Understanding A SOC 2 Type II Audit For A Scanning Company

In an era where data security and compliance are paramount, understanding SOC 2 Type II audits is more crucial, especially in the scanning and digitization industry. These audits are not just procedural formalities; they are comprehensive evaluations that ensure organizations operate with the highest standards of security, integrity, and confidentiality. 

This article delves into the significance of SOC 2 Type II audits, shedding light on their role in upholding trust and security in the digitization sector.

Introduction to SOC 2 Type II Audits

A SOC audit, standing for System and Organization Controls, is a critical process for verifying how an organization operates. Differing from a Type I audit, which assesses the controls at a specific point in time, a Type II audit spans an entire audit period. This distinction is crucial; a Type II audit requires evidence of consistent execution of procedures, rather than a single instance.

In the scanning and digitization industry, where handling sensitive and often unique records is the norm, SOC audits are indispensable. They ensure that these documents are protected and managed with the utmost care.

The Five Trust Service Principles of SOC 2 Type II Audits

Central to a SOC 2 Type II audit are the five trust service principles: 

• Security
• Availability
• Processing Integrity
• Confidentiality
• Privacy

When conducting such an audit, the focus is on how these principles are applied within the audited company, ensuring a comprehensive evaluation of their operational integrity.

Important to note is that not all five of the trust service principles may be tested against during each audit.

The Importance of Compliance Standards in Digitization

The digitization and records industry is governed by numerous compliance standards, such as NIST, ISO, CJIS, HIPAA, and FERPA, primarily focusing on data protection. The SOC audit is a pivotal component of these standards, providing tangible proof that an organization adheres to prescribed regulations and procedures.

At BMI, for example, we conduct an internal annual security audit to assess our procedures. However, this self-assessment only goes so far in building client trust. A SOC audit, conducted by a third party, adds an extra layer of credibility and assurance, offering an unbiased confirmation of our practices.

The Audit Process

The SOC 2 Type II audit process begins by defining the audit period. At BMI, our audit period runs from September 1st to August 31st. Following the completion of one audit, planning for the next commences immediately.

Our security team collaborates with the audit firm to schedule various events within the audit period, including kickoff meetings, progress discussions, and the on-site visit. This visit, typically lasting 3-4 days, involves auditors inspecting our facilities, interviewing personnel across departments, and examining our document handling, storage, and tracking procedures, as well as privacy methods.

After the on-site visit, further sessions may be held to clarify information, leading to the compilation of a draft report by the audit firm. Once reviewed and finalized by our team, the final report is delivered, marking the completion of that year’s audit.

BMI’s Journey To The SOC 2 Type II Audit

Our path to a SOC 2 Type II audit was somewhat happenstance. While we had considered a SOC audit in the past, we hadn’t fully committed to the idea. This changed when we collaborated with a client undergoing their own audit. During their auditor’s visit to our facility, they observed our operations and mentioned that we were quite close to being SOC-ready. This feedback spurred us to delve deeper into the process.

We began our journey with a SOC 2 Type I audit, conducted by KirkpatrickPrice, a third-party agency. This initial audit was a point-in-time assessment, verifying our procedures and documentation around our business operations. From there, we progressed to the more comprehensive SOC 2 Type II audit, which is the focus of this article.

One of the key advantages we had was our longstanding commitment to internal security. Having conducted our own internal audits for over a decade, we had most of the necessary procedures and documentation already in place. Preparing for the SOC audit, therefore, involved fine-tuning our existing practices and collaborating closely with KirkpatrickPrice to prepare for their auditors.

Every audit provides its own experiences and insights. We value these audits not just for the compliance they affirm but for the learning opportunities they present. Even when we receive a favorable audit report, there is always something to be learned from the auditors’ recommendations and expertise in security. This continuous learning is what we cherish most – it’s not merely about passing audits, but about enhancing our security posture.

We’ve grown accustomed to the auditors who work with us, though they are rotated often to ensure fresh perspectives. While it’s bittersweet to see an auditor move on, the new eyes on our processes are invaluable, preventing us from becoming complacent and allowing us to benefit from the diverse expertise of multiple auditors.

After completing our audits and receiving the reports, we integrate the feedback into our internal annual audit. This helps us continuously improve and prepare for the next SOC audit. It’s this rhythm of internal assessment and external verification that keeps us at the forefront of security in our industry.

Future of Scanning Services and Compliance

In the rapidly evolving landscape of technology and digital threats, staying ahead is crucial. SOC audits provide us with insights from experts across various industries, keeping us informed about best practices and emerging risks.

We believe security is not just a policy, but a mindset. This approach is integral to protecting our employees, our data, and our clients. Regular SOC audits not only reassure our clients of our commitment to security but also drive our continuous improvement in protecting sensitive data, and foster a culture of ongoing improvement and vigilance in data security.

Conclusion

Navigating the complexities of SOC 2 Type II audits is a journey of continuous improvement and commitment to excellence in security practices. For companies like ours, these audits are not mere compliance checkpoints but opportunities for growth, learning, and reinforcement of trust with clients. 

By embracing a mindset and culture of security and regular external validation, organizations in the digitization industry can stay ahead in a world where data protection is not just a necessity but a cornerstone of operational integrity.

Next Steps

Want to learn more about how we protect your records and data when we work together? Call us at 800.359.3456 or email us at info@bmiimaging.com, and we’ll connect you with one of our sales reps to scope out your project and see how we can help.

Further Reading

Is It Safe To Use Record Scanning Services?
Worried about the safety of your records when you hire a scanning service company? Learn about security considerations for your project and compliance standards that can help guide your decision.

Striking The Balance Between Efficiency & Security In Digitization Projects
Explore the advantages of efficiency and security in digitization projects, how they intersect, and strategies to balance them when you decide to digitize.

5 Vetting Questions For A Document Scanning Service
How do you choose who you’ll choose to work with for your document scanning project? In this article we’ll give you five vetting questions that should get you started on the right foot.