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Digital Dictation & Transcription
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© 2007, Sylvan Software
Secure your important information using encryption .
What is encryption?
Encryption scrambles the audio files. If an
unauthorized 3rd party intercepts an audio file then they cannot
playback the audio. All they will hear is a noisy hissing sound. However,
your users will be able to hear the audio in the usual crystal clear audio.
Why should I encrypt my audio
files?
If you are sending sensitive information over the Internet
then encryption ensures that no unauthorized person may intercept and
listen to this sensitive information. Also, if an unauthorized 3rd party
gets access to files stored on your server then they will not be able
to listen these files. So your audio will be protected both during
transmission and while they are stored. In the USA, the Health Insurance
Portability and Accountability Act of 1996 (HIPAA) requires encryption
for patient information that is sent over the Internet and recommends
that patient information be encrypted in storage.
How does encryption work?
Encryption requires an encryption key which is
used as part of a mathematical calculation to scramble the audio
file. This same encryption key is also used to decrypt the audio file.
To enable encryption you must install an encryption key into the product
that you are using. This is known as private key encryption since
only the dictator and the transcriber have access to this unique encryption
key. The same encryption key that was used to encrypt the file must also
be used to decrypt the file. Any other encryption key will not decrypt
the file.
What is a private encryption
key?
An encryption key is just a sequence of characters stored
in a file. This key is unique - no two encryption keys are the same. When
a file is encrypted using this encryption key file then it must be decrypted
using a copy of the same encryption key file. For all users within
an organization to share all files then create one encryption key file
and install a copy of this encryption key file into each product
that you are using.
Where do I get an encryption
key?
First, check with your system administrator for your organization.
The same encryption key file must be used by both the dictator as well
as the transcriber. So only one encryption key file should be used in
one organization. If you are the system administrator for your organization
then click on the Create Encryption Key File button below.
Remember, that to playback an encrypted file you need a copy of the same
encryption key file that was used to encrypt the audio file.
How many encryption keys do
I need?
In most cases, one organization will use one encryption key
file. A copy of this file can be given to each user so that it may be
installed into your product.
Which products support encryption?
OPUS, TeleWave, VoiceWave and the Converter.
How do I install an encryption
key?
For VoiceWave, use the Options...Set Encryption Key File
menu option. For TeleWave, enter the name of the encryption key file on
the Settings tab. For Opus, open the Settings notebook
and set the encryption file name of the Encryption tab.
When does the file get encrypted?
For OPUS and VoiceWave, the files are encrypted straight
to disk while the file is being recorded. For TeleWave the file is encrypted
after the caller hangs up the phone and before it is sent to the transcriber.
Can I use the encryption version
of VoiceWave to playback files that were created by an older version of
VoiceWave, TeleWave or OPUS ?
Yes. All products that support encryption can playback files
created by previous versions of our products. For example, VoiceWave 4.x
will playback files created by TeleWave 3.x, OPUS 3.x, and VoiceWave 3.x.
Important: Please read all of the information above before you create an encryption key. Be sure to store the encryption key file in a safe place - if it is lost then you will not be able to playback any encrypted files.
1-800-235-9455 Tollfree from US & Canada
Sylvan Software
Local: 719-495-7469 Fax: 719-532-9993
Address: 6825 Silver Ponds Heights Road, #111, Colorado Springs, CO 80908
Technical Support
Phone: 719-495-4145 Fax: 719-532-9993