Data security is a top priority for most businesses, and for good reason. From customer data to internal business documents, properly managing sensitive information is an important part of running a business.
However, protecting records stored on paper presents a number of challenges. Paper documents can be easily lost, damaged, or misplaced, and controlling access to them is often impractical if not impossible. For this reason, many businesses rely on services like ours to scan their paper documents, converting them into more manageable, and most importantly, more secure digital files.
Even so, handing off sensitive records to a third party can feel like a leap of faith. When you outsource a document scanning project, protecting the confidentiality of the data within your documents during the process is crucial.
This is where SOC 2 compliance comes into play. SOC 2 ensures that service providers follow strict processes and implement the necessary safeguards to protect the sensitive information you share with them. Choosing a SOC 2-compliant scanning provider like SecureScan means you can trust that your records will be handled securely and with the utmost care throughout the entire process.
In this article, we’ll explain what SOC 2 compliance is, why it matters, and how it impacts your scanning project. We’ll also address some of the most common questions we hear from customers about SOC 2 compliance, helping you gain a better understanding of its importance as you search for the right scanning provider.
What is SOC 2 Compliance?
SOC 2 compliance is a set of cybersecurity standards created to ensure that service providers who manage sensitive data do so securely and responsibly. Developed by the American Institute of Certified Public Accountants (AICPA), SOC 2 is built around five “trust principles” that focus on different areas of data protection, including security, confidentiality, and privacy. (We’ll talk about these more later.)
Whether it’s a cloud-based service, a software company, or a document scanning service like SecureScan, SOC 2 compliance demonstrates a company’s commitment to safeguarding sensitive information. It also gives business owners peace of mind when working with external vendors, as SOC 2 certification ensures these service providers take security seriously.
What Does SOC Stand For?
SOC stands for “System and Organization Controls.” It’s part of a larger framework created by AICPA to help businesses establish and maintain standards for the services they provide.
The “2” in SOC 2 refers specifically to controls that ensure that a service provider is managing data securely, in line with the five trust principles we mentioned earlier: security, availability, processing integrity, confidentiality, and privacy. These basic principles are used for assessing how well a provider safeguards sensitive information.
By earning SOC 2 compliance, a service provider demonstrates its commitment to following these guidelines and protecting data from risks like breaches, unauthorized access, or mishandling.
The Five Trust Principles
SOC 2 compliance is built on five “trust principles”, each focusing on a specific aspect of data security:
- Security: This is the foundation of SOC. Basically, this is all about ensuring that systems are protected against unauthorized access, breaches, and misuse. For document scanning, this includes secure storage, encrypted data transfer, and access controls to protect client records.
- Availability: This focuses on ensuring systems and services are accessible when needed. Reliable uptime and clear communication about maintenance or downtime are key here, helping businesses stay on track with their projects.
- Processing Integrity: Accuracy and reliability are critical when handling sensitive data. This principle ensures that systems process data correctly and deliver the expected results—whether it’s clear scans, properly indexed files, or secure delivery.
- Confidentiality: Protecting sensitive information is non-negotiable. This principle ensures that access to confidential data is restricted to authorized personnel only, with safeguards to maintain privacy throughout the process.
- Privacy: This is all about the handling of personal data, ensuring that it is collected, stored, and processed in accordance with relevant privacy policies and regulations, such as HIPAA for healthcare data.
By adhering to these five trust principles, SOC 2-compliant providers like SecureScan demonstrate thier commitment to maintaining the highest standards of security, reliability, and privacy.
What’s the Difference Between SOC 1 and SOC 2?
While both SOC 1 and SOC 2 are part of the AICPA’s System and Organization Controls framework, they serve very different purposes.
- SOC 1: Focuses on internal controls related to financial reporting. This type of report is designed for organizations whose services directly impact a client’s financial data, such as payroll processors or accounting firms.
- SOC 2: Centers on operational controls related to data security. It evaluates how well a service provider protects client information using the five trust principles. SOC 2 is particularly relevant for companies that handle sensitive data but don’t directly affect financial reporting, such as cloud services or document scanning providers.
Here’s an easy way to think about it: if the concern is financial accuracy, SOC 1 is the framework to look for. If the priority is ensuring that sensitive data is handled securely, SOC 2 is the gold standard.
For document scanning projects, SOC 2 compliance is what ensures your provider has the right safeguards in place to keep your records secure at every step.
Why Is SOC 2 Compliance Important?
When you trust a service provider with your sensitive information, you need to be confident that it’s secure. SOC 2 compliance provides this assurance by holding providers to strict standards for data protection.
The importance of SOC 2 compliance becomes clear when you consider the risks involved:
Data Breaches
A data breach can have devastating consequences for a business, from financial losses to legal ramifications and even reputational damage. SOC 2 compliance ensures that service providers implement strong security measures to prevent unauthorized access and safeguard sensitive information. For businesses, this means greater confidence in their partners’ ability to protect their most valuable asset, their reputation.
Insider Threats
Even trusted employees can accidentally mishandle sensitive information, and malicious insider threats are an additional concern. SOC 2 compliance requires providers to enforce strict access controls, regular monitoring, and detailed oversight to minimize these risks. With these safeguards in place, your data remains secure from both intentional and unintentional threats.
Regulatory Penalties
Non-compliance with data protection laws can result in significant penalties and other legal consequences. Many industries must adhere to strict regulations surrounding data privacy and security. By working with a SOC compliant provider, you can ensure that your sensitive records are handled with care, and that you meet your regulatory responsibilities.
For businesses undergoing a document scanning project, these risks are significant. Your records probabally include customer information, contracts, or other sensitive materials that require the highest level of protection. SOC 2 compliance ensures that your scanning provider prioritizes security, so you can focus on your project without having to worry about regulatory snafus.
What Are the Benefits of SOC 2 Compliance?
Choosing a SOC 2-compliant service provider offers several key benefits, particularly for businesses handling sensitive information. Beyond meeting high security standards, SOC 2 compliance demonstrates a level of trustworthiness and reliability that can make all the difference in your project’s success.
- Enhanced Security: SOC 2 compliance ensures that your service provider has implemented robust security measures to protect your data from breaches, unauthorized access, or loss.
- Peace of Mind: Knowing that your provider is following strict security protocols means you can focus on other aspects of your business without having to worry about data leaks or breaches of confidentiality.
- Client Trust: SOC 2 compliance is a signal to your clients that you take data security seriously, which can strengthen relationships and enhance your reputation.
- Reduced Risk: By adhering to SOC 2 guidelines, providers minimize the risks associated with human error, system failures, or malicious attacks.
- Competitive Advantage: In a world where data security is a major concern, working with a SOC 2-compliant provider can set your business apart, reassuring your clients that their information is safe.
For document scanning projects, these benefits translate into a smoother, safer experience from start to finish. A SOC 2-compliant provider like SecureScan has the processes, controls, and expertise to handle your sensitive records with the care they deserve.
Common Questions About SOC 2 Compliance
What Does a SOC 2 Audit Include?
A SOC 2 audit evaluates a company’s controls and processes based on the five trust principles: security, availability, processing integrity, confidentiality, and privacy. The audit ensures that these controls are properly designed and implemented to protect client data.
Is SOC 2 Mandatory?
SOC 2 compliance isn’t legally required, but it’s often a necessity for businesses handling sensitive information. Clients and partners may require SOC 2 compliance as a way to ensure data security and establish trust.
Who Does SOC 2 Apply To?
SOC 2 applies to any service provider that stores, processes, or transmits sensitive data. This includes document scanning companies, cloud service providers, software companies, and other organizations handling critical business information.
Who Conducts a SOC 2 Audit?
SOC 2 audits are conducted by a licensed CPA firm or agency accredited by the American Institute of Certified Public Accountants (AICPA). These firms review a service provider’s systems, processes, and security controls to determine compliance.
What is a SOC 2 Report?
A SOC 2 report is a detailed document that outlines a company’s compliance with the SOC 2 trust principles. It’s often used to demonstrate to clients that the company has met rigorous security standards.
Wrapping Things Up
SOC 2 compliance ensures that your sensitive records are handled with the care and security they deserve. For businesses thinking about digitizing their records, partnering with a SOC 2-compliant scanning provider like SecureScan means that your data is in capable hands.
By adhering to the standards set by SOC 2, we demonstrate our commitment to protecting our client’s records through every step of the scanning process. From secure handling and storage to accurate, reliable delivery of your digitized records, SOC 2 compliance gives you the peace of mind to focus on what matters most, your business.
Have questions about SOC 2 compliance or how SecureScan can help you complete your project? Contact us today to learn more about our secure scanning service, or get a free quote for your next project from one of our scanning technicians.