IT Compliance

In many industries, like healthcare, education, insurance, and finance, failure to meet IT compliance regulations can get you shut down in an instant. It’s frightening to consider what’s at stake. And you know this isn’t just about your professional career. The livelihoods of hundreds or thousands of employees and their families are also at risk. 

Still, many businesses treat IT compliance as a fire drill instead of treating it as a lifestyle. IT is at the core of many regulatory sets and plays an important role in supporting organizational efforts to satisfy the requirements of their industry. 

It should be a lifestyle, a culture, part of who you are as an organization. 

But often, compliance gets tricky. You not only need to understand the compliance expectations, so you can apply them. You must be able to prove you’re meeting those standards. And depending on the capabilities of current technologies, that may be a difficult, very manual, sleeping-at-the-office process. If compliance audits from industry regulators throw your week into a frenzy, it’s time to streamline IT compliance, eliminate the compliance gaps, and leverage technology to both maintain and prove compliance. 

We can work in an advisory capacity here, acting as a third-party auditor and working with your compliance manager to address compliance gaps. We can also manage your IT compliance program through outsourced or co-sourced IT compliance services. 

IT Compliance Framework

Stop the fire drill approach with a clear compliance-focused framework all the time, not when it’s time for an audit. Trade-in evidence collection and security questionnaires for real-time, on-demand reporting that aligns with compliance expectations. No more scrambling to prove you’re adhering to your industry’s requirements. Instead, put your energy toward building products and services customers trust. 

IT Compliance Regulations

When it comes to compliance, you have the best of intentions. But making those intentions a reality doesn’t work if you don’t have the right technology (and people using that technology) to help you achieve your goals. We help you leverage a best-in-class compliance toolset. We automate much of what prevents you from achieving and then maintaining your compliance program. 

Our compliance programs adhere to ISO27001 for IT compliance and security and then overlay the specific compliance regulations to which your company must adhere. Here are some of the key ones we have implemented and with which we are very familiar: 

  • HIPAA IT Compliance 
  • NIST Security 
  • SOC 2 Type 2 Compliance
  • GDPR 
  • CPA

State-of-the-Art Compliance Management Platform

Our compliance programs use a state-of-the-art management platform. It works to help you achieve your compliance goals by: 

  • Enabling multiple compliance sets without double the work 
  • Using a single pane of glass for tasks and reporting 
  • Automatically updating regulatory sets as they change in the world 
  • Enabling you to set applicable tasks to ensure compliance with the policy 
  • Automating scheduling of evidence collection and tasks 
  • Simplifying audit activities with an audit platform allowing for 3rd party viewing of policies & control evidence 
  • Giving you confidence that you can pass any audit and maintain this compliance integrity

State-of-the-Art Compliance Management Platform

Our compliance programs use a state-of-the-art management platform. It works to help you achieve your compliance goals by: 

  • Enabling multiple compliance sets without double the work 
  • Using a single pane of glass for tasks and reporting 
  • Automatically updating regulatory sets as they change in the world 
  • Enabling you to set applicable tasks to ensure compliance with the policy 
  • Automating scheduling of evidence collection and tasks 
  • Simplifying audit activities with an audit platform allowing for 3rd party viewing of policies & control evidence 
  • Giving you confidence that you can pass any audit and maintain this compliance integrity

Your New and Improved IT Compliance Program

Get peace of mind that you’re doing compliance right. Our complete compliance program covers both the initial set-up and the maintenance which follows. These 5 steps demonstrate how we give you control of your compliance program: 

1. Build an Appropriate Framework

Real compliance involves setting up repeatable processes and generating documentary evidence. We help you do this by: 

  • Determining a compliance and ethics program relevant to your industry. (This in itself can reduce the time needed to fill out security questionnaires by 75%.) 
  • Developing company-wide controls. 
  • Implementing a code of conduct, including standard operating procedures to meet the controls. 
  • Appointing overall program administrators (usually the board of directors). 
  • Creating a channel for reporting misconduct/violations. 
  • Defining performance incentives and disciplinary procedures. 
  • Setting up an audit process. 
  • Establishing training for all employees.

2. Track Your Data

Managing sensitive data is around 90% of compliance. With a regulated data audit enabling you to track where that data flows, you’re 90% there. 

Reduce your data footprint to just those systems and users within your compliance framework’s scope. On top of being more secure, you’ve now significantly reduced the data flow you have to track to prove compliance. For example, restricting accounts access to your accounts team will make it easier to demonstrate SOX compliance. 

This will reduce the amount of work needed to keep on top of compliance. 

