Confidentiality

I keep each client's work confidential, whether or not there is a signed agreement on confidentiality. That is, of course, subject to subpoenas or search warrants.

A document being translated, and the translation, will of course be open in the office during work. There are no coworkers or casual visitors to see it.

After translating and spell-checking, I print the translation because I believe that I can edit it more effectively from printed copy than on-screen. After editing, the finished translation goes to the client, usually as an e-mail attachment. The printed translation and the original German go to a locked file until it appears that the English will no longer be needed in case of questions -- normally on receipt of payment. Then the printed English translation is shredded, while the German moves to a 'dead' locked file for a few months, after which it is in turn shredded. Sometimes, if a large stack of paper accumulates, I have the shredding done commercially.

When it appears that the computer files with the translation and the original German document (if it is a computer file) are no longer needed for questions, they are transferred to a diskette and erased from the hard disk. The diskettes are stored in a safe for a year or more, and are eventually reformatted and reused. The hard disk is 'wiped' occasionally.


How might something leak?

• Visitors or coworkers at the client's office.
  
  
• Visitors at my office (very rare, and they don’t get to see documents).
  
  
• It is conceivable that someone might organize a break-in at my office to steal your information. It seems improbable that any information I have would be worth the substantial risks involved, particularly because the office is in my home and has an alarm system with a central office connection.
  
  
• Intercepted e-mail: probably relatively easy for anyone willing to make the effort. Encryption will help. Although it can, at least in principle, be broken with enough time and money, it is unlikely that that even a government would try. Note that the actual information in the original language is often available to the public in a patent or a technical publication. If the translation were encrypted, the original information would be a help in breaking the encryption (but another translation would be faster and less expensive). It is reported that 'Word' files contain hidden meta-data in a very standard format which could also serve as a guide in breaking the encryption. Dyer Laboratories is licensed by Network Associates to use PGP encryption.
  
  
• Hacking into the computer through the Internet. A possibility, but I used separate computers for communication and for translation. The translation computer goes on line only in case the other fails, or to upload or download a file too long to be transferred between computers by diskette. The communication computer has translation files briefly as e-mail attachments. Both computers have some software protection, though I do not claim it to be impenetrable. As noted above, translation files are transferred to diskettes and deleted from the hard disk, and the hard disk is wiped at intervals.
  
  

If you are seriously concerned with confidentiality/secrecy, be sure to read "Secrets and Lies" by Bruce Schneier (Wiley, 2004).


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