Pacific Transcription utilises Australia-based instances of the Microsoft Azure cloud network. Features of this environment include:

• A primary protection layer, which includes deployment of a high-specification Fortigate Firewall appliance, fully optimised with IPS/IDS,
• A secondary layer of protection with the existence of a demilitarised zone (DMZ) which separates all file servers from public access points via deployment of a reverse proxy server,
• Utilisation of Microsoft Entra ID cloud-based identity and access management solution, as well as protection by Microsoft Defender for Business, and
• Configuration of the environment to include encryption of all files at rest, with a high-level AE256 encryption algorithm.

Additional to these features are cloud-to-cloud, real-time backups which mean that Pacific Transcription has disaster protection and recovery plans for its operating environment that has World-class metrics for Recovery Point Objective (RPO – or time interval during which data is potentially exposed to loss), and Recovery Time Objective (RTO – or how quickly full operational systems can be restored).

Access to the client portal is auditable via IP number. All client accounts are password protected and clients can set their passwords, which are stored in a secure encrypted format.

Pacific Transcription regularly commissions independent penetration testing of its systems with credentialled client account access.

Pacific Transcription continues to hold ISO 27001 Information Security Management Systems certification, a leading international standard focused on information security. This standard was developed to help organisations of any size in any industry, to keep their information and the information of clients, safe and secure.

The Information Security Management System (ISMS) standard is a framework of policies and procedures that includes all legal, physical, and technical controls involved in an organisation’s information risk management processes.

Activity within client accounts is fully auditable by Pacific Transcription. Access to client and file information is managed through access levels controls and password protection. A log of all activity by typist, administration, and client within the client account is automatically recorded in the system. This allows a full trail of activity to be generated when required.

All employees and subcontractors of Pacific Transcription are required to sign a confidentiality agreement prior to commencing work.  The agreement complies with the New Zealand Information Privacy Principles contained within the Privacy Act 1993, as well as Australian Privacy Principles contained in the Privacy Act 1988 (Cth), Health Insurance Portability and Accountability Act (HiPAA USA), and Information Commissioner’s Office directives (UK).

Pacific Transcription conforms to university contractor agreements, and where requested, will review specific individual confidentiality agreements.

Completed transcripts are uploaded to a specific section of the client account, and clients are sent an email notification (using the email address listed in the login account). This ensures security of information as only those who know the login password will have access to the documents. This process is protected by standard HTTPS protocol.

Clients who are less concerned regarding transcript security however (e.g transcripts of public finance briefings), can elect to have completed transcripts emailed as well as uploaded.

For security and confidentiality purposes, Pacific Transcription deletes all audio and video files from each client account as soon as the completed transcripts are returned to the account, and deletes all transcripts from each client account 90 days after completion of transcripts.

If you require your transcripts to be deleted sooner, or purged from all instances (main server, secure backup area), please contact us to arrange.

Unless otherwise agreed with clients, archived copies of transcripts are maintained for a period of time for quality assurance purposes.

Files may be retrieved during this time for a small retrieval fee, outlined in the rates brochure.

Pacific Transcription understands that medical files require further measures to ensure that personal and confidential information remains protected.  We have taken additional steps to ensure that medical transcripts remain secure and private.

Our team of medical typists is highly trained and reviewed regularly by our quality assurance team, and all are familiar with the Pacific Transcription Privacy Policy, and any legal and individual client requirements that may apply.

We communicate openly with our clients and typists and are able to accommodate any additional security requirements clients may have, and can grant our clients full access to our operating systems to ensure transparency and robustness in our privacy and security measures.

Pacific Solutions Pty Ltd is an Australian company that trades in New Zealand, Australia and East Asia as Pacific Transcription, and trades in the UK and Europe as Sterling Transcription and Expedict.

Australian Privacy Principles are compliant with New Zealand privacy standards. Non-disclosure agreements are available upon request.

The transference of files between countries is undertaken in accordance with the Australian Privacy Principles.

A brochure containing further information on Pacific Transcription and Privacy is available via our website and in your secure client login.  For more information please contact us.