As technology has advanced, remote or hybrid work models have become a no-brainer for many organizations. Remote work provides employees with more flexibility, plus it opens up a huge pool of talent for employers to choose from.
While there are plenty of benefits to remote work, it can also come with some unique compliance challenges. Businesses will need to adhere to both local laws and industry regulatory requirements, especially when it comes to cybersecurity.
This can be difficult in a remote work environment, particularly if employees are working on their personal devices or using public Wi-Fi. Accidental data breaches could expose sensitive customer data and put your organization at risk of fines.
However, creating a detailed compliance and data security plan will help keep your systems safe and secure, even with a remote workforce. Let’s explore eight strategies that remote teams can use to stay compliant.
Key Takeaways
- Remote work comes with security risks, especially when employees are using personal devices. This can cause compliance issues if consumer data is exposed.
- Non-compliance with data protection laws and industry regulations can result in fines or even legal action, depending on the severity of the violation.
- Establishing a comprehensive remote work policy with specific security measures can help you stay in compliance.
- Regular employee training sessions and an established reporting process will give your team the tools they need for compliant remote work.
1. Establish Clear Remote Work Policies
To improve your organization’s remote work compliance, start by creating a clear and detailed remote work policy that all workers can access.
This policy should provide information about when, where, and how to work remotely. It should be posted prominently in your organization’s online channels so your entire team can access it when needed.
For example, the policy could specify that employees should only work remotely from home offices where they have access to secure WiFi networks, or that employees can work from public WiFi with a VPN and other cybersecurity tools. You might also specify that work should be done during specific hours to comply with local labor laws.
Your remote work policy should be tailored to your industry, your location, and your organization’s specific security needs. For example, companies in the healthcare and finance industries often have very strict remote work policies because they work with protected consumer data.
Some state laws are also much stricter about cybersecurity compliance than others, and this should be reflected in your remote work policy. For example, California companies are subject to the California Consumer Privacy Act (CCPA). Even if you have remote employees working in other states, they still need to remain compliant with this law.
2. Prioritize Secure Communication Tools
When selecting communication tools to use in your remote work, opt for platforms that encrypt your messages. Encryption scrambles your messages in transit, so even if they are intercepted by threat actors, your data won’t be compromised.
Luckily, there are many work-friendly communication tools that are very secure. For example, tools like Microsoft Teams, Google Workspace, and Slack all have some encryption options available.
Many modern email clients, including Outlook and Gmail, also provide the option to encrypt your email messages. While this isn’t the most convenient option, it can be a good choice when other communication tools aren’t available.
3. Train Employees on Best Practices
Remote workers need to understand how to avoid possible security and compliance issues. Provide regular training sessions for your team to empower them and keep them informed.
Training sessions should cover common security threats that result in data breaches, such as phishing, malware, and DDoS attacks. Providing this training will help your employees spot and avoid these attacks in real time.
Training should also cover compliance requirements that are relevant to your industry. This type of training is particularly important for employees who work directly with sensitive customer information.
For example, many data protection regulations, such as Europe’s GDPR, require consumers to opt-in to data collection. If your organization is subject to this regulation, your product, marketing, and customer service teams should be aware of this requirement and adhere to it in their work.
4. Double-Down on Data Protection Measures
When it comes to protecting sensitive data, you can never be too careful, especially when your team is working from home.
This starts with consistent device management practices. Ideally, your organization should supply the computers, mobile devices, and internet hardware necessary for remote work. This way, you can pre-install important security tools such as anti-virus software, firewalls, and VPNs.
If employees will be using their own devices for any remote work, take inventory of these devices and mandate specific security requirements for safe operations. For example, you might require that employees use VPNs and keep personal data separate from work data.
Whether employees are using their own devices or company devices, it’s essential to update your software programs on a regular basis. 32% of cyberattacks start with an unpatched vulnerability, so keeping your systems updated will help keep you safe.
Robust access management is also essential for keeping your data safe. All employees should be using multi-factor authentication to access their accounts, even when telecommuting. Consider implementing the least privilege principle so that employees only have access to the systems they need to complete their tasks.
Finally, make sure your data is backed up on a regular basis. This ensures that you don’t lose essential documents in the event of a ransomware attack or other emergency. Data should never be localized on remote devices—it should always be backed up on secure remote servers.
5. Conduct Regular Compliance Audits
Schedule regulatory compliance audits at least once per year to ensure you’re adhering to industry standards with your remote work operations. Internal audits are an opportunity to identify and address security vulnerabilities before they lead to costly data breaches or fines from regulators. One study found that conducting regular audits reduces corporate compliance costs by $2.86 million.
Compliance audits can be done by an internal compliance specialist or a third-party service provider. Third-party compliance audits may be more effective, as auditors won’t be familiar with your systems and can help you address internal blind spots.
This audit should include a complete review of your internal procedures, security measures, and documentation to ensure that you are meeting your legal obligations. Audits can also include cybersecurity assessments for your employees. These tests ensure that employees adhere to remote work policies and know how to avoid social engineering scams.
6. Document Everything
Documentation is essential for legal compliance, especially when you have teams working remotely. This will ensure you’re prepared in the case of a government audit.
Take the time to document every aspect of your compliance strategy. All cybersecurity measures should be outlined in detail, and you should also keep records of all remote employees, their devices, and the data they have access to. Incident reports should also be included in your documentation.
7. Establish a Reporting Culture
Encourage your employees to report any concerns or security issues they may have while working remotely. This will help your team identify and correct issues as quickly as possible.
In order for this to be effective, your employees must feel comfortable reporting any incidents they experience without fear of punishment or retaliation. To do this, consider letting your employees report issues anonymously. You can also create a detailed reporting system, so employees know exactly who to contact and what to expect if they encounter any issues.
How Can Diamond IT Help Your Company Stay Compliant?
Diamond IT offers comprehensive managed IT services to help your organization stay safe and compliant. Whether you have remote, hybrid, or in-person work arrangements, our team can help you create a cybersecurity strategy built with compliance in mind.
Our expert team provides third-party support for your remote employees, including help desk access, 24/7 monitoring, data backups, and incident response services. We’ll also conduct security assessments and provide employee training to help you stay compliant. Contact us today to learn more.