To ensure data is tightly controlled, we’ll also help you develop policies and procedures to control user access and define acceptable use policies and a system to ensure those policies and procedures are followed. There’s the other 10%. You’ve got this!

3. Establish an internal Audit Process

It’s not enough to ‘set and forget’ a compliance process. A robust internal audit process will allow you to periodically test procedures and collect the evidence needed for an outside auditor to complete a security questionnaire (e.g., in response to a request for proposal). 

What is an IT audit? Effective auditing should: 

  • Detect instances of deliberate or accidental non-compliance. 
  • Check whether the Code of Conduct and operating procedures are being followed. 
  • Assess whether employees feel confident enough to report non-compliance. 
  • Identify areas where the program and/or training needs improvement. 
  • Provide documentary evidence. 
  • Be external or internal, but should be carried out by an independent compliance officer who is not part of the department being audited. 
  • Include risk assessments carried out in response to audits and any significant internal or external changes. Any new areas of risk can then be brought into the compliance and ethics program.

4. Focus on Training

We can talk all day about technology. But at the end of the day, it’s how people use technology that maintains compliance. Regularly updated training is essential to keep employees engaged with a culture of compliance. Apply training to the whole business, including the governing authority, organizational leadership, employees, and even selected external agents. 

Training should cover the basic components of your compliance and ethics program, your Code of Conduct, and any role-specific training that may be needed. But how you track training is as important as the training itself. Once again, you must be able to prove training compliance, and if certain people or training is falling through the cracks, you need to know so you can fix it. 

When it comes to training: 

  • Track it 
  • Make sure it can be attested to 
  • Document it 
  • Follow up 

In a complex and dynamic regulatory environment like yours, require annual training for each component at least annually. Spread it out over the year, to avoid compliance overload and keep the potential for a compliance audit top of mind.

5. Invest in Technology

This one will sound obvious coming from us, an IT Compliance, IT Security, and IT Services Company. But let’s face it. Those who create business technology do so to solve the common problems business leaders face. And these technology solutions do streamline, cut costs, enhance productivity, and make compliance easier, especially when you have a partner who can help you implement the right technologies for you and make sure your people know how to get the most out of those technologies. 

We encourage you to get an IT Compliance Management Platform. 

A survey of CEOs by global professional services firm PwC identified four factors that separated compliance leaders from their competitors – and they all involved the use of technology. One factor included streamlining policy management using platforms that brought all elements of compliance together. 

A compliance management platform enables businesses to track progress, assign tasks and store evidence in one place. What’s more, businesses don’t even have to run the platform on their own servers. By sourcing help from an ITaaS provider, they can access enterprise-grade technology while saving money on hardware and staffing costs.

Facing a Compliance audit NOW?

If you face an audit at this very moment, download “How Not to Fail a Compliance Audit.” 

IT Incident Response Compliance

Incident response is critical for business continuity. Whether a server goes down or a front-line employee gets locked out of their computer again, time is of the essence. Those responsible for responding to technology incidents must be held accountable. 

Incident response is really all about communication. We recommend an incident response plan. Have a clear plan for: 

  • How to document an incident 
  • The process followed during an incident 
  • The expected timeline for resolution 
  • When an incident requires escalation and how that happens 
  • Reporting to verify that the incident response plan is being followed 
  • Identification of where the incident response team can perform better (continual improvement) 

When it comes to communication, your plan should outline how you manage communication during events like these. 

  • An incident caught before impact may not warrant any communication 
  • An incident causing an outage or work stoppage will need to be communicated internally. 
  • Incidents requiring a data breach may require communication to internal staff and customers. Communication around major incidents will need input from executive leaders, corporate counsel, and sometimes public relations firms. 

Does the word “audit” have your teams scrambling and working long hours to prove compliance? Stop the fire drill. We can help you develop a compliance culture instead.

Helped us with our entire IT Infrastructure and now we outsource all IT to TenisiTech

“TenisiTech has been a valuable partner in helping us find the right technology solutions to meet the challenges of a healthcare environment that is constantly evolving. I continue to be impressed with their ability to understand our needs, their commitment to our success, and their knowledge that helps us prepare for the future.

Our confidence in their services has led to expanding our engagement with TenisiTech. As their value to The Elizabeth Hospice became evident, what started as a service contract to direct our IT department and provide project management support, grew to include systems administration and network support. The Elizabeth Hospice now is entirely outsourced to TenisiTech.

The security of knowing that TenisiTech is managing our technology has given us the time and freedom needed to focus on elevating the level of care we provide to patients, clients and the community and managing our assets more efficiently. We know with certainty that we have a reliable resource in TenisiTech, a resource that helps keep The Elizabeth Hospice at the forefront of a highly competitive industry.”

