The Complete Reference to IT Compliance: A Glossary for Ohio Businesses

IT compliance is full of complex terms, acronyms, and regulations that can overwhelm business owners and IT managers. This guide breaks down everything you need to know—without the legal and technical jargon—so you can stay compliant, secure, and ahead of cyber threats.

Whether you run a healthcare clinic, law firm, manufacturing company, accounting firm, or even a country club, understanding these terms will help you navigate IT compliance with confidence.

1. Regulatory Frameworks & Laws

These laws set the foundation for IT compliance across different industries.

• HIPAA (Health Insurance Portability and Accountability Act) – Protects patient health information (PHI) and applies to healthcare providers, insurers, and medical billing companies.
• HITECH (Health Information Technology for Economic and Clinical Health Act) – Strengthens HIPAA and requires healthcare organizations to report data breaches.
• GDPR (General Data Protection Regulation) – Protects personal data of EU citizens but affects U.S. businesses handling European customer data.
• CCPA (California Consumer Privacy Act) – Similar to GDPR, but applies to businesses collecting data from California residents.
• GLBA (Gramm-Leach-Bliley Act) – Requires financial institutions, including accounting firms, to protect customer financial data.
• SOX (Sarbanes-Oxley Act) – Enforces strict financial reporting and IT security standards for publicly traded companies.
• FERPA (Family Educational Rights and Privacy Act) – Protects student education records, affecting schools, colleges, and ed-tech businesses.
• Ohio Data Protection Act – Encourages businesses to follow cybersecurity best practices by offering legal protection against data breach lawsuits.
• ITAR (International Traffic in Arms Regulations) – Governs the export of defense-related technology and applies to manufacturers working with military contracts.

2. Security Standards & Best Practices

These frameworks provide guidelines for securing IT systems and sensitive data.

• NIST (National Institute of Standards and Technology) Cybersecurity Framework – A set of security controls and best practices for businesses to manage cybersecurity risks.
• NIST 800-171 – A federal security standard required for businesses handling government-controlled unclassified information (CUI).
• CMMC (Cybersecurity Maturity Model Certification) – A cybersecurity framework required for Department of Defense (DoD) contractors.
• ISO 27001 – An international standard for information security management systems (ISMS).
• CIS Controls (Center for Internet Security Controls) – A set of best practices for securing IT environments against cyber threats.
• SOC 2 (System and Organization Controls 2) – A framework that evaluates how businesses securely manage customer data.
• PCI DSS (Payment Card Industry Data Security Standard) – Security requirements for businesses that process, store, or transmit credit card information.
• ABA Model Rules (American Bar Association) – Ethics and security guidelines for law firms to protect client data.

3. Audit & Risk Management Terms

These terms relate to compliance audits, security assessments, and risk management.

• Compliance Audit – A formal review to ensure a business meets regulatory requirements.
• Risk Assessment – The process of identifying cybersecurity risks and vulnerabilities in an IT environment.
• Vulnerability Assessment – A technical scan of IT systems to find security weaknesses.
• Penetration Testing (Pen Test) – Simulated cyberattacks to test the security of networks, systems, and applications.
• Incident Response Plan (IRP) – A documented plan for responding to cybersecurity incidents and data breaches.
• Business Continuity Plan (BCP) – A strategy to ensure operations continue in the event of an IT failure, cyberattack, or disaster.
• Disaster Recovery (DR) – The process of restoring IT systems and data after an outage or breach.

4. Technical Compliance & Cybersecurity Terms

Understanding these technical terms is key to maintaining compliance and protecting sensitive data.

• Encryption – A security measure that converts data into unreadable code to prevent unauthorized access.
• Multi-Factor Authentication (MFA) – Requires users to verify their identity with multiple security factors (e.g., password + mobile authentication).
• Access Control – Restricts who can access specific data or IT systems based on job roles.
• Zero Trust Security – An approach where no one is automatically trusted, and all users must verify their identity before accessing IT resources.
• SIEM (Security Information and Event Management) – A system that collects and analyzes security data to detect threats.
• DLP (Data Loss Prevention) – Tools that prevent sensitive data from being leaked, lost, or stolen.
• Firewall – A security barrier that blocks unauthorized access to networks.
• Endpoint Security – Security solutions that protect individual devices (laptops, phones, etc.) from cyber threats.
• Cloud Compliance – Ensuring cloud-based applications meet security and compliance requirements.

5. Industry-Specific Compliance Terms

These regulations apply to specific industries and business types.

Healthcare

Hospitals, clinics, and healthcare providers must follow strict regulations to secure patient data and prevent data breaches.

Key Compliance Standards:

• HIPAA (Health Insurance Portability and Accountability Act) – Requires healthcare providers to protect patient health information (PHI) and implement cybersecurity measures.
• HITECH (Health Information Technology for Economic and Clinical Health Act) – Expands HIPAA and enforces breach notifications.
• NIST Cybersecurity Framework – Provides best practices for securing healthcare data.
• Ohio Medical Records Laws – Establishes state-specific guidelines for storing and handling patient records.
• PHI (Protected Health Information) – Any patient data that must be secured under HIPAA.
• EHR (Electronic Health Records) – Digital patient records that require strong security controls.
• BAA (Business Associate Agreement) – A required contract between healthcare organizations and third-party vendors handling PHI.

