SOC 2 Clinic #2

Hey there,

Thanks for sending in your questions! I still have some spots open for the next issue, so if you’ve got more, feel free to send them my way—I’ll make sure to cover them. Now, let’s dive into this week’s questions!

Q: 2nd Year of SOC 2 Compliance. How should we keep track of evidence for our audit? Is it better to have a repository of screenshots and exports, or does everyone just scramble at the end?

A: Great question! One of the biggest challenges in the second year of SOC 2 compliance is evidence management. You don’t want a last-minute scramble—that’s stressful and risky! Here’s a more efficient approach:

1. Set Up an Organized Repository: Create a central repository for all evidence, such as a folder structure in SharePoint, Google Drive, or any document management tool your team is comfortable with. Organize folders by Trust Service Criteria (TSC) and then by control type, so you know exactly where to find everything when audit time comes. You can download a free checklist of every TSC and controls you need plus a handy dashboard included: https://docs.google.com/spreadsheets/d/1Bvkv9VUpaWum7pqLpOapmeWBgoXwiJA2QYN6iRIunSU/edit?usp=sharing

2. Automate Regular Evidence Collection: Set a calendar reminder to capture routine evidence (e.g., screenshots, access logs, or system reports) monthly or quarterly. Tools like Jira, Confluence, or even simple project management systems can help you track these reminders so nothing falls through the cracks.

3. Leverage Continuous Monitoring Tools: Compliance platforms can help automatically gather and store evidence, but even if you’re doing this manually, focus on regular monitoring and reviews. This will save you from having to backtrack and ensure your controls are active and effective year-round.

4. Keep Detailed Notes on Evidence Collection: Sometimes, an auditor will need context for specific pieces of evidence. Document any unique circumstances around collected data (e.g., an emergency access granted temporarily) so you have answers ready if asked.

Q: What is a security questionnaire or Vendor Risk Assessment?

A: A security questionnaire, often part of a Vendor Risk Assessment (VRA), is a document or form that your clients (especially enterprise clients) may send you to assess your company’s security posture. It’s a way for them to ensure that you’re handling data securely and following best practices. These questionnaires can cover a wide range of topics, from data encryption to access control and disaster recovery, and they’re usually sent to vendors who handle or process sensitive data.

Why It Matters:
These assessments are crucial for building trust with potential clients. A well-answered questionnaire reassures them that your company meets their security expectations, which is often a big factor in closing deals.

Do You Need a SOC 2 Report?
Here’s the good news: In many cases, you don’t need an actual SOC 2 report to pass these questionnaires. If you’re prepared with strong documentation and can answer the security questions confidently, that’s often enough to satisfy client requirements. In other words, being “audit-ready” without the formal attestation can still get you the green light from clients.

Q: I’ve got a SOC 2 audit exception. What now?

A: First of all, don’t panic—exceptions are actually pretty common in SOC 2 audits, especially in the early years. An exception simply means that the auditor found a gap or issue in your controls that didn’t meet the expected requirements. Here’s a practical approach to handling exceptions:

1. Understand the Root Cause:
   Take a close look at what caused the exception. Was it a missed control, a process failure, or a documentation gap? Understanding the root cause will help you determine the severity of the exception and whether it’s a one-time issue or a systemic problem.

2. Work with Your Auditor on a Remediation Plan:
   Most auditors will provide recommendations on how to address exceptions. Reach out to them to discuss a remediation plan if they haven’t already proposed one. This shows that you’re serious about resolving the issue and taking corrective action.

3. Implement the Fix and Document Everything:
   Make the necessary changes to your processes, controls, or documentation, and keep detailed records of the steps you take to resolve the issue. Documentation is key—auditors will want to see that you’ve addressed the exception thoroughly.

4. Communicate with Stakeholders:
   If this exception could impact clients or stakeholders, consider how you’ll communicate it to them. Transparency is critical, especially if the exception relates to security or operational stability.

5. Prevent Future Exceptions:
   Use this as an opportunity to strengthen your compliance program. Consider implementing regular internal audits, monthly control reviews, or even continuous monitoring tools if your budget allows. The goal is to prevent similar issues from recurring and to establish a proactive approach.

What can SOC2 Clinic do for your business?

As a business owner considering SOC 2 compliance, you must have a thousand questions about the process. Am I right? Join a SOC 2 Clinic, where I’ll equip you with the tools to ace your SOC 2 certification and guide you through the process. No question is out of bounds. Fire away!

• Want to know how to implement and manage SOC 2 controls effectively?

• Need advice on SOC 2 documentation?

• Curious about how to meet the requirements of the SOC 2 standard?

• Wondering if your business really needs SOC 2 compliance?

• Looking for the fastest, easiest path to SOC 2 certification?

• Want the lowdown on my SOC 2 Toolkit?

• Wish you could achieve SOC 2 compliance without the heavy lifting? (This one’s worth its weight in gold!)

Let’s make SOC 2 compliance straightforward and stress-free!

Just hit reply and send over your questions—I’m here to help, so take advantage of it and let’s get you on the fast track to compliance!

You can find the previous issue here: