Evaluate data and processing grounds
Determine who is involved in the record, what information it contains and why you need the text. Share solutions: whether it is possible to record a conversation, transmit it to the selected service and use the result for the desired purpose. The presence of the file at the employee itself does not answer these questions.
Consider the rules of the organization, agreements with participants and requirements for specific data. Medical information, internal documentation and a regular working meeting may require different order. Here is a practical checklist, not a legal opinion on your record.
If the grounds or approval are unclear, postpone the download and contact the data responsible. For corporate users order for the processing of personal data describes the roles of the parties and the obligations of the user in the transfer of materials.
Minimizing material
Only give what you need for the task. For example, a permitted fragment of the meeting may be enough to prepare the outcome of one discussion. Work with a separate copy: save the original if you still need it or are subject to mandatory storage.
Remove extra pieces and information from the working copy, keeping the context of the conversation. After editing, listen to the beginning and end of the passage. The reduction of the material should not change the meaning of the answer or separate the conclusion from an important condition.
The base
The purpose and admissibility of the transfer are clear.
Minimum
The required fragment was selected.
Processing
Selected authorized service and channel.
Access
The material is received by the right participants.
Removal
Unnecessary copies are accounted for and processed according to the rules.
Check service and channel
Learn personal data processing policy and Terms of use. Check the composition of the data, the purpose, the involvement of contractors and the order of storage. Transkribator policy provides for the transfer of the necessary amount of data to the providers of recognition and AI processing, as well as other contractors for the service.
The terms give no single fixed deadline for deleting the original file after transcription. Section 7 explains that deleting an item from your account does not necessarily delete backups and technical logs immediately. If your task requires a certain period of time, agree to it before transferring the record.
Use the organization-approved download method. Keep a private video private when obtaining a link. Do not send sensitive files to an untrusted converter. With a technical problem, start with checking the causes of the download error.
Restrict access and versions
Determine who needs the source, who is the full text, and who has enough results. To transmit the result, you can often prepare a separate document without unnecessary names, contacts and details. Check the recipient and access rights before sending.
Share automatic draft, proven transcription, and distribution version. In the latter, look not only at the main text, but also comments, applications and hidden edits. For reconciliation of quotes keep in the working material timecodes of the desired fragments.
Do not put confidential information in the filename or a public URL. Use a short project code. Distinguish between full transcript and short formats, so you only send the agreed deliverable and do not disclose unnecessary information.
Complete processing safely
After completing the task, check what materials are still needed and what you need to store. Apply the approved deadlines to source, text, exports and copies. Do not delete records that must be retained just to clean up a folder.
Check shared drives, download folder, correspondence attachments, and work devices. For backups, specify the order of the responsible administrator. Record what you did if your process requires proof of deletion.
One tool does not give absolute confidentiality. The result also depends on the composition of the data transferred, access settings, employee actions and compliance with storage rules.
Practical checklist
- Define the purpose, reasons and necessary approvals.
- Prepare a minimum sufficient record fragment.
- Read the current documents of the selected service.
- Check the circle of recipients and access rights.
- Check the final text and remove the extra information from the version for transmission.
- Take into account the source, results and copies when completing the work.
How to do this in Transkribator
Before transmitting sensitive material, open the current policy on the button in the article and compare the conditions with the rules of your organization. Ask the service’s support team about storage and deletion if you need clarification.
After approval, download only the required material allowed. Check the result by recording, prepare a suitable version for the recipients and complete the work on the accepted order. When verifying deletion, check beyond what is visible in your account.
Key points
- The transfer allowance must be determined before downloading.
- Less data is less than the possible consequences of an access error.
- The full text and version for the recipient may vary.
- Removal from the office does not automatically cover all copies.
- The rules of service and procedure of the organization should be considered together.
Where to check unnecessary copies
- Service
- Materials and results in the office; conditions of removal and technical storage.
- Working computer
- Downloads folder, exported documents and temporary working copies.
- Shared folder
- Command files, rights on the link and separately sent attachments.
- Backup
- Storage and removal procedure agreed with the responsible administrator.
Frequently asked questions
Can I upload a recording without consent?
There is no universal permission: the grounds for recording, transfer and further processing should be evaluated taking into account the content, purpose and applicable rules. Check also the terms of the selected service. If the grounds or necessary consents are unclear, agree to download with the data responsible or the lawyer prior to the file transfer.
Where to see the terms of the service?
On the pages of the policy of processing personal data and the terms of use of Transkribator. For corporate work with these third parties, an order for processing is also provided. Read the current editorial boards and compare them with the requirements of your organization.
Is the original file deleted?
Public documents do not establish a single exact period of removal of the source immediately after recognition. Section 7 of the conditions of use describes the storage of materials and results, as well as the features of backup copies and journals. If the delete period is critical for the task, check it with support before downloading.
Is it enough to remove the result in the office?
This does not remove your local exports, attachments, shared folders, and other working copies. Check them separately. For backup copies and technical logs, you can apply your own terms; apply the approved storage and disposal procedure, taking into account the mandatory requirements.
