Compliance isn't optional — but it doesn't have to be overwhelming. This guide covers the IT security and data protection requirements most relevant to Florida businesses, broken down by industry.
Why Compliance Matters (Beyond Avoiding Fines)
Yes, non-compliance means potential fines and legal liability. But compliance also serves your business in practical ways:
- Cyber insurance eligibility. Carriers increasingly require specific security controls before issuing or renewing policies. No compliance, no coverage.
- Client trust. Businesses — especially in healthcare, legal, and financial services — are choosing vendors who can demonstrate proper security practices.
- Breach cost reduction. Organizations with compliance frameworks in place experience significantly lower costs when breaches do occur.
- Operational resilience. The same controls that satisfy compliance requirements also protect your business from real threats.
HIPAA — Healthcare Providers
If your business handles protected health information (PHI), HIPAA applies to you. This includes medical practices, dental offices, behavioral health providers, home health agencies, and any business associate that processes PHI on their behalf.
Key IT Requirements
- Access controls: Unique user IDs, role-based access, automatic logoff, and emergency access procedures
- Encryption: Data at rest and in transit must be encrypted (full-disk encryption, email encryption, encrypted file transfers)
- Audit controls: Logging of who accessed what PHI and when
- Integrity controls: Mechanisms to verify PHI hasn't been altered or destroyed improperly
- Backup and disaster recovery: Documented plan for data recovery with regular testing
- Risk assessment: Annual security risk assessment identifying vulnerabilities and mitigation plans
- Business Associate Agreements: Written agreements with any vendor that handles PHI
Common Gaps We See
Medical practices often have basic security in place but miss audit logging, lack encryption on portable devices, use personal email for PHI, or haven't conducted a formal risk assessment. These gaps are the ones that trigger HIPAA fines.
Financial Services — CPAs, Advisors, Insurance
Financial services businesses in Florida face requirements from multiple sources: the IRS, SEC, FINRA, state regulations, and the FTC Safeguards Rule.
Key IT Requirements
- FTC Safeguards Rule: Requires a written information security plan, designated security coordinator, encryption of customer data, MFA for accessing customer information, and regular risk assessments
- Data retention: Specific requirements for how long financial records must be stored and how they must be protected
- Incident response: Documented plan for responding to security breaches, including client notification procedures
- Vendor management: Due diligence on third-party vendors who access client financial data
- Access controls: Limiting access to client data on a need-to-know basis
What's Changed Recently
The updated FTC Safeguards Rule (effective June 2023) significantly expanded requirements for financial services businesses. Multi-factor authentication, encryption, and continuous monitoring are now mandatory — not optional best practices.
Legal Industry — Law Firms
Law firms have an ethical obligation to protect client confidentiality. The Florida Bar and ABA Model Rules require "reasonable efforts" to prevent unauthorized access to client information.
Key IT Requirements
- Client confidentiality: Encryption of client files, secure communication channels, and proper access controls
- Secure file sharing: Encrypted portals for exchanging documents with clients, not unencrypted email attachments
- Email security: Protection against phishing and business email compromise (law firms are prime targets for wire fraud)
- Data retention and destruction: Policies for how long client files are retained and how they're securely destroyed
- Breach notification: Obligation to notify affected clients if their data is compromised
The Real Risk for Law Firms
Wire fraud targeting law firms is epidemic. Attackers monitor real estate closings and intercept wire instructions, redirecting funds to their own accounts. Email security and employee training aren't just compliance checkboxes — they're the difference between a normal closing and a six-figure loss.
Cyber Insurance Requirements
Regardless of your industry, if you carry (or want to carry) cyber insurance, your carrier likely requires specific security controls. These requirements have tightened dramatically in recent years.
Common Requirements
- Multi-factor authentication (MFA) on email, remote access, and admin accounts
- Endpoint detection and response (EDR) — basic antivirus is no longer sufficient
- Email filtering and phishing protection
- Regular data backups with offline or air-gapped copies
- Employee security awareness training
- Patch management program for timely software updates
- Incident response plan
What Happens if You Don't Meet Requirements?
Carriers may deny your application, increase premiums, reduce coverage limits, or — worst case — deny a claim after a breach because your security didn't match what you attested to on the application. Be honest on applications and make sure your controls match your attestations.
Florida-Specific Regulations
Florida has its own data protection requirements that apply to all businesses:
- Florida Information Protection Act (FIPA): Requires businesses to notify individuals within 30 days of a data breach affecting their personal information
- Florida Statutes 501.171: Defines what constitutes personal information and sets breach notification requirements
- Reasonable security measures: Florida law requires businesses to take "reasonable measures" to protect personal information — while not prescriptive, this means you're expected to implement appropriate security controls
Building a Compliance-Ready IT Environment
Regardless of your specific industry, these foundational controls satisfy requirements across most frameworks:
- Multi-factor authentication everywhere
- Encryption at rest and in transit
- Endpoint detection and response on all devices
- Email security with advanced filtering
- Regular, tested backups with offsite copies
- Employee security training at least quarterly
- Access controls based on least privilege
- Documented policies and incident response plan
- Annual risk assessment
- Audit logging and monitoring
How NexgenTec Helps
We work with healthcare practices, law firms, financial advisors, and CPAs throughout Central Florida. We understand the regulatory landscape and build IT environments that satisfy compliance requirements as a matter of course — not as an afterthought.
Our EliteCare managed IT plan includes the security controls required by most compliance frameworks: MDR, email protection, security awareness training, encryption management, and backup monitoring. For businesses in regulated industries, it's the most efficient path to compliance.
Need a compliance assessment? Contact us for a review of your current IT environment against your industry's requirements.
Not sure if you're compliant?
We'll review your current IT against the requirements for your industry.