Every business has regulations that it must abide by when carrying out its day-to-day operations. One of these regulations is document compliance, which proves that everything is up to legal standards. It helps businesses pass through external and internal audits and achieve certifications. Here’s how to ensure your company follows the right document compliance policies. What Is Document Compliance? Document compliance is the process of checking whether a company’s files comply with industry regulations. It’s a means of ensuring that everyone is on the same page regarding external and internal policies, regulations, processes, and changes. For example, let’s say your employees must do annual security training as part of your company’s compliance program. Compliance documentation provides evidence that they’ve completed this training in case of audits. Importance of Document Compliance Process Improvement Document compliance brings structure to your organization. It ensures that every process is logged with an SOP (standard operating procedure) and a paper trail. This helps you keep track of your day-to-day operations and determine what’s working and what’s not. With this information, you can start optimizing and improving your process efficiency. Collaboration A well-documented compliance process helps you avoid information silos. Every person in your organization will have access to the data they need to do their job safely and effectively. This improves team collaboration because everyone knows their functions and contributions instead of carrying out random processes. Operational Efficiency Document collection and process logging are standard parts of any solid compliance program. They ensure you can easily access the information you need to resolve problems quickly and efficiently. Growth and Profitability Once you have increased efficiency, growth and profitability are inevitable. Compliance documentation ensures that your processes are up to global standards and that you’re following industry best practices to scale your company. Security Culture When every member of your organization understands the document collection and review process, they develop a proactive security culture. This creates a sense of awareness of the importance of cybersecurity and emphasizes data security. What Should You Include for Document Compliance? Regulatory Policies and Procedures Several data privacy laws exist, each with its own set of procedures and policies that you must follow to ensure compliance. This can be tricky and often overwhelming, depending on your approach to compliance documentation. Generally speaking, you can choose one of two approaches: Use an AI-based (artificial intelligence) reporting software , such as iDox.ai’s Compliance Report Tool Manually research and identify the policies and procedures in your company that require compliance documentation Compliance Training for Employees and Associates If you want to create a culture of compliance in your company, you’ll need to carry out regular training sessions and make sure these sessions are documented. It also helps to appoint a staff member as a compliance officer who will spearhead the process and provide the documents necessary for compliance reports. Data Security and Access Controls Documenting your data security information isn’t enough. You also need to include who has access to what data, systems, and networks. Your compliance reports should also include details on hardware and software controls. Remediations and Assessments This part of the compliance documentation process includes how you plan on addressing issues in your processes. You should include a remediation plan that explains how to assess and solve these issues and any other problems that might appear in a typical audit. Reports Make sure to create periodical investigation reports and include details of incidents and issues you may have encountered. Best Document Compliance Tips 1. Don’t Do It Manually With traditional compliance methods, companies kept track of their compliance documents on paper and in large leather binders.Nowadays, some companies have upgraded to using Google Docs, Microsoft Word, or spreadsheets, but even those aren’t very reliable because of a lot of room for human error. The best way to ensure that your documents comply with global regulations is to use AI compliance software that checks your files for you. These tools use AI indexing methods to identify the most valuable information you need to include in your reports. Some software, such as Idox.ai , also offers auto-redaction features that hide sensitive information in these reports before you send them to a third party. Example: IDox.ai Compliance Tool Here’s an example of how an AI compliance reporting tool like Idox.ai can help you prepare the necessary documents. It typically requires four steps: Select an existing compliance template that suits your needs. Complete the corresponding questions in the report. Add users to your team to collaborate on the report if needed. Answer the questions in the template to download the completed report. 2. Limit Access Few people should be able to access, edit, create, or download document compliance reports. To minimize mistakes, limit the compliance process to a few key individuals who are aware of global regulations. 3. Be Ready For Audits It doesn’t matter what kind of business you have, whether it’s a nonprofit, public, or private company. Any entity can be audited anytime, so always have your compliance documents ready. Some of the most critical compliance regulations to keep in mind include: The Freedom of Information Act The Privacy Act The General Data Protection Regulation (GDPR) The California Consumer Privacy Act (CCPA) The Health Insurance Portability and Accountability Act of 1996 (HIPAA) EU AI Act The California Privacy Rights Act (CPRA) The Children's Internet Protection Act (CIPA) Wrapping Up Document compliance ensures your business adheres to regulations and keeps you safe from internal and external audits. You can do it yourself, but an AI compliance report tool like iDox.ai is a safer bet. Try it out today! lg...Expand

By Alisa Fetic Financial institutions handle a treasure trove of sensitive information, making the importance of AI redaction impossible to ignore. Protecting sensitive information requires a more robust approach to data protection. AI-powered redaction provides this by securing confidential information and ensuring compliance with stringent regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) . Learn more about how these tools can support your financial institution below. Highlights AI redaction helps protect sensitive information and ensures compliance with data protection laws like the GDPR and CCPA. Transitioning from manual methods to AI-powered redaction offers greater accuracy, efficiency, and protection against human error in processing sensitive data. AI redaction aids in adhering to data minimization requirements, ensuring financial institutions meet privacy regulations and protect customer information effectively. AI technology is quickly transforming data security by quickly handling large volumes of unstructured data and electronic documents, which is essential in the fast-paced digital age. Implementing AI redaction positions financial institutions to address evolving privacy risks and protect against data breaches more robustly. Challenges of Manual Redaction for Financial Institutions A bank's reputation is built on the trust of its clients. Customers entrust these institutions with, perhaps more