IT compliance can be a business problem with far-reaching consequences.
69% of companies fail at least one compliance audit yearly despite spending around $5 million annually on compliance activities.
The list of compliance requirements is often long. The list goes on GDPR, HIPAA, SOC 2, PCI DSS.
That’s why breaches make weekly headlines and regulatory penalties reach millions. For instance, Ireland slapped a 1.2 billion Euro fine on Meta for not being GDPR-compliant.
Fortunately, there’s a lot you can do to stay compliant and avoid those unexpected penalties.
Read on to find out the biggest challenges in IT compliance, the most relevant compliance standards, and some best practices to stay in compliance. Always.
TL;DR
IT compliance is the process of adhering to laws, regulations, and industry standards that govern how organizations manage, protect, and utilize their technology and data.
It involves everything from data privacy practices to system security steps needed to meet legal requirements and industry best practices.
A handful of common compliance challenges include managing compliance in distributed environments, keeping up with regulatory changes, managing inventory, and ensuring the security of distributed assets. Workwize is a perfect fit in this regard.
There are a large number of IT compliance standards and regulations. The most common ones include GDPR, HIPAA, NIST, ISO 27001, SOC 2, CCPA, ITIL, etc.
For proper compliance, have a governance plan, unify your compliance efforts, and assess risk seriously.
IT compliance is following laws, regulations, and industry standards that govern how organizations manage, protect, and use their technology and data.
Depending on your industry, that could mean staying compliant with GDPR for data privacy, HIPAA for healthcare security, or PCI DSS for payment processing.
Staying IT compliant is necessary to maintain:
Stronger security: Compliance frameworks enforce encryption, access controls, and security best practices that protect against data breaches.
Customer trust: Consumers (and B2B partners) want to know their data is safe. Meeting compliance standards builds credibility.
Better operational efficiency: Many compliance requirements work with IT best practices to improve security, asset management, and risk management.
Easier audits: Proper IT compliance means no last-minute panic when auditors knock. Documented policies and automated reporting make life much easier.
But is it all so simple? Not at all.
Employees log in from anywhere with Wi-Fi, coffee shops, co-working spaces, and even their parent’s basements, which makes compliance a headache. But that’s just one possibility.
Here’s a list of some of the worst challenges organizations face with IT compliance.
Working with remote teams poses indefinite security and compliance challenges.
A Redditor discussing compliance for remote teams. Via Reddit.
Who’s accessing sensitive data? Are they using a secure connection? Is their device even protected?
When your workforce is scattered across locations and personal devices, tracking your devices and keeping data safe gets exponentially harder.
IT assets are not just laptops and servers. Cloud environments, IoT devices, and SaaS applications are assets too. And all of them handle sensitive data.
Without a strong asset management system, you will not know who’s using what, where data is stored, or whether devices are properly secured.
Compliance mandates like GDPR and HIPAA demand tight control over data access and protection, but how do you secure what you can’t see?
Regulatory bodies love to keep IT teams on their toes. Just when you’ve adjusted to one set of compliance rules, a new mandate drops like a surprise album, except no one’s excited.
Maintaining evolving laws is a constant challenge, especially when each regulation has data protection, reporting, and security requirements.
The real struggle? Interpret vague guidelines, apply them to your IT environments, and ensure every system, vendor, and employee is on the same page.
You’ve got a serious problem If your IT asset inventory looks more like a garage sale than a structured database.
Compliance frameworks need detailed logs of hardware, software, licenses, and configurations. Yet, many organizations still rely on spreadsheets to track IT assets.
This leads to unpatched vulnerabilities, software license violations, and auditors raising their eyebrows ten floors high.
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Ditch those boring spreadsheets. Rely on Workwize — a clean, easy-to-use asset management solution that updates your assets. |
We wish deleting data was as simple as dragging files to the recycle bin. Compliance laws dictate how long certain records must be retained and how they should be securely destroyed. However, only 44% of organizations are confident their data in the cloud is secured and protected.
