Aram KuyumjianSafeguarding Confidentiality in Legal Translation
Handling translation projects is a major responsibility, and one of the main obligations is to maintain confidentiality in legal translation.
Why Confidentiality Matters in Legal Translation
Confidentiality is paramount in all areas of translation, but it is particularly crucial in legal and corporate translations because of the potential for sensitive information.
Beyond Client and Business Details
In legal translation for regulated industries, the scope goes beyond the protection of clients’ identities and business details. Legal translators often work with documents containing extremely sensitive data, which requires a rigorous approach to information protection.
Most of this information is not intended for public dissemination.
Examples of Confidential Legal Documents
For example, the annexes to a merger agreement may contain confidential financial data, business assets or employment contracts. Similarly, crucial information may be contained in documents provided by a company as part of legal proceedings. Take, for example, an American company operating in Quebec that is involved in litigation with its French-speaking counterpart. In this case, the company may hire a lawyer to represent it, as well as an expert in legal translation for cross-border litigation to translate expert reports and other documents such as transcripts of out-of-court examinations to prepare for trial. Information that is subject to attorney-client privilege is afforded similar care and protection by professional legal translators specialized in confidentiality.
Best Practices for Ensuring Confidentiality
Here are a few tips for adopting a global approach to confidentiality in legal translation:
Verify Translator Confidentiality Practices
Companies are advised to find out about the confidentiality practices of their chosen translators. This information is often available on their website, particularly in their privacy policy. Direct communication with translation providers can also help clarify these aspects.
Secure Translators’ Workstations
Translators should take proactive steps to improve the security of their workstations. This includes regularly updating anti-virus and anti-spam software and using secure networks to uphold confidentiality in legal translation.
Reinforce Security for Remote Work
Security must be reinforced when working remotely. When translators choose to work outside their place of business, it is prudent for them to put in place additional security measures. These include using a virtual private network (VPN) for secure connections, password-protecting computers for login access and encrypting the hard drive to add layers of protection to maintain confidentiality in legal and financial translations.
Use Non-Disclosure Agreements for Third Parties
Third parties with access to documents should take similar security measures. Additionally, establishing legal translation confidentiality agreements (or non-disclosure agreements) with third parties is also essential to protect shared information.
Handle Physical Documents with Care
Physical documents must be handled securely. If paper documents are part of the translation process, it is advisable to work only from the translator’s designated workspace or home. Proper storage in filing cabinets or desk drawers prevents unauthorized access or theft and ensures compliance with legal translation data protection standards.
Back Up and Shred Documents
Back-up procedures must be put in place. It is essential to back up files regularly to prevent data loss. Additionally, shredding physical copies of files that are no longer required complies with confidentiality policies for legal translation professionals.
A Holistic Approach to Confidentiality
Maintaining the confidentiality in legal translation requires a holistic approach that combines diligent research, sound security practices and careful handling of physical and electronic documents. By adhering to these guidelines, companies and translators can contribute to the safeguarding of sensitive information and maintain professional integrity.
To learn how encryption, compliance standards, and advanced security measures protect legal translations, read this guide on maintaining confidentiality.