Why Compliance Can’t Fall on One Sole Person
Before your company can fully comply with all the requirements set by third parties like regulatory bodies and clients, there are dozens upon dozens of tasks that need to be completed. These tasks are spread across different areas of the company and are impossible for just one individual to accomplish. The process would require a fast and thorough team of compliance specialists.
Vital Matters to Discuss
Most cases of compliance failure can be attributed to a lack of planning and communication. To avoid these problems, bring your compliance team together right from the start and discuss all the crucial matters.
Email Encryption
Daily, hundreds of emails can go back and forth in your company. You need to have a reliable encryption system to protect all these emails and keep all their data away from the prying eyes of hackers.
Data Encryption
Customer data, credit card information, and other data must all pass through a secure collection system to avoid theft or exposure to unauthorized parties.
Firewalls
Skilled hackers can easily override some firewalls. If you are still using an older firewall try upgrading to a multi-level system for a much better defense against unwanted intruders.
Backups
Data backups are your lifeline in the event of a system failure or cyberattack. It is crucial to create backups regularly and store them in a safe location in a system that complies with client and government requirements.
Data Availability and Storage
Sensitive information within your business must only be accessible to authorized individuals. There should be a surefire method of restricting access to sensitive information to minimize data breaches.
Physical Access
Maximizing digital security is critical, but you must not take physical safety measures for granted. Every employee should shut down their computers properly after use. Screen filters might be necessary for some workstations with sensitive data.
Responsibilities of the Internal Compliance Officer
In addition to choosing a highly skilled IT compliance team, you also need an internal compliance officer on your payroll. Their primary duty would be to monitor the staff and ensure that each one abides by compliance procedures—locking their systems when they leave their workstations, practicing caution when using credit card information and private company data, and so on.
Regular cybersecurity training is also part of the responsibilities of the internal compliance officer. Quarterly training is ideal for keeping employees aware of the pervasive dangers online. When new employees join the team, they should receive training on compliance policies as well.
Finally, it is also the internal compliance officer who maintains compliance-related documentation such as communication standards and backup plans. This documentation is crucial during compliance audits, where proving adherence to regulations can prevent fines and reputational damage. The officer will oversee updating these documents regularly to reflect changes in regulations and company policies.
Beyond documentation, the internal compliance officer acts as a liaison between the organization and regulatory bodies. They keep the company informed about any changes in compliance requirements and guide the necessary adjustments in company policies to remain in good standing. This proactive approach not only ensures compliance but also positions the business as a trustworthy partner for clients who value data security.
Furthermore, the internal compliance officer plays a vital role in incident response. In the event of a data breach or cyber attack, they are responsible for coordinating the response, communicating with affected parties, and working alongside the IT compliance team to identify and address vulnerabilities. By having a well-prepared incident response plan in place, led by the compliance officer, the company can minimize damage and swiftly return to normal operations.
If this sounds like a lot for one dedicated person on your team, then there’s another, much easier and less time-consuming solution.
Delegating Compliance to an MSP
Even businesses that are not in the IT industry will need to comply with several IT regulations. From healthcare to finance, almost every sector now deals with sensitive data that must be protected to meet regulatory requirements like HIPAA, GDPR, PCI-DSS, and CCPA. The complexity and constantly evolving nature of these regulations can make it challenging for companies to stay compliant without dedicated resources.
If you do not have an in-house tech team and if your staff does not have the expertise or experience to handle the task, there’s no need to worry. MSPs, or Managed Services Providers, can take these technical matters off your hands. By partnering with an MSP, you gain access to a team of IT experts who specialize in managing compliance, cybersecurity, and overall IT infrastructure without the overhead of maintaining a full-time internal IT department.
If you partner with us, we will assign your company a team of compliance experts who will ensure that you meet all relevant requirements. Whether you need to fulfill requirements for HIPAA, PCI-DSS, GDPR, NIST, or any other regulatory authority, we will take care of it to completion. Give us a call at 401-522-5200, our team will also coordinate closely with your organization to ensure we meet all requirements. You can also check out our Testimonials Page if you’re looking to hear what our clients are saying about us.