Mess this up, and you risk everything from data breaches to regulatory fines.
Moreover, organizations often lack a standardized process for secure deletion (like cryptographic erasure) and retention.
Controlling who has access to what is one of the trickiest parts of IT compliance. Without strict access controls, employees (or even ex-employees) could still reach sensitive systems, customer data, or confidential files they have no business accessing.
Even worse, privileged accounts, like admin logins, become prime targets for cyberattacks if they aren’t tightly managed.
Many organizations take an "every team for themselves" approach to compliance, with different departments handling their requirements independently.
This fragmented strategy leads to redundant efforts, lack of visibility, higher costs, and increased risk of non-compliance. You also overspend on redundant compliance efforts without an integrated approach.
Source: Vanta
Compliance standards and regulations are the rules and guidelines that organizations must follow to protect data, ensure security, and meet legal requirements.
They are the “no shirt, no service” signs of the IT world. Ignore them, and you risk fines, lawsuits, and major security issues down the line. Here’s how a Redditor explains these:
Here are some of the most important ones:
The GDPR, enforced by the European Union, is the gold standard for data privacy worldwide.
It mandates strict rules on data collection, processing, and storage. It requires you to justify data usage, obtain clear consent, and provide mechanisms for users to access, modify, or delete their data.
For instance, the GDPR mandates that if you suffer a data breach, you must notify regulators within 72 hours and inform affected users if their data is at risk.
Non-compliance results in severe fines—up to €20 million or 4% of your global revenue, whichever is higher. GDPR also enforces data minimization, encryption, and breach notification within 72 hours.
Naturally, it is one of the most comprehensive and demanding privacy laws, but don’t get intimidated. Here’s why?
Via Reddit
Health insurance portability and accountability act (HIPAA)
If your business handles healthcare data in the U.S., HIPAA is your rulebook, and breaking it can cost you millions.
HIPAA enforces strict security and privacy rules for electronic protected health information (ePHI), meaning both healthcare providers and their business associates must follow tough administrative, physical, and technical safeguards.
Healthcare data is a prime target for cybercriminals, so encrypting sensitive records and restricting access is non-negotiable. You need to monitor system activity, log every access attempt, and report security incidents quickly under the HIPAA Breach Notification Rule.
A data breach could leave you with millions in fines and a PR disaster.
In 2020, Excellus Health Plan was fined $5.1M for a data breach affecting 9.3M people between 2013–2015. Hackers accessed PHI, Social Security numbers, and financial data. The OCR cited HIPAA violations, including failure to conduct risk analyses.
ISO/IEC 27001
Unlike other compliance rules tied to specific industries, ISO 27001 is an international benchmark for information security management systems (ISMS). It focuses on proactive risk management, because waiting for a breach to happen isn’t exactly a winning strategy.
ISO 27001 requires you to identify risks, evaluate vulnerabilities, and implement security measures before a problem arises. It covers asset management, access control, cryptography, and incident response.
Unlike HIPAA or GDPR, ISO 27001 isn’t legally required, but getting certified proves your security stance is top-tier. It is a big advantage if you handle sensitive data or work with security-conscious clients.
System and Organization Controls (SOC 2)
If you’re a SaaS provider, cloud company, or financial institution, chances are SOC 2 certification is already on your radar.
Developed by the AICPA, SOC 2 audits evaluate how well a company protects customer data using five trust service criteria:
Security: Do you have the right controls to prevent unauthorized access?
Availability: Can your systems handle downtime and disruptions?
Processing Integrity: Is your data processing accurate and reliable?
Confidentiality: Are sensitive business and client data properly restricted?
Privacy: Are you handling personal data responsibly?