Common Compliance Challenges:

• Protecting electronic medical records (EMR) from cyber threats.
• Managing access controls to prevent unauthorized access.
• Ensuring all third-party vendors comply with HIPAA.

Manufacturing & Government Contracts

Manufacturers working with government contracts or handling trade secrets must comply with strict cybersecurity regulations.

Key Compliance Standards:

• NIST 800-171 – Required for manufacturers handling Controlled Unclassified Information (CUI) in government contracts.
• CMMC (Cybersecurity Maturity Model Certification) – Mandatory for Department of Defense (DoD) contractors.
• ISO 27001 – Global standard for information security management.
• ITAR (International Traffic in Arms Regulations) – Applies to defense manufacturers to control access to military-related technology.
• CUI (Controlled Unclassified Information) – Sensitive but unclassified government data that must be protected under NIST 800-171.
• DFARS (Defense Federal Acquisition Regulation Supplement) – Cybersecurity requirements for DoD contractors.
• Export Control Compliance – Regulations governing the export of sensitive technology and data.

Common Compliance Challenges:

• Protecting intellectual property from cyber espionage.
• Securing IoT-connected manufacturing systems.
• Maintaining compliance across global supply chains.

Legal & Law Firms

Law firms handle highly confidential client data, making them prime targets for cybercriminals.

Key Compliance Standards:

• ABA Model Rules of Professional Conduct – Lawyers must take reasonable steps to secure client data.
• NIST Cybersecurity Framework – Provides best practices for securing legal records.
• Ohio Data Protection Act – Establishes voluntary cybersecurity guidelines for Ohio businesses.
• PCI DSS (Payment Card Industry Data Security Standard) – Required for law firms processing credit card payments.
• Client-Attorney Privilege – The obligation to keep client data confidential.
• DMS (Document Management System) – A secure system for managing legal documents.

Common Compliance Challenges:

• Preventing unauthorized access to case files and sensitive client data.
• Ensuring secure remote access for attorneys working from multiple locations.
• Managing compliance across cloud-based case management systems.

Accounting & Finance

Accounting firms manage sensitive financial data, making cybersecurity compliance essential.

Key Compliance Standards:

• SOX (Sarbanes-Oxley Act) – Governs financial reporting and auditing for publicly traded companies.
• GLBA (Gramm-Leach-Bliley Act) – Requires financial institutions to protect customer financial data.
• PCI DSS – Required for firms handling credit card transactions.
• Ohio Data Protection Act – Encourages businesses to adopt strong cybersecurity practices.
• PII (Personally Identifiable Information) – Personal data that must be protected under GLBA and other regulations.
• Audit Trail – A record of all financial transactions and IT activity to ensure transparency.

Common Compliance Challenges:

• Securing financial data from cyberattacks.
• Protecting accounting software from unauthorized access.
• Managing regulatory compliance across multiple financial platforms.

Retail, Country Clubs & Hospitality

Country clubs store sensitive member and financial data, making cybersecurity a priority.

Key Compliance Standards:

• PCI DSS – Required for businesses processing credit card transactions.
• Ohio Privacy Laws – Protects personal data collected from members.
• NIST Cybersecurity Framework – Provides best practices for securing customer information.
• Cardholder Data Environment (CDE) – The system where credit card data is processed and stored, requiring PCI DSS compliance.
• POS Security – Protection of point-of-sale systems from cyber threats.

Common Compliance Challenges:

• Securing point-of-sale (POS) systems from hackers.
• Training staff on cybersecurity best practices.
• Preventing fraud in online booking systems.

How Ohio Businesses Can Achieve IT Compliance

1. Conduct a Compliance Audit

   • Identify which regulations apply to your business.

   • Assess your current security posture and compliance gaps.

2. Develop a Security Policy

   • Establish clear cybersecurity policies aligned with regulatory requirements.

   • Train employees on security best practices and compliance guidelines.

3. Implement Security Controls

   • Use firewalls, encryption, and MFA to protect sensitive data.

   • Deploy endpoint protection and monitoring tools.

4. Perform Regular Risk Assessments

   • Conduct penetration testing and vulnerability scans.

   • Document remediation actions and continuous improvements.

5. Work with a Compliance Expert

   • Partner with IT security professionals like Securafy to ensure full compliance.

   • Get assistance with compliance audits, risk management, and policy implementation.

Why Choose Securafy for IT Compliance?

Securafy specializes in helping Ohio businesses navigate complex IT compliance requirements. Our team provides:

• Comprehensive Compliance Audits – Identify and close security gaps.

• Customized Security Strategies – Tailored solutions for your business needs.

• Continuous Monitoring & Support – Stay compliant with ongoing assessments and updates.

Need Help with IT Compliance?

Contact Securafy today for a free consultation. Ensure your business meets regulatory requirements and stays secure in an evolving cyber threat landscape.

For expert guidance on IT compliance, contact Securafy today.