than any other, saving their doctors. We make a point of highlighting this fact to illustrate the critical betrayal of this trust that is accidental disclosure due to human error in redaction—but it happens more often than is acceptable. Some in the industry might refer to manual redaction as being defined using a pen, but this is not. Whether you are using a pen or scrolling through Photoshop, scanning and redacting a document is manual if a person is responsible. It doesn't matter what tool they use to put the 'blank ink' on the document, and this is important for many reasons - especially for those trying to close deals at financial institutions. Here's why: 1. It's Tedious, Time-consuming Work Now, this isn't to be overly sympathetic to whoever is tasked with the job - some work is tedious, and that's ok. The problem with redacting PII from SEC-required legal documents such as an IPO, for example, is that you are entrusting proprietary information contained in documents that are often thousands of pages long to a person. The true margin for error here is far larger than what is acceptable for this type of information in this day and age. That's only one side of this particular challenge - the other is the strain it puts on resources in the department. It's not always viable to have personnel spending the hours they need to complete this task at home. Even if staff are open to taking it home, it contributes to burnout, and with so many junior staff already in exodus, for this reason, it's incredibly impractical to waste valuable human resources on a task that a machine can now perform. 2. It Needs to be Read to be Redacted When it comes to PII, one of the first fundamental rules is to reduce how much it is handled. Manual redaction means somebody has to physically read the document - which is acceptable as the ends justifies the means - but if there is an option that nullifies this requirement for an exception, it presents one less vulnerability. Most CIOs and infosec professionals are aware of social engineering's powers as a device for breaching networks and data, and it should never be discarded as a threat. 3. You Have to Maintain Consistency and Uniformity With diverse types of sensitive content spread over countless formats and repositories, manual redaction increases the risk of inconsistency, leading to non-compliance with strict regulatory standards. Inadequate redaction leads to data security risks and exposes institutions to legal issues and loss of client trust. This underlines the need for an automated, standardized approach to managing sensitive information efficiently and reliably. In short: Banks risk damaging client trust through frequent human errors and lack of consistency in manual redaction , a process that is both labor-intensive and risky, regardless of the tools used. The immense pressure on resources and increased security breach risks make manual redaction obsolete in today's tech-driven environment. Letting AI Redaction Reduce Resource Mismanagement There are many areas where machines simply outperform people—redacting sensitive information for banks and the thousands of documents they process every day is one of them. Let's examine some examples specific to the financial sector to gain a clearer picture of how AI redaction is making a difference. Improving Compliance As laws like the General Data Protection Regulation (GDPR) and, in California, the Consumer Protection and Privacy Act of California (CCPA) and their effects come into play, compliance becomes a key factor in an organization's bottom line and success. Compliance costs financial institutions an average of $10,000 per employee ; according to Deloitte, banks are estimated to have increased costs by more than 60% in this area. It would make sense that financial institutions and their departments do everything they can to improve this number. Using artificial intelligence redaction to scan, discover sensitive data, and redact it is increasingly being seen as part of a healthy overarching compliance strategy. In short: Stiff compliance costs drive banks to AI redaction for better strategy and bottom-line improvement. Better Resource-Efficiency Financial institutions deal with a mountain of documents that contain PII. Let's take a look at a few examples and how they are costing departments money. When it comes to loans, credit, and debt, redaction is required in a number of places, and failure to do so is penalized. A good place to start is when a lender needs to sell off a non-performing loan portfolio. Commercially sensitive, often proprietary information needs to be stricken from loan sale agreements and transfer deeds, as do PII - social security numbers, account numbers, names, etc., all need to be left out or blocked. This is also true when it comes to documents associated with debt collection. As the debts are purchased by a 3rd party collector, information that would uniquely identify debtors must be blocked out or replaced with large ranges of data instead. When an institution wishes to make an initial public offering (IPO), the IPO must, as mentioned previously, be thoroughly redacted to ensure competitors can't access the information. Rather than using personnel, AI redaction processes all of these critical documents faster, more thoroughly, and more accurately than a human can. As with the digital transformation, financial institutions that fail to efficiently adapt to the rigors of protecting consumers and sensitive data will suffer the consequences. In short: Inefficient manual redaction of sensitive PII in financial documents risks penalties, but AI redaction offers a faster, more accurate solution. Leverage AI Redaction Today The technology is here to help departments keep up with these demands and enjoy the peace of mind and ability to perform higher-level tasks. Take the first step towards impeccable compliance and improved efficiency— try iDox.ai's AI redaction service today , or contact our team if you have any questions. Frequently Asked Questions What Is AI Redaction, and Why Is It Important for Financial Institutions? AI redaction uses artificial intelligence technologies to detect and obscure sensitive information in documents. Financial institutions have to maintain data protection, comply with privacy regulations such as GDPR and CCPA, and prevent data breaches. This safeguards client trust and the institution's reputation. How Does AI Redaction Improve Upon Traditional Manual Redaction Methods? AI redaction enhances the security and efficiency of the redaction process by eliminating human error, ensuring consistency, and reducing the time and resources required for manual review. It can handle large volumes of data and complex document types, from text files to audio and video recordings, much faster than manual methods. Can AI Redaction Help Financial Institutions Comply With Data Protection Laws? Yes, AI redaction can be a pivotal tool for financial institutions to ensure compliance with various data protection laws. By automatically identifying and redacting personal and financial information, AI ensures that documents adhere to the required data privacy and minimization standards, key components of laws like the GDPR and CCPA. lg...Expand

