6 Tasks To Handle Data Privacy Updates
Authorities realized a need to protect data once it began going digital. As a result, they created data privacy rules and regulations to address cyber threats. Many organizations must meet one or more data privacy policies.
HIPAA compliance is mandatory for those in the U.S. healthcare industry and their service partners. Anyone who collects payment card data must be concerned with PCI-DSS. GDPR is a wide-reaching data protection regulation that affects anyone who sells to EU citizens.
Industry and international data privacy regulations are just the beginning. Many state and local jurisdictions also have their own data privacy laws. Organizations must be aware of these compliance requirements, as well as updates to these rules.
By the end of 2024, approximately 75% of the population gets their data protected by one or more privacy regulations.
Authorities enact new data privacy regulations on an ongoing basis. For instance, in 2023, four states are projected to get new rules. Colorado, Utah, Connecticut, and Virginia will begin enforcing new data privacy statutes.
To avoid negative consequences, businesses must stay on top of their data privacy compliance requirements. Stiff penalties get attached to many standards for a data breach. Furthermore, fines can run even higher if the security was lacking.
The Health Insurance Portability and Accountability Act (HIPAA) employs a sliding scale. The fines for violators range from $100 to $50,000 per breached record. The fine increases with the level of negligence exhibited by the company.
Does all of this sound frightening?
Do not worry! We have some tips below that can assist you in keeping up with the data privacy updates that are on the horizon.
Steps for Staying On Top of Data Privacy Compliance
1. Identify the Regulations You Need to Follow
Does your organization keep a list of all the different data privacy rules it must comply with? You can find regulations for:
- Industry
- Where you sell (e.g., if you sell to the EU)
- Statewide
- City or county
- Federal (e.g., for government contractors)
Identify all the various data privacy regulations that your company could be subject to. This list helps ensure you’re not caught off guard by one you didn’t know about.
2. Stay Aware of Data Privacy Regulation Updates
Don’t get blindsided by a data privacy rule change. Stay on top of any changes by signing up for updates on the appropriate website. Search for the official website for the compliance authority, usually with a .gov ending.
For instance, if your business works in the healthcare field, you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulation bodies your business falls under.
You should have updates sent to multiple people. Typically, your Security Officer or equivalent, and another responsible party. Multiple recipients ensures that updates don’t get missed if someone is on vacation.
3. Do an Annual Review of Your Data Security Standards
Companies continuously evolve their technology. This evolution does not always entail a big enterprise transition. Frequently, a new server or computer may be added to the mix.
Any modifications to the IT environment easily result in accidental non-compliance. The addition of an unprotected mobile device for a new employee often becomes problematic. Even one new unauthorized cloud tool that an employee decides to use can cause compliance issues.
Schedule and conduct an annual review of your data security. This review should match with your data privacy compliance requirements to ensure that you are still in good standing.
4. Audit Your Security Policies and Procedures
You should conduct an annual audit of your policies and procedures. These written documents provide employees with expectations and guidance on data privacy and breach handling.
It is essential to audit your security policies annually and whenever there is an update to a data privacy regulation. This approach ensures that you are incorporating any new changes to your requirements.
5. Update Your Technical, Physical & Administrative Safeguards As Needed
Whenever you receive a notification of an upcoming data privacy update, plan ahead. It’s best to comply before the rule kicks in, if at all possible.
Keep up with at three areas of your IT security:
- Technical safeguards – Systems, devices, software, etc.
- Administrative safeguards – Policies, manuals, training, etc.
- Physical safeguards – Doors, keypads, building security, etc.
6. Keep Employees Trained on Compliance and Data Privacy Policies
Companies need to inform their employees of any changes to data privacy policies affecting them. When you receive information about an upcoming update, ensure that it is added to your ongoing training.
To keep employees’ anti-breach skills sharp and remind them of what is expected, conduct ongoing cybersecurity training. Include any updates that they need to be aware of, so they can stay adequately prepared.
Remember to log all training activities, including the date, employees educated, and the topic. This documentation will be useful if a breach occurs at some point in the future.
Why Is This Published By A Business Phone Company?
Here at NoContractVoIP, we believe that your success creates our success. And, since we specialize in business communication, we work to help you communicate better while staying safe. We create the cutting edge communication systems that modern companies need. And we geek out on tech stuff, so we study it for you.
To talk to a business phone system specialist and never worry about any of this again, call 866-550-0005 or contact us today.
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