Sarah McSpadden, Director, The Elizabeth Hospice

If someone were to compare the IT support across the 21 regional centers, we would come out number 1!

“The pandemic is another fantastic example of why I’m happy that we have TenisiTech, I don’t know what working from home would have looked like with our old structure. It may have gone OK, but I don’t think it would have gone nearly as well as it did. TenisiTech is innovative, forward thinking, and constantly looking for a quicker and more efficient way of doing things with the assistance of technology.  I just want to brag. If someone were to compare the IT support across the 21 regional centers, we would come out number 1!”

 

Claudia Reed, CFO, Valley Mountain Regional Center

Our internal team seems happy with both the coaching and new technology being utilized.

“I wanted to take a moment and share how impressed I have been with the TenisiTech team.  We have pondered a few times what this transition to a telehealth model would look like if we hadn't made a shift in our IT structure when we did.  Our internal team seems happy with both the coaching and new technology being utilized.  I am hearing from staff that they feel responded to and their problems are being efficiently addressed.  My own experience has been fantastic.  I am truly grateful to be in partnership with you and your team.”

 

Allison Becwar, President & CEO, Lincoln Families

I already know we made the correct decision with moving to your company.

“I want to sing TenisiTech’s praises. They have such an amazingly responsive and capable team. We have already seen such improvement in the management style of this team. I already know we made the correct decision with moving to your company.”

 

Nina Asay, Sr. Director of Administration & Operations, The Arc San Francisco

The conversations I had with our CEO were that TenisiTech was worth every penny.

"You won over our staff because not only do you have the technical skills, but you have the human interactions skills. . . . TenisiTech brought a well-rounded approach to our IT Management that was really indispensable in solving our problem and taking our IT operation to the next level. We do not have a complex IT environment but what we had you made a lot better, a lot safer . . . without worry. You came, you looked, you audited, you did your assessment, and you said, “this is what you should be doing, this is the order of things.” That’s very comforting. The conversations I had with our CEO were that TenisiTech was 'worth every penny.'”

 

Jose Rivera, Director of Operations, Lincoln Families

…the team has been proactive and able to resolve issues quickly. Excited to keep moving forward and gain hours back to my work week!

 

Bob Buckler, Director of Ops C32 Designs

Wanted to let you all know how grateful we are for the quick turnaround time in getting things up and running.

“Just wanted to reach out and thank you all for the incredible win on Saturday getting our agent back online. I've highlighted it to the Executive Team as an area that we have immediately improved upon and wanted to let you all know how grateful we are for the quick turnaround time in getting things up and running. We had discussed that this was like a "worst case scenario" for us at this point in the transition and the way that it was handled gives me incredible confidence in our partnership.”

 

Louis Marshall, Solutions Manager, Officium Labs

I’d be thrilled to accomplish so much in a normal year let alone a pandemic year!

 

Allison Becwar, President & CEO, Lincoln Families

TenisiTech took it on, did a fantastic job, and were very patient with us.

“I would not want to go back to where we were 2 years ago. Now that I’ve had the benefit of what a real IT support can do, I am amazed that we got by as long as we did without TenisiTech. HIPAA policy was a big project that had been sitting on the back burner because we weren’t sure how to tackle it. TenisiTech took it on, did a fantastic job, and were very patient with us.”

 

Claudia Reed, CFO, VMRC

It is not often throughout my career, that I’ve been fortunate enough to work with a team as knowledgeable, approachable and accountable as TenisiTech

 

Debby Jones, Accounting, The Elizabeth Hospice

Having a group like TenisiTech who has that deep IT background embedded in its organization and can tap into it as needed has really been very helpful for us.

“The best thing VMRC has gotten from TenisiTech is the depth of knowledge in IT that we did not have before. Having a group like TenisiTech who has that deep IT background embedded in its organization and can tap into it as needed has really been very helpful for us.”

 

Claudia Reed, CFO, Valley Mountain Regional Center

My company sees me as a hero because of TenisiTech.

“The beauty of TenisiTech is with your help we are now worry-free with peace of mind.  We know the important stuff is going to get done well and timely, and we don't have to second guess that there is some scary gap out there in IT operations that will come back to bite us.  I know a lot of nonprofits hit a wall when they had to transition from working on site to working from home. We didn't even notice we were working from home. It just magically happened.  My company sees me as a hero because of TenisiTech.”

 

Jose Rivera, Director of Operations, Lincoln Families

Learn how to be in compliance and ready for any audit.