Best API Security Practices for the Protection of Sensitive Data Application Programming Interfaces (APIs) allow app developers to pull information from external sources. They simplify the coding process by giving developers access to a large amount of data they would otherwise be unable to access. APIs benefit providers too. They create new revenue possibilities by making valuable data and services available, usually for a fee. Consumers are also winners. They benefit from innovative, feature-rich, interactive apps that provide many services all in one place. But with all this personal information swirling around, how can companies stay data-compliant and protect data privacy ? Read on to learn about the best API security practices. Highlights APIs are essential for modern app development but they may also pose huge security risks if they are not properly protected. Data breaches can cause serious penalties under laws and regulations. Most API security risks boil down to improperly set up access controls, mismanaged protocols, and a lack of dedicated security measures. Proper API security can be ensured with the help of dedicated software. Why Having a Data Security Strategy Matters Faulty, hacked, or exposed APIs lie behind many major data breaches. These types of instances shine a light on sensitive personal data that is not for public consumption. The consequences for a company can be catastrophic. Data laws and regulations mean there can be eye-watering fines for any breaches. However, not all data are the same, and the way you tackle API security will depend on the kind of data that gets transferred. For example, when an API connects to a third-party application, an individual might want to limit some information about them. That might include tracking their location but not knowing about their favorite vacation destinations. What Are the Most Common API Security Risks? API security risks are vulnerabilities or weaknesses that can be exploited to compromise the integrity, availability, or confidentiality of an API and its data. Some of the most common API security risks include: Broken Object-Level Authorization (BOLA): Failure to implement proper checks to ensure that users can only access the objects to which they have permission. Broken User Authentication: Inadequate authentication mechanisms that allow attackers to assume legitimate users’ identities. Excessive Data Exposure: Over-fetching of data where the API exposes more data than is needed for a particular function, potentially leading to data leaks. Lack of Resources Rate Limiting: Without proper rate limiting, APIs can be vulnerable to Denial-of-Service (DoS) or brute force attacks, where an attacker overwhelms the API with requests or attempts to guess credentials through repeated trials. Broken Function Level Authorization: Incorrectly implementing function-level permissions that allow users to perform actions they shouldn't be allowed to do. Mass Assignment: Allowing attackers to modify object properties they shouldn't have access to through APIs that bind client-provided data to data models. Security Misconfiguration: This can include unnecessary HTTP methods, verbose error messages containing sensitive information, or misconfigured HTTP headers among others. Injection: Injection flaws, such as SQL, NoSQL, Command Injection, etc., occur when untrusted data is sent to an interpreter as part of a command or query. Improper Assets Management: Improperly managed APIs can expose endpoints that are more sensitive and should not be publicly discoverable, and undocumented APIs can be exposed unintentionally. Insufficient Logging Monitoring: Inadequate logging and monitoring make it difficult to detect or respond to breaches on time, potentially allowing attackers to exploit other vulnerabilities before they can be addressed. Use of Components with Known Vulnerabilities: Using libraries or software components that have known vulnerabilities can leave an API open to exploitation. Incorrect Content Handling: Misinterpreting the content by not validating the MIME type, for example, can lead to the execution of malicious code or scripts. Addressing these risks typically involves implementing robust authentication and authorization checks, validating and sanitizing inputs, implementing access control at multiple levels, rate limiting, logging, monitoring, and regularly updating components and dependencies. Some Common Best Practices for Securing APIs Companies need to adhere to API security best practices. They should employ well-established security controls if they plan to share their APIs publicly. Here is the lowdown: 1. Choose the Right Web Service API Protocol The two API architectures that are most commonly used today are SOAP (Simple Object Access Protocol) and REST (Representational State Transfer). Each has its own set of standards, practices, and operational methodologies. Security-wise, SOAP has built-in support for WS-Security, which can offer comprehensive security features like message integrity, confidentiality, and multi-factor authentication. For REST API, security is implemented at the transport level using HTTPS. There are no built-in security features, so any additional security measures need to be implemented by the developer. However, it allows for more flexibility. 2. Use an API Gateway Using API gateways acts as a protective barrier for services, adding a layer of security by enforcing authentication and authorization measures, validating request payloads, and protecting against common threats such as SQL injection, cross-site scripting (XSS), and cross-site request forgery (CSRF). 3. Create an Inventory It doesn’t matter if an organization has a few or hundreds of publicly available APIs. Any one of them could help a malicious factor access sensitive data. That’s why a company should conduct perimeter scans to find and keep a list of its APIs. Then, they should work with their DevOps teams to manage them. 4. Implement Authentication and Authorization Solutions Weak or non-existent authentication and authorization are huge issues with lots of publicly available APIs. Broken authentication happens when APIs do not enforce it. This often happens with private APIs that are for internal use only or when it’s possible to break an authentication factor easily. Because APIs can offer an entry point into an organization’s databases, organizations have to operate strict controls to access them. When possible, companies should use solutions focused on proven, appropriate tools. Safe and secure solutions include JSON web tokens, OpenID Connect, or OAuth 2.0. 5. Use the Principle of Least Privilege Companies should only grant users the minimum access necessary for them to carry out their roles, narrowing access to sensitive data. This always applies to APIs. 6. Encrypt Traffic Some companies may choose not to encrypt API data they consider to be non-sensitive. This could cover things like weather service information. Organizations whose APIs swap sensitive data such as banking or health information should always use Transport Layer Security (TLS) encryption for API requests as well as API responses. 7. Get Rid of Information That’s Not for Sharing Companies should apply the principle of data minimization and remove any data that they do not intend to share. Since APIs are generally used by developers, they can contain passwords, keys, or other sensitive information. 8. Don’t Expose More Data Than Is Essential Some APIs expose far too much data. This could relate to the quantity of superfluous information that gets returned through the API. It might also include information that reveals too much about API endpoints. This usually happens when an API leaves the task of filtering data to the user interface instead of the endpoint. Companies need to make sure that APIs only return as much information as is necessary to fulfill their function. 