Compliance
6 Things You Should Do to Handle Data Privacy Updates
Once data began going digital, authorities recognized the need to protect it. This led to the creation of data privacy rules and regulations to address cyber threats. Many organizations must meet one or more data privacy policies.
Once data began going digital, authorities recognized the need to protect it. This led to the creation of data privacy rules and regulations to address cyber threats. Many organizations must meet one or more data privacy policies. Those in the U.S. healthcare industry and their service partners need to comply with HIPAA. Anyone collecting payment card data must address PCI-DSS requirements. GDPR is a wide-reaching data protection regulation that impacts anyone selling to EU citizens.
Industry and international data privacy regulations are just the tip of the iceberg. Many state and local jurisdictions also have their own data privacy laws. By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations. Authorities enact new data privacy regulations regularly, and businesses must stay on top of their compliance requirements. Many standards carry stiff penalties for a data breach, and if security was lacking, fines can be even higher. The Health Insurance Portability and Accountability Act (HIPAA), for example, uses a sliding scale where violators can be fined between $100 and $50,000 per breached record. The more negligent the company, the higher the fine.
Here are some steps to help you keep up with data privacy updates and stay compliant.
1. Identify the Regulations You Need to Follow. Does your organization have a list of the different data privacy rules it falls under? There could be regulations tied to your industry, where you sell (for example, if you sell to EU customers), your state, your city or county, or federal requirements for government contractors. Identify all the data privacy regulations you may be subject to so you are not caught off guard by one you did not know about.
2. Stay Aware of Data Privacy Regulation Updates. You can stay on top of any changes by signing up for updates on the appropriate official website for each compliance authority. For example, if you are in the healthcare field, you can sign up for HIPAA updates at HIPAA.gov. Do this for each regulation your business falls under. You should have updates sent to more than one person, typically your Security Officer and another responsible party, to ensure nothing gets missed if someone is on vacation.
3. Do an Annual Review of Your Data Security Standards. Companies are always evolving their technology, whether it is a major platform change or simply adding a new server or computer. Any changes to your IT environment can mean falling out of compliance. A new employee mobile device that is not properly protected or a new cloud tool an employee decides to use can both cause compliance issues. Conduct at least an annual review of your data security and match it against your data privacy compliance requirements to make sure you are still in good standing.
4. Audit Your Security Policies and Procedures. Your written security policies and procedures tell employees what is expected of them and provide direction when it comes to data privacy and how to handle a breach. Audit these documents at least annually and also whenever there is a data privacy regulation update to ensure they encompass any new requirements.
5. Update Your Technical, Physical, and Administrative Safeguards As Needed. When you receive notification that a data privacy update is coming, plan ahead. It is best to comply before the rule takes effect if possible. Look at three areas of your IT security: technical safeguards such as systems, devices, and software; administrative safeguards such as policies, manuals, and training; and physical safeguards such as doors, keypads, and building security.
6. Keep Employees Trained on Compliance and Data Privacy Policies. Employees should be aware of any changes to data privacy policies that affect them. When you receive news about an upcoming update, incorporate it into your ongoing training. Conducting regular cybersecurity training keeps staff skills sharp and reminds them of what is expected. Always log your training activities, including the date, the employees educated, and the topic. This documentation is important to have on hand if you ever experience a breach.
Get Help Ensuring Your Systems Meet Compliance Needs.
Data privacy compliance can be complex, but you do not have to figure it all out on your own. The team at Cyber One Solutions is well-versed in compliance needs and can help you stay on track. Contact us today to schedule a chat.