Due to the nature of the economy and the interconnectedness of companies through the Internet, data security has become a top priority for practically every organization out there, whether it’s a retail store, a bank, an educational institution, or a nonprofit. 

However, not every one of these organizations needs to follow the same guidelines for data security. Here’s a brief overview of what different companies need to know about data security, what measures they should have in place, and whether they need SOC II certification, HIPAA compliance, or neither.

Basic Data Security

As a consumer, whenever you swipe your credit card at a retail store, a restaurant, or the beauty salon, you have a basic expectation that your credit card number and name will be kept secure during and after that transaction. You expect the same when you enter your card number to buy something online. Most companies that take payments from customers in this way don’t need to maintain SOC II Type 2 certification, because they don’t handle sensitive personally identifiable information (PII) on a regular basis. They simply need to make sure that the platforms and service providers they use to process payments are protected against hacking.

SOC II Type 2 Certification

Companies, institutions, and nonprofits that regularly handle PII of individuals need to take further measures to ensure that that information does not become vulnerable to theft by hackers, or accidentally exposed to public view. Most often, this takes the form of SOC II Type 2 certification. Under this system, the company implements various types of data protection measures, including firewalled computer networks, data maintenance and destruction protocols, and special training for employees to instruct them in best data security practices.

The organization is then audited on a regular basis by independent inspectors in order to verify that they are following the established protocols and doing everything they can to protect whatever sensitive information they may be handling at any given time.

HIPAA Compliance

HIPAA compliance is a different category of data security, related specifically to health information. As such, it primarily applies to hospitals, medical practices, health insurance providers, and other organizations that need to maintain databases of information about patients’ medical histories and current health.

By extension, HIPAA regulations also apply to any company that handles the same information on behalf of these organizations. A print services provider, for example, that prints and distributes statements about health insurance for an insurance provider must also adhere to HIPAA compliant practices in order to keep personal health information (PHI) secure.

Which One Applies To You?

While most companies and nonprofits are already aware of their data security requirements, if you’re just starting out or looking to start a new business venture, you may not be sure whether SOC II certification or HIPAA compliance considerations apply to you. Your data security requirements will play a large role in what infrastructure you will need in place at your organization and what training you will need to provide for your employees, both initially and on an ongoing basis. 

Data Security And Your Partners

If you are one of the organizations that needs to maintain SOC II Type 2 certification and/or HIPAA compliant practices, another major consideration is whether the service providers you partner with also need to do the same. Your company may have a great data security plan in place, but if you transfer your databases to a service provider such as a printer in order to print and mail statements, bills, or updates for you, that service provider could leave the data vulnerable if they do not match your level of security.

One of the most valuable features of SOC II Type 2 certification on the part of third-party service providers is the fact that audits happen on a periodic basis, not just once. With regular checks, a print provider with SOC II Type 2 certification can demonstrate that they have not just put solid data security policies in place, but also that employees are complying with those policies on a consistent basis.

Spectra’s Data Security Practices

When your organization partners with Spectra, data security is a given. That’s because Spectra maintains SOC II Type 2 certification as well as 100% HIPAA compliance in its print and distribution division. Our entire print facility falls under these guidelines, so when we handle projects for insurance companies, financial services, and other clients that work with very sensitive information, all of their information is kept safe.

Even clients whose data is not as sensitive get the benefits of knowing that their information is protected at the same high level. Marketing projects, political mailers, catalogs, and B2B print projects such as new employee onboarding materials, while they may not come with high data security requirements, are managed under the same protocols. Thus every print and distribution client of Spectra’s can be confident that they don’t need to worry about data security when they partner with Spectra to carry out their jobs.

Data Security Plus Expertise

While data security is essential, it’s only the starting point at Spectra when it comes to print and distribution. The expertise of our team and the high quality of the advanced print, finishing, and mailing equipment in our facility mean that your materials are not only produced securely, but they also look great and catch the eye of your recipients. 

Pressure seal mailers, barcoding and serial numbering, and numerous quality control points are used in the Spectra process to verify that documents are matched up correctly with addresses, and that the contents of those documents are not visible during mailing. 

Whatever your data security requirements are, they’ll be satisfied when you partner with Spectra for your print and mailing needs. We invite you to explore our website, learn more about our HIPAA compliance and SOC II Type 2 certification, and see what types of digital print services we offer. Our team looks forward to meeting you!