9. Data Access Enforcement, Thresholds, and Firewall As well as this, organizations should enforce data access controls at the API level. They should also monitor data and obscure it if the response contains confidential data. Organizations should never pass input from an API through to the endpoint without validating it beforehand. They should also set a threshold over which further requests will face rejection. For example, they might allow a maximum of 12,000 requests per day for every account. This can help to prevent “denial of service” (DoS) attacks. Companies can also use what’s known as throttling. This means slowing a user’s connection down while still allowing them to use your API. Organizations should always use a firewall that’s able to understand API payload. 10. Log API Activity When a company suffers a successful hack into its system, it needs to be able to trace the source of the incident. This helps with reporting and putting any problems right. Logging all API activity is important. If an attacker breaches your protective shield, you can then make a judgment about what and how it happened. This can all help to improve security and reduce the risk of similar incidents in the future. 11. Carry Out Security Tests It’s vital not to wait until a real attack to see how a company’s safeguards hold up. Organizations need plenty of time for security testing as a way of rooting out potential vulnerabilities. They should test routinely, especially after any API updates. 12. Use a Scanning Tool A scanning tool such as iDox.ai can help limit any accidental exposure of information that’s not meant for the public domain. Clever technology will sift through files and documents and automatically pick out sensitive information. This has huge advantages because manually performing this kind of process is time-consuming and ultimately expensive. Using a tool like iDox.ai frees up valuable time and effort better spent on growing a business. 13. Stash Your API Keys An API key is a sensitive token that grants access to external services and resources. If they are exposed in the source code, particularly in public repositories, unauthorized users could gain access to your APIs and misuse them. This could lead to data breaches, service disruptions, or financial loss if, for example, the keys are used to access paid services. 14. Manage Claims via a Central OAuth Server A central OAuth server allows for a single point of administration for identity and access management. It's easier to safeguard data privacy and enforce security policies, like multi-factor authentication, password policies, and access controls, when all claims are issued and managed centrally. 15. Regularly Validate the Data Regular validation helps prevent malicious data from entering the system, which could otherwise lead to security vulnerabilities such as SQL injection, cross-site scripting (XSS), command injection, and other types of attacks. It's an essential part of application layer security that helps to ensure that only expected and correctly formatted data is processed. Try iDox.ai Today iDox.ai can save you time and money by reducing the risk of data breaches and ensuring a more robust API security environment. Contact us today to try out iDox.ai and learn how it can help your organization with data compliance issues. Frequently Asked Questions What Is the NIST Standard for API Security? API security falls under the NIST-800-53 compliance standards. What Is an Example of An API Security Breach? One high-profile example of an API security breach is the Facebook data scandal involving Cambridge Analytica, which came to light in early 2018. lg...Expand

The New Wave of Data Compliance Laws With sensitive data encompassing much more than just Social Security numbers, enterprises must adapt to comprehensive data privacy laws, such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), to safeguard all personal data effectively. Understanding this nuanced and shifting terrain is vital, particularly as the definition of personally identifiable information (PII) broadens. Effective data management strategies that align with both international data transfers and local data protection laws, paired with the right technological tools like cloud services and advanced data encryption, can fortify a company's data security compliance. As privacy legislation evolves and consumers grow more aware, the importance of establishing a robust company culture around data compliance cannot be overstated. What Are Data Compliance Laws? Data compliance laws are regulations set by governments or industries that dictate how organizations should handle personal information. These laws aim to protect individuals' privacy and security by outlining how data can be collected, stored, used, and disposed of. Here's a breakdown of what data compliance laws are about: Data Security: These laws ensure that sensitive information is protected from unauthorized access, breaches, or loss. This often involves encryption and access controls. Data Privacy: These laws give individuals rights over their personal data. This can include the right to know what data is collected, how it's used, and the ability to access, correct, or delete it. Transparency: Organizations are required to be transparent about their data practices, informing users about what data is collected and how it's used. Data compliance laws vary by region and industry. Some well-known examples include: General Data Protection Regulation (GDPR): This regulation applies to any organization processing the data of EU residents. Health Insurance Portability and Accountability Act (HIPAA): A US law safeguarding patients' medical records and personal health information. California Consumer Privacy Act (CCPA): A law granting California residents control over their personal data collected by businesses. Compliance is crucial for organizations to avoid hefty fines, legal repercussions, and reputational damage from data breaches or privacy violations. The Importance of Company Culture Around Data Compliance IT teams put a different value on organizational data compared to the departments that own it. The perceived value of data has a direct impact on the safeguards companies put in place to protect it. Therefore, it’s important to establish consistent processes for determining accurate value. At the same time, it’s worth noting that the very definition of PII itself is growing and changing. Most people would think it’s obvious, for example, that they should treat a Social Security number as being highly sensitive. Other data elements are not as clear-cut. Let’s take the California Consumer Privacy Act (CCPA). Its definition of personal information is broad. It includes any data that someone might be able to associate with an individual. It does this without explicitly stating which data points we should consider as being personal. How Can Enterprises Defend Themselves Against Lawsuits? Regulatory bodies worldwide don't share a common understanding of PII. Therefore, companies should establish their own definitions, which should relate to the norms of the geographical regions where they operate. Organizations need to carefully and consistently adhere to those definitions. That should be with the right levels of protection, monitoring, and training. This acts as evidence that an organization has been proactive. They’ll have been addressing data privacy issues with policies and procedures. This can make a big difference in court compared with a company or enterprise that has nothing in place at all. The Power of the Consumer Consumers are