6 Things You Should Do to Handle Data Privacy Updates

As technology evolved and digital data piled up, authorities realized they needed to safeguard it, leading to the creation of data privacy rules and regulations. Nowadays, organizations scramble to meet policies such as HIPAA, PCI-DSS, and GDPR if they want to stay in the game. However, it's not just the big guns that they need to worry about. Every state and local jurisdiction has its own privacy laws that must align with the federal ones. Organizations not only need to keep up with the rules, but they also need to be on the lookout for new ones to comply with. It's like playing a game of whack-a-mole, but with legal implications.

By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations.

Get ready to play data privacy whack-a-mole! New regulations are popping up all the time, in fact, Colorado, Utah, Connecticut, and Virginia are gearing up to unleash their own rules in 2023. Keep in mind that skimping on security measures isn't going to fly. You could get slapped with some hefty fines for a breach. The Health Insurance Portability and Accountability Act (HIPAA) means business, with violators looking at penalties ranging from $100 to $50,000 per breached record. Don't let the fear of compliance get to you, though; we've got your back with some tips to stay ahead of the game.

Steps for Staying on Top of Data Privacy Compliance

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 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 you may be subject to. This helps ensure you’re not caught off guard by one you didn’t know about.

2. Stay Aware of Data Privacy Regulation Updates

Stay ahead of the game and dodge any surprises when it comes to data privacy rule changes. Keep your finger on the pulse by subscribing for updates on the appropriate website, meaning the official one for the compliance authority. For healthcare workers, sign up for your dose of HIPAA updates at HIPAA.gov. Don't just leave it to one person, though; make sure multiple responsible parties get the updates, so you're always covered, even if someone's off on a tropical vacay.

3. Do an Annual Review of Your Data Security Standards

As companies move forward with their technology, a simple addition of a server or computer can sometimes make a big impact. Unfortunately, it also means that falling out of compliance is a real risk. Even a new employee's mobile device or a cloud tool can create a compliance concern. It's like a game of Jenga, one wrong move and the whole thing comes tumbling down. That's why it's crucial to give your data security an annual check-up alongside your privacy requirements. Keep your compliance in check and watch your business soar higher than a Jenga tower.

4. Audit Your Security Policies and Procedures

Your security policies are the backbone of your company's data privacy. It's like a guidebook for your employees on how to navigate the treacherous seas of personal information. But just like any good guidebook, it needs regular updates to stay relevant. That's why it's important to audit your policies annually, if there's a big change in regulations, why not give it a quick once-over also? Stay ahead of the game and keep your ship sailing smoothly.

5. Update Your Technical, Physical & Administrative Safeguards as Needed

When you receive a notification that a data privacy update is coming, plan ahead, it’s best to comply before the rule kicks in, if possible.

Look 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

Stay ahead of the game with cybersecurity by keeping your training up to date! Not up for snooze-worthy sessions? Spice up your training with the latest and greatest changes to data privacy policies. And hey, we know you've got a lot on your plate, but don't forget to log your training activities; it'll save you a headache down the road!

Get Help Ensuring Your Systems Meet Compliance Needs

Data privacy compliance can be complex. But you don’t have to figure it all out yourself. Our team is well-versed in compliance needs. Contact us today to schedule a chat.