Unlike ISO 27001, which provides a structured security framework, SOC 2 is an independent audit, meaning a third-party assessor evaluates how well your company meets these standards. A Redditor clarifies this:
Via Reddit
A Type I report is a snapshot of your controls at a single point in time, while Type II evaluates how your controls perform over months. If you’re selling to enterprises, expect them to demand SOC 2 Type II before they even think about signing a contract.
Payment card industry data security standard (PCI DSS)
For businesses handling credit card transactions, PCI DSS compliance is compulsory. It enforces network segmentation, end-to-end encryption, and continuous log monitoring for maximum financial security.
Failure to comply increases the risk of costly data breaches. Plus, you are bound to face fines.
National Institute of Standards and Technology (NIST) cybersecurity framework
NIST gives you a set of voluntary guidelines to manage and eliminate cybersecurity risks. The framework is built around five core functions: Identify, Protect, Detect, Respond, and Recover.
NIST SP 800-53 and NIST SP 800-171 detail security controls for federal systems and supply chain security, respectively. The CMMC (Cybersecurity Maturity Model Certification), built on NIST principles, is now mandatory for defense contractors.
It is widely used in critical infrastructure, government agencies, and private sector businesses seeking a structured approach to cybersecurity.
IT Infrastructure Library (ITIL)
ITIL is not a compliance mandate. It’s a globally known framework for IT service management.
The focus is on process optimization, incident management, and continuous improvement.
ITIL maintains compliance with other frameworks like ISO 27001 and SOC 2 by making safe room for structured IT operations and risk management.
CIS critical security controls
Developed by the Center for Internet Security (CIS), these controls give you a prioritized set of best practices for cybersecurity defense.
CIS Controls are the most effective for IT asset security, focusing on inventory management, vulnerability assessment, and least privilege enforcement.
Unlike broad security frameworks, CIS Controls offer prescriptive guidance, like disabling unnecessary ports, monitoring privileged access, and enforcing secure configurations.
New York Department of Financial Services (NYDFS) section 500.13
NYDFS 500.13 specifically targets financial institutions. It mandates the implementation of multi-factor authentication and regular cybersecurity training for employees.
A big differentiator is its requirement for executive accountability. CISOs must submit annual compliance certifications, which makes security a board-level responsibility.
Financial institutions that fail to comply face regulatory scrutiny, reputational damage, and potential legal action.
Federal risk and authorization management program (FedRAMP)
Cloud service providers working with U.S. federal agencies must meet FedRAMP’s rigorous security standards.
Detailed documentation, third-party assessments, and continuous monitoring are required to confirm that government data is protected within cloud environments at every step.
California Consumer Privacy Act (CCPA)
CCPA is often compared to GDPR, but there are differences.
It allows California residents to know what data companies collect, opt out of its sale, and request deletion. Unlike GDPR, CCPA applies only to businesses exceeding revenue or data volume thresholds.
Its enforcement is expanding under the CPRA (California Privacy Rights Act), tightening regulations around data sharing and automated decision-making.
Compliance requires precise data mapping, transparency in data disclosures, and systems for handling consumer requests efficiently.
Sarbanes-Oxley Act (SOX)
For publicly traded companies, SOX mandates financial reporting, and IT controls to prevent fraud.
Section 404, in particular, requires management to establish and maintain robust internal controls over financial data.
Now, let’s discuss how to properly follow these regulations and standards.
IT compliance isn’t the best part of running a business. No one wakes up thinking, “Wow, I can’t wait to review regulatory frameworks today!
But ignoring compliance is a big no-no. Everything might seem fine… until you’re stranded with fines, lawsuits, and data breaches.
So, how do you stay compliant without making it a full-time chore? You build smart, scalable habits.
Here are the best practices to keep your IT compliance strategy healthy.
Who’s in charge of compliance at your company? If the answer isn’t clear, you’re in trouble.
IT compliance isn’t just for your IT team. It spans legal, finance, HR, and operations. Without a clear governance structure, things get messy fast.
In fact, a survey found that 91% of organizations now rely on a centralized team to manage governance, risk, and compliance (GRC) activities: a clear sign that companies recognize the value of unified oversight to avoid chaos.