changing the way they make key decisions about which organizations they want to do business with. They can base these on factors that go a lot further than quality and price. Some prefer companies that reflect their own values around social or environmental issues, for example. Data privacy considerations are fast becoming a key consideration, too. At the same time, more businesses are realizing other benefits of data adherence. They recognize that it is essential for maintaining a good public presence and reputation. The Growth and Spread of Data Protection Laws Data privacy regulations are going to become more prevalent. They’re spreading state by state in the U.S. On top of that, they’re likely to be more far-reaching and yet be more punitive for anyone in violation of them. At least a dozen states, including New York and Washington, are developing new regulations. Some requirements are likely to overlap with the big guns like the GDPR and CCPA. Others will not. That’s going to create even more compliance headaches for the organizations affected. Nevada has already introduced its own data privacy rules. Its law is a little narrower compared to California's. It mainly expands on existing requirements and exempts businesses that already had to comply with the Health Insurance Portability and Accountability Act (HIPAA) or the financial industry's Gramm- Leach-Bliley Act (GLBA). California voters have now approved another privacy law, the California Privacy Rights Act (CPRA). The plan took effect in 2023 and considered aspects of data privacy from the previous year. It expanded and amended some of the requirements contained in the CCPA. That includes creating a new category of personal information. Sensitive Personal Information is the name for it. It also establishes a brand new privacy regulator known as the California Privacy Protection Agency. Companies need to proactively address their treatment and handling of consumer data globally. If not, they’re asking for trouble in the future. Being well-prepared includes: Understanding the location of sensitive data Establishing the value of that data to the business Putting policies in place to reflect organizational and regulatory priorities You might be holding out hope for new federal laws that could effectively suck up aspects of all the different state rules. Even if there was federal legislation that could preempt the multiple state laws, it could take years to create. It would not be likely to happen in the foreseeable future. The Verdict: A Greater Understanding of Data Compliance Having processes in place to deal with the wave of new data compliance regulations makes business sense. Part of the solution lies in the digital technology that has brought about the sea change in data protection laws. Using smart technology to scan your documents for PII is one concrete way to help ensure data compliance for you and your business. iDox.ai can do this for you and much, much more. Incorporate iDox.ai into your data compliance strategy today. Get in touch with us now to find out how we can help you with all your data compliance issues. lg...Expand

What is the Virginia Consumer Data Protection Act? In 2021, Virginia became the second U.S. state after California to enact a consumer data protection act, the Virginia Consumer Data Protection Act (VCDPA). Like most modern privacy laws, the VCDPA is meant to provide consumers with comprehensive data privacy in a world where business models are becoming heavily reliant on data. To achieve this, it focuses on a few specific areas. Here's a breakdown of what that means and how it impacts businesses. Highlights The Virginia Consumer Data Protection Act (VCDPA) is a law enacted to provide Virginians with rights over how their personal data is used by businesses. Enforced from 2023, it applies to entities conducting business in Virginia or processing substantial amounts of Virginians' data. The act ensures state residents can access, control, correct, and delete their personal data, and opt out of data processing for targeted advertising, the sale of data, or significant profiling. Companies are obliged to conduct data assessments, respect consumer rights, minimize data collection, protect sensitive data, prevent discrimination, maintain security measures, manage third-party relationships, and be transparent. Businesses should implement systems and procedures, such as those offered by iDox.ai, to manage data responsibly and comply with the VCDPA, ensuring partnerships and third-party processes align with the regulations. The Consumer Perspective The VCDPA's consumer rights are designed to protect consumers from unfair or deceptive business practices. Consumers are clearly defined as state residents acting on behalf of themselves or their households – notably excluding individuals acting on behalf of companies, such as employees. The law's provisions for consumers include the right to know what information is being collected about them, the right to have their personal information protected, the right to access their personal information, and the right to control how their personal information is used. For instance, a shopper who frequents an online storefront can ask the site for a copy of the data it stores about them—or request that it be deleted entirely. Consumers can also ask to opt out of having their data processed for targeted advertising, sale, or profiling. When covered users exercise their right to make requests under any of these provisions, covered businesses have to comply , which brings us to the next topic. How the Law Impacts Businesses According to the text of the VCDPA, its laws only apply to entities that: Conduct business in the state, and Control or process at least 100,000 consumers' personal data annually or at least 25,000 consumers' personal data if they make more than 50% of their gross revenue by selling such data. Broadly speaking, businesses covered under the VCDPA are obligated to protect the consumer's personal data from misuse, unauthorized access, and disclosure. They're also responsible for providing accurate and complete information about their data collection and use practices, which includes supplying consumers with privacy policies. We already mentioned that businesses have to comply with deletion requests and let consumers know what they're doing with their information. As with most new laws, however, some edge cases might catch companies off-guard, even though the legislation itself is fairly succinct : The VCDPA includes exemptions for private data already covered by other laws. For instance, if you're a medical device manufacturer that keeps patient information as per the Family Educational Rights and Privacy Act (FERPA) or Health Insurance Portability and Accountability Act (HIPAA), you'll need to comply with those laws' consumer protection tenets instead. Carve-outs also apply to nonprofits, educational institutions, state government agencies, certain regulated financial institutions, and those who collect data covered under the Children's Online Privacy Protection Act (COPPA). Information that can identify personal devices without identifying the people who own or use them may be exempt. It's not clear, however, whether these rules were meant to cover common technologies like tracking cookies. Companies that want to collect and use information don't get to have a free-for-all. They have to limit such activities to what's reasonably necessary for their use case and only collect data pertaining to it. Since this is somewhat imprecise, it's worth implementing safeguards – like tools that automatically alert you when you might need to ask a consumer for their consent. The VCDPA makes security measures essential, requiring businesses to maintain such practices to stay compliant. In other words, you can't just say you're operating in a responsible, secure manner: You need to be able to prove it if challenged. What Companies Need to Do to Comply With the Virginia Consumer Data Protection Act Here are some of the key requirements for companies covered by the VCDPA: Data Protection Assessment: Companies have to conduct data protection assessments of their processing activities, particularly for processing that presents a heightened risk of harm to consumers, such as processing personal data for targeted advertising, selling personal data, or processing sensitive data. Consumer Rights: The VCDPA grants various rights to the consumer as a data subject, including the right to access their personal data, correct inaccuracies, delete personal data, obtain a copy of their data in a portable format, and opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects. Data Minimization: Companies have to limit the collection of personal data to what is adequate, relevant, and necessary concerning the purposes for which the data is processed. Consent for Sensitive Data: Express consent is required to process sensitive data, which includes data revealing racial or ethnic origin, religious beliefs, mental or physical health diagnosis, sexual orientation, citizenship or immigration status, biometric data for uniquely identifying a natural person, and personal data collected from a known child. Non-Discrimination: Companies are not allowed to discriminate against consumers for exercising their rights under the VCDPA. Security Practices: Organizations are required to establish and maintain reasonable administrative, technical, and physical data security practices to protect the confidentiality, integrity, and accessibility of personal data. Third-Party Relationships: Companies need to ensure that their data processors are adhering to the VCDPA and have to enter into contracts that require processors to follow instructions, understand their duties and delete or return personal data upon the end of the service provided. Transparency: The VCDPA requires that companies provide a clear and meaningful privacy notice that includes the categories of personal data processed, the purposes of processing, how consumers can exercise their rights, the categories of personal data that the company shares with third parties, and the categories of third parties that the company shares data with. Data Protection Officer (DPO): Although not explicitly required by the VCDPA, appointing a DPO can help organizations monitor compliance, manage data protection strategies, and act as a point of contact for data subjects and regulators. No Sell Provision: Companies are called upon to include a clear and conspicuous link on their homepage titled "Do Not Sell My Personal Data" if they sell personal data, allowing consumers to opt-out. Frequently Asked Questions Does the VCDPA Apply in a Commercial or Employment Context? The VCDPA focuses on the rights of consumers regarding the processing of personal data by businesses, meaning that it applies to a commercial context. Employees notably aren’t covered by the VCDPA, and their rights are regulated by other personal data protection laws. Does the Protection of Genetic or Biometric Data Fall Under the VCDPA? Yes, the VCDPA classifies biometric data as a type of "sensitive data," which is afforded additional protection under the act. How Does the VCDPA Discern Between a Processor and a Controller? A controller is a legal or natural person who, alone or jointly with others, determines the purpose and means of processing personal data. The controller decides the extent to which the processor is allowed to process personal data relating to the organization’s purpose. Meanwhile, the processor is the person processing personal data on behalf of the controller. The Final Takeaway for Covered Companies Not knowing that your business practices might be covered under the VCDPA doesn't let you off the hook. If you operate in Virginia or serve consumers from the state, it's critical to have systems in place that help you toe the line. For instance, you might use software tools to find personally identifiable information in scanned documents and communications to make compliance easier. One area where companies commonly trip up is when they work with third-party processors. Shifting the blame isn't a valid legal defense against a VCDPA claim. You're responsible for ensuring that your partners and business systems also comply with the rules. iDox.ai makes it easier to protect your consumers and your enterprise. By using SOC 2-compliant , ISO 27001-certified AI technology to find personal information, redact documents, and keep you on top of your security stance, iDox.ai powers business practices that meet legal requirements with fewer operational burdens. Reach out to iDox.ai today to learn how to keep your enterprise ready for the privacy-oriented legal landscape. lg...Expand

Understanding the 2024 CCPA Compliance Checklist: What You Need to Know The Californian Consumer Privacy Act (CCPA) was enacted in 2018 in response to growing concerns about privacy, data security, and consumer rights. It aims to enhance privacy protections for Californian residents by giving them more control over their personal information, including its collection, use, and deletion. Simultaneously, this puts website owners in a precarious position regarding compliance. So, while you may know these consumer rights, you may have no idea how to respect them. This article contains a comprehensive CCPA compliance checklist to help you stay ahead of data privacy laws. 2024 CCPA Compliance Checklist Honoring consumer rights should be easier with a comprehensive CCPA compliance checklist. Here are the items you must consider for effective CCPA compliance . 1. Determine Applicability of the CCPA to Your Business The CCPA applies to your business if it is a for-profit entity in California. Non-profit businesses aren’t covered. For your business to fall under the CCPA rules, it should meet the following criteria: It should have annual gross revenues of at least $25 million; It must hold the personal information of at least 50,000 people for commercial purposes. It should derive at least 50% of annual revenue from the sale of consumer personal data. 2. Identify and Classify Data If CCPA regulations apply to you, carry out data inventory and mapping to determine the types of data you collect, its sources, the purpose of collection, and the entities you share with. Details may include: Names IP addresses addresses Purchase history Browsing history, etc. 3. Prepare a Compliant Privacy Policy Prepare and publish a privacy policy that complies with the CCPA. In the policy, explain how you collect, share, and sell consumer information. Also, outline the CCPA consumer rights. Update the policy annually to stay current with the CCPA. 4. Establish Consumer Request Mechanisms CCPA rules allow consumers to request access to their personal information. Once a consumer requests it, you should provide the data within 45 days. You can make it easier by establishing mechanisms such as the following: ● Toll-free numbers ● Online portals ● A reliable email address You also need to establish a clear process for receiving consumer inquiries or for them to opt out of your program to sell their data. For example, you could have a checkbox or link titled: “ Do Not Sell My Personal Data .” 