Issue link: http://read.uberflip.com/i/45522
Security Differences Between Cassette and Digital Dictation Technologies Cassettes Can encrypt files Has PIN-protected hardware Can upload voice files directly to a secure server Can be accessed by unauthorized persons -- -- -- √ Digital √ √ √ Only if not encrypted or password-protected One of the main areas of digital dictation security risk relates to how files are recorded. Attorneys often use some type of voice recorder to capture information, record meetings, dictate letters and so on. Without securing both the file and the device, other people can access the recordings. Consider the example of an attorney who is recording a deposition and inadvertently leaves the recording device on the table when he steps out of the deposition room to speak with a colleague. If the device and recording are not secured, anyone can access the information — whether inadvertently or intentionally. Once created, digital audio files must be securely transferred off the recording device so they can be transcribed and ultimately stored for later access and use. This transfer process can present security risks as well — particularly if the process involves email. Consider the example of an attorney who records a memo using a digital recorder and is ready to send the memo to the firm's transcriptionist. How does the attorney send the file securely and without risk? 60 Risky Business ILTA White Paper HOW TO GUARANTEE SECURITY Although technology can introduce certain risks into document creation and use, safeguards associated with digital dictation hardware and software can actually help address many of these risks and yield a more secure system. These safeguards are not present in a traditional cassette-based dictation system. The following points show how digital dictation hardware and software can address security risks within key aspects of the document lifecycle. • Voice Recording: A critical issue in securing voice recordings is controlling access. Many digital voice recorders — including smartphones equipped with a dictation app — can be designed to limit access through the use of PINs that unlock the device and allow access to its contents. If someone who does not know the PIN picks up the device, he cannot access any of the files contained on it. This helps prevent security breaches when a device is misplaced or stolen.