up from only 25 percent stored in 2015. The amount of data we create and need to keep safe is rising fast and how we do that is at the top of the business agenda.

What is cybersecurity?

Any measures put in place to protect us and our digital data and tools from criminal attacks are collectively known as cybersecurity. Cybersecurity prevents or limits the impact of breaches of security in our computer networks, devices, applications and software. Our lives are increasingly lived online and although the UN estimates that currently only half the world’s population has internet access, that number will rise rapidly in the next five years and the importance of protecting digital assets will only continue to grow.

The widespread effects of the IT outage on 19^th July opened our eyes to the interconnected nature of our cloud systems and online security. Organisations and individuals worldwide were severely inconvenienced by the incident and although it was not malicious, it demonstrated how important protecting digital data and networks has become for everyone.

IBM research has found that on average, a data security breach costs US$4.88 million globally and shows just how economically harmful they can be. On a personal level, many of us are now unfortunately well aware of the unwanted and unpleasant effects of malware and phishing.

Whether the result of cybercrime or technical failure, any breakdowns in cybersecurity have significant repercussions for all of us.

What types of data do translators handle?

The language industry by its very nature, handles, creates and stores significant amounts of data. This means that it takes protecting that data very seriously.

The type of data processed for translation can vary enormously. Detailed personal information in the form of birth certificates, passports, medical records and other vital identity documents are regularly required in new languages; legal paperwork relating to court proceedings or solicitors’ documents often need translating; financial records for companies or banking institutions might have to be multilingual; patents and other forms of intellectual property can only be effective abroad if their documentation is written in other official languages.

What’s more, this data for translation comes in many different formats. Language companies routinely process a variety of text, video and audio files.

The list of what language services providers (LSPs) translate is long and varied and changes daily. They can receive and send all the above types of files on a weekly basis, from clients in all areas of industry, all over the world. It’s part of the DNA of a translation company to be entrusted with confidential, sensitive and valuable information.

Any data security breaches in the translation workflow are therefore serious and the consequences for clients potentially highly damaging. These can include legal action, harm to brand reputation, financial losses and a breakdown of trust with hard-won customers.

Vulnerabilities in the translation workflow

For LSPs, the consequences of data security breaches can be equally severe, which is why they pay strict attention to the most vulnerable parts of the translation process. The following areas can be particularly at risk:

• Data transfer via unsecured channels like email
• Cloud storage if the environment is unregulated
• Human error from accidental sharing of data on insecure devices
• Cyberattacks from, for example, ransomware, malware or phishing

Fortunately, translation companies are alive to these risks and in a 2023 survey by the Association of Language Companies, over 80 percent had put in place policies and procedures to tackle cybersecurity. Notably, over half of the companies surveyed had already ‘implemented mechanisms to detect incidents’, showing that they are keen to spot any security vulnerabilities as early as possible, rather than risking late detection.

How do translation companies protect your data?

Here are some of the important measures LSPs use to ensure data security and privacy in their translation workflows.

1. Strong security protocols. LSPs use Translation Management Systems (TMSs) to automate tasks, streamline processes and create a single collaborative environment for translation tasks. With a TMS, files are always exchanged directly via an encrypted connection, thus avoiding potentially unsafe transfer over email. Translators log into the TMS to work on the files and do not download them to their personal computers.
2. State-of-the-art technology. Language providers are tech-savvy and have been accustomed to working with the latest language technologies for many decades. This means that they are in the habit of updating their software and hardware as soon as it’s required and know the importance of immediately applying security patches to deal with new bugs.

Technology automation is currently a major focus for translation companies globally as they aim to make their workflows more efficient and improve time to market. Automation also reduces the opportunity for human error in translation processes, an area generally that research has shown to be a common cause of data breaches.

• Human training. By providing thorough in-house training, LSPs ensure both permanent employees and freelance linguists are taught to spot threats and report any suspicious cyber activity immediately. All LSPs give instructions on how to transmit files securely and they use multifactor authentication so that only authorised employees can access translation systems and files. Linguists are also trained to handle any sensitive information they come into contact with during their work.

Being able to supply dozens of languages and specialisms means LSPs call on a large number of skilled translators worldwide, most of them freelance. For this reason, a confidentiality agreement is usually required and background checks may be necessary.

• Secure data storage. Cloud systems secured by encryption are used by translation companies and offer practical and safe data storage. Updates are automatic and cloud solutions benefit from 24-hour-a-day cyber threat monitoring.
• Global compliance expertise. As suppliers of cross-border services, language companies are acutely aware of the importance of regulatory compliance in all regions. Data protection laws can vary from country to country and are becoming the norm. Challenges can arise in translation workflows because the exact content of files is not always known before their transmission and when translations are required for a third country beyond the regulatory jurisdiction of both the client’s and LSP’s region. The complexities of data protection and compliance for language services lead LSPs to be particularly mindful of their data security practices.
• Adherence to quality standards. Top-tier language companies will have achieved the recognised standards ISO 9001 for quality management and ISO 17100 for core translation industry processes. These quality standards require significant investment for the organisation and demonstrate a commitment to the highest quality standards company-wide. They also stipulate tight controls for data security in accordance with ISO 27001.

The t’works guarantee

Cybersecurity is a daily occupation for t’works and the concern of everyone connected to our organisation. It is one of our top priorities and vital to our business operations. We are certified according to ISO 9001, ISO 17100 and ISO 18587 (Post-Editing) and work in accordance with ISO 27001, showing we maintain the best-in-class working processes across our organisations and pay strict attention to data security implementation.

Our robust IT architecture, encrypted data transfer, regulatory compliance and trained personnel all combine to make the translation process at t’works as resistant as possible to cybersecurity threats.

At t’works, your translation data is in safe hands.