5. Establish a Reliable Data Security System The CCPA mandates businesses to protect consumer’s personal information and mitigate the risk of any potential data breach. But you can only do so by creating sufficient data protection and security systems. At the very top of the list, implement the following: Data encryption Multi-factor authentication Regular system audits A response plan to data breaches 6. Maintain a Data Inventory of Processing History While explaining to customers how you collect data and its purposes is important, you should have a clear record of the collected data and how you have used or processed it. Maintain a data inventory by identifying the sources and locations of storage for all personal data and document details like data type, retention period, and purpose. Review and update the inventory to comply with any changes in the CCPA regulations. 7. Create a Data Collection Notice Before collecting personal information, inform consumers of your intentions to collect it. Include details such as the types of information you need and the reasons for collecting it. If you intend to sell the information, provide a “ Do Not Sell ” checkbox or link for the customer to opt out easily. 8. Provide Easy Data Deletion Procedures At some point, your customers may want to delete their personal data. As part of your CCPA compliance checklist, you should make it easy for customers to request its deletion. If you do not do so, you could face serious legal challenges. Besides a mechanism allowing customers to request data deletion, implement measures to identify data for an individual customer and delete it as requested. 9. Ensure Third-Party Compliance Since you’ll share personal data with third parties, ensure they comply with the CCPA’s information protection policies. Implement a system to audit third-party businesses for ongoing compliance with CCPA rules. Understanding the California Consumer Privacy Act (CCPA)? The CCPA empowers California consumers with greater control over the personal data collected by businesses. Here are its key provisions: 1. Right to Know California residents can request businesses to disclose: The categories and specific pieces of personal information collected about them; The sources of that personal information; The purposes for which the business uses the information; The categories of third parties with whom the business shares the sensitive data; The categories of information the business sells or discloses to third parties. The right to access their personal information free of charge. The right to move their private data wherever they want. The right to know the financial incentives for collecting, selling, or deleting personal data. 2. Right to Delete Under the CCPA, Californian customers can request businesses delete their personal information. Businesses must verify their identity to prevent unauthorized requests and promptly delete the specified personal information when they receive a valid request. They also have to notify any service providers or third parties with whom they shared the data to delete it. Finally, they must maintain records of customer requests and their responses for at least 24 months. Exceptions apply in the following cases: Necessary for Transactions: Businesses aren’t required to delete personal information if it’s necessary to complete a transaction or provide a service requested by the consumer. For example, if you have an active account with an online retailer, they may retain your information to process orders. Legal Obligations: Businesses can retain personal information if it’s necessary to comply with legal obligations, such as tax records or fraud prevention. Research or Public Interest: Data used for research purposes or the public interest may be exempt from deletion. 3. Right to Opt-Out As a California resident, you have the right to request that businesses stop selling or sharing your personal information. Businesses must provide a clear link on their homepage that allows consumers to exercise this right, with anchors such as “ Do Not Sell or Share My Personal Information ” or “Limit the Use of My Sensitive Personal Information.” If you opt-out, you must re-authorize a business to sell or share your consumer data. However, the CCPA does not prevent businesses from using the data within their organization, even across different business units. It specifically addresses the sale or sharing of personal information with external parties. Note that the California Privacy Rights Act (CPRA), which amends the CCPA, now gives consumers the right to correct inaccurate information or limit the use of personal information. 4. Right to Non-Discrimination The CCPA explicitly prohibits businesses from treating consumers differently or discriminating against them based on their exercise of CCPA rights. In other words, they cannot penalize you by denying services, charging a higher price, or providing a lower quality of service. This doesn’t mean that businesses must always provide services for free; they can still charge reasonable fees related to the value of the service provided. In addition, if businesses offer loyalty programs or financial incentives, they must be clearly disclosed and not disadvantageous to consumers who exercise their rights. The California Attorney General’s Office investigates complaints related to non-discrimination. Consumers can file complaints if they believe a business discriminates against them. Easily Achieve CCPA Compliance with iDox.ai CCPA compliance can be challenging to achieve manually and on your own. The easiest way to comply with CCPA rules and regulations is through technology. Data discovery platforms like iDox.ai can help you better understand your data and manage it more effectively. Using our technology, you can easily discover, redact, and eliminate liable, sensitive information inside your data ecosystem. Thus, you can take control of and protect sensitive information in all files promptly. Contact us to get started today ! lg...Expand

What Is SOX Reporting: 6 SOX Report Best Practices When your company decides to go public, adherence to the Sarbanes-Oxley Act of 2002 (SOX) is mandatory. SOX came into force in the aftermath of high-profile corporate financial scandals, introducing rigorous standards to restore trust in financial markets. One of the key SOX requirements revolves around reporting. The goal of SOX reporting is to ensure accurate, transparent financial reporting, holding companies to a higher standard of transparency, integrity, and accountability. The challenge for many, however, lies in navigating the complexities of SOX reporting. How does a company ensure it's on the right track? The answer lies in understanding and implementing SOX report best practices. Keep reading to learn what is SOX reporting and discover these best practices to ensure your company has a roadmap for navigating this essential regulatory landscape. Highlights SOX reporting ensures compliance with the Sarbanes-Oxley Act’s requirements for accurate and transparent financial reporting after various corporate scandals shook investor confidence. The two most critical sections of SOX are Section 302 (corporate responsibility for financial reports) and Section 404 (management assessment of internal controls). A public company’s CEO and CFO are personally responsible for handling a SOX audit. What is SOX Reporting? SOX reporting refers to the compliance and reporting obligations of companies under the Sarbanes-Oxley Act of 2002 (often abbreviated