Set up a compliance committee, define roles, and ensure someone is responsible for keeping things on track. This doesn’t add bureaucracy; you’re just ensuring compliance doesn’t get loose because “someone else” was supposed to handle it.
New threats emerge daily, and regulations change frequently, so if you only conduct compliance check-ins once a year, you’re already behind.
Instead, do regular risk assessments. Figure out where your biggest vulnerabilities are and prioritize them.
Ask yourself:
What sensitive data are we storing, and where?
Who has access to it (and who shouldn’t)?
What’s the worst-case scenario if we have a breach?
If you don’t have solid answers, tighten things up.
If you’re working with multiple regulations, don’t make the mistake of treating each one separately.
There’s a ton of overlap in these rules, so instead of managing them in silos, create a single compliance framework that covers them all.
Consolidating controls, audits, and policies saves time, reduces errors, and makes compliance way more manageable.
Tracking compliance manually is like balancing your budget with a notebook and a calculator. It works, but why would you do it when there are better tools?
Invest in automation. Governance, risk, and compliance (GRC) platforms will handle policy enforcement, track regulatory changes, and send alerts when something’s off.
Security monitoring tools also help detect compliance violations in real time. Even AI-driven risk assessments can help you spot gaps before they become problems.
You can have the most airtight compliance policies in the world, but it's no use if your employees don’t follow them.
Cybersecurity and compliance training need to be part of your company culture, not just a one-time PowerPoint presentation everyone forgets. A compliance-first culture is gaining popularity. In fact, 72% of companies plan to expand their compliance teams in 2025.
Make it engaging:
Run phishing simulations to test awareness.
Use real-world examples of breaches to show what not to do.
Make security training short, interactive, and frequent. Nobody wants to sit through a 3-hour compliance lecture.
When people understand why compliance matters, they’re far more likely to follow the rules.
If you have ever tried managing IT assets with spreadsheets and good intentions, you know that it doesn’t end well.
A robust ITAM system gives you real-time visibility into every piece of hardware, software, and cloud resources in your organization. If you don’t know what you have, you can’t secure it or prove compliance.
Many regulations require businesses to track assets, monitor access, and enforce proper configurations, all of which become exponentially harder without an automated ITAM solution.
Test, improve, audit. Now do it again
Regulations change, threats evolve, and your business grows. Your compliance measures will become outdated if you don’t constantly test them.
Schedule regular audits, run penetration tests, and track key compliance metrics to see what’s working and what’s not. Even better, bring in a third-party auditor; they’ll catch things your internal team might miss.
Workwize makes IT compliance effortless by automating key processes and ensuring every asset is accounted for, secured, and disposed of responsibly. Here’s how it keeps your IT operations compliant and efficient:
Staying audit-ready is easy with real-time asset visibility. Workwize automatically tracks IT equipment across locations, so you always have up-to-date records of what’s in use, where it is, and who’s responsible for it..
With Workwize, every device is properly managed throughout its lifecycle, from procurement to retirement. It streamlines global hardware procurement, ensuring employees get the right equipment quickly while tracking device performance and value over time. Need a repair or replacement? Workwize makes it simple to manage requests and keeps employees productive without unnecessary delays.
Trusted by brands like Mollie, Monday, and HighLevel, Workwize makes managing your IT hardware as simple as clicking buttons.
IT compliance works best when your systems are connected. Workwize integrates with HRIS, and ITSM tools to streamline support and asset tracking. These integrations eliminate manual work, reduce errors, and keep compliance in check across your IT ecosystem.
End-of-life asset management is just as crucial as deployment. Workwize allows you to securely and responsibly retire your old assets through certified data wiping, refurbishing, and eco-friendly disposal methods. This not only helps meet regulatory requirements but also supports corporate sustainability goals.
Excited to see how Workwize can help you? Book a Workwize demo now.