as SOX). This U.S. federal law was enacted in response to a series of high-profile financial scandals, including those at Enron, WorldCom, and Tyco. These scandals highlighted systemic issues with financial transparency, corporate governance, and the accountability of companies and their executives. In a bid to restore investor confidence and protect shareholders from the repercussions of corporate malfeasance, Sarbanes and Oxley drafted the act with the primary goal of improving corporate governance and accountability. The Act introduced stringent reforms to enhance financial disclosures from corporations and to prevent accounting fraud. SOX reporting, therefore, involves a company's demonstration of its adherence to the various provisions of the Sarbanes-Oxley Act. Any violations can lead to an investigation by the PCAOB (Public Company Accounting Oversight Board). SOX reporting is centered around two key sections of the Act: Section 302 and Section 404. Section 302 This pertains to " corporate responsibility for financial reports ." Under this section, senior corporate officers (typically the CEO and CFO) have to personally certify that the quarterly and annual financial reports filed with the Securities and Exchange Commission (SEC) are both accurate and complete. CEOs and CFOs need to evaluate the effectiveness of internal controls within 90 days before issuing the report. This evaluation determines whether the internal controls are sufficient to ensure the accurate and complete reporting of financial data. Section 404 This section relates to the " management assessment of internal controls ." It requires publicly traded companies to include in their annual reports a statement from management that acknowledges the management's responsibility for establishing and maintaining an adequate internal control structure and procedures for financial reporting. These internal controls are processes designed to ensure the reliability of the company's financial reporting and the preparation of its financial statements. In addition to the statement from management, Section 404 mandates that companies include an assessment of the effectiveness of their internal controls at the end of their fiscal year. What Are the Other SOX Compliance Requirements? Key compliance requirements of SOX other than Section 302 and Section 404 include: Certification of Financial Reports: The CEO and CFO have to certify that financial reports are accurate and complete. Enhanced Financial Disclosures: Companies need to provide enhanced disclosures in their financial statements, including off-balance-sheet transactions and the use of pro forma figures. Audit Committee Independence: The audit committee has to be composed of independent directors and is responsible for the oversight of the company’s external auditor. Independence of External Auditors: External auditors are prohibited from providing certain non-audit services to their audit clients to ensure the auditor's independence. Protection for Whistleblowers: SOX protects whistleblowers, protecting them from retaliation by their employers for providing information about fraud or violations of SEC rules. Criminal and Civil Penalties for Violations: Executives can face criminal penalties for falsifying financial statements and other violations of SOX. Management and Auditor Reports on Internal Controls: Annual reports have to include a section that assesses the effectiveness of the internal controls and procedures for financial reporting. Enhanced Reporting Requirements for Insider Transactions: Insiders have to report transactions involving company stock more quickly and disclose changes in the ownership of company stock. SOX Report Best Practices Here are six essential SOX report best practices: 1. Implement Robust Internal Controls Implementing robust internal controls is a cornerstone of SOX report best practices. They comprise the policies, procedures, and mechanisms designed to ensure that financial reporting is accurate, reliable, and compliant with SOX reporting requirements. These controls can safeguard against potential financial discrepancies. When you continuously review and update these controls, you can ensure they are aligned with current business practices, reducing the risk of material misstatements in your financial reports. 2. Maintain Continuous Documentation To ensure that you're always prepared for audits and to validate your adherence to SOX requirements, continuously document all financial processes and controls. This includes any changes made to them. By maintaining a comprehensive and updated record, you'll simplify the SOX reporting process and demonstrate a proactive approach to compliance. 3. Implement Regular Training Make sure that your employees, especially those directly involved in financial operations and SOX reporting, receive regular training. Regular training sessions and workshops can help keep the team updated about any changes to the Act, ensuring that your company remains compliant. 4. Embrace Automation Consider investing in SOX compliance software or tools. These technologies streamline the documentation, testing, and monitoring processes, making it easier for you to manage and track your compliance activities. Automation can also reduce human error, one of the potential risks in financial reporting. 5. Foster a Culture of Open Communication Encourage a work environment where employees feel safe to voice concerns or report potential discrepancies. Whistleblower policies , as mandated by SOX, should be robustly implemented to protect employees who raise alarms about potential financial misconduct or inconsistencies. By ensuring that channels of communication are open, you can detect and address issues before they escalate. 6. Engage in Continuous Monitoring Instead of treating SOX compliance as an annual event, shift your mindset to view it as an ongoing process. Continuously monitoring your controls and processes will help you identify and rectify potential weaknesses promptly. This proactive approach can save you from last-minute scrambles during the reporting period. Frequently Asked Questions What Is the Difference Between SOC and SOX Reporting? In summary, SOC ( System and Organization Controls ) reports focus on ensuring compliance with data security and privacy controls within service organizations, while SOX reporting focuses on internal controls over financial reporting. What Are the Four SOX Controls? A SOX compliance audit requires four key areas of focus when filing an internal control report. These are: Access Control IT Security Data Backup Change Management Who Is Responsible for SOX Reporting? Under the Sarbanes-Oxley Act, the chief executive officer (CEO), chief financial officer (CFO), and other similar executive roles with authority over a company’s financial records are considered personally responsible for handling reports on SOX internal controls. Ensure SOX Reporting Compliance with iDox.ai Navigating the intricacies of SOX compliance can be daunting for any organization. Yet, accurate financial reporting and stringent internal controls are non-negotiable in today's business landscape. With tools like iDox.ai , the path to compliance becomes more straightforward. This advanced data discovery platform ensures your financial reporting aligns with SOX requirements. It also offers mechanisms to manage key controls like access, duties segregation, and authorization workflows to ensure financial integrity. Contact us today and learn how our solution ensures a seamless SOX reporting compliance experience. lg...Expand