DOCUPOLICY: Simplifying Compliance -
Compliance Documentation Tailored for Your State and Federal Bids-Solicitation
When bidding for Texas state or federal projects, certain documentation is required by law to demonstrate compliance with privacy, policy, and procedural regulations. DocuPolicy is here to ensure you have everything you need to meet these stringent requirements.
Here are specific examples of the policies, privacy, and procedures we can provide to make your bid compliant:
1. Ensuring Confidential Information Stays in the U.S.
We will create detailed documentation that ensures compliance with the following:
- FIPS 140-2 encryption compliance to secure all data.
- Restricting offshore providers from accessing encryption keys.
- Ensuring encryption keys are stored within the U.S.
- Obtaining express prior written approval from HHS for offshore services, if applicable.
Yes, we can provide these detailed policies and supporting documentation.
2. IT Security Oversight Policies
Do you need a policy outlining how an IT security expert oversees your system configurations? We’ll create documentation to satisfy this requirement, ensuring secure and compliant IT infrastructure.
Yes, we can create this for your compliance.
3. Privacy Safeguards
We provide policies and procedures covering all aspects of Privacy Safeguards, such as:
- Administrative Safeguards: Training, disaster recovery plans, incident management, and access termination protocols.
- Technical Safeguards: Password management, encryption policies, and secure data transmission procedures.
- Physical Safeguards: Securing access to devices, locks, and proper document storage.
Yes, we can draft these safeguards to ensure compliance.
4. User Access Management
Policies that detail how you:
- Maintain a current list of Authorized Users.
- Monitor and remove terminated employees or unauthorized users.
- Limit access to HHS Confidential Information to only those with verified need.
Yes, we can provide these access management policies.
5. Password Management Protocols
We ensure your documentation includes:
- Requirements for changing default passwords.
- Mandatory password updates every 90 days.
- Guidelines prohibiting weak passwords.
- Evidence of enforcement, such as screenshots or system reports.
Yes, we can create these specific protocols for your bid.
6. Remote Access and Encryption
Policies for securing remote access to systems containing sensitive information, including:
- Granting remote access only to Authorized Users.
- Encrypting all transmitted data using FIPS 140-2 compliant encryption.
- Providing evidence of encryption upon request.
Yes, we can supply these policies.
7. Physical Security
Documentation to ensure physical access to computers, paper records, or other systems containing sensitive information is secured against theft or unauthorized access. Examples include:
- Requiring locks, secure rooms, and proper storage for devices.
- Secure disposal processes to render sensitive data unreadable.
Yes, we can provide this documentation.
8. System Security and Monitoring
We deliver comprehensive documentation to meet these requirements:
- Regular installation of security updates/patches for hardware and software.
- Up-to-date antivirus and anti-malware protection.
- Routine security log reviews to monitor for abnormalities or breaches.
Yes, we can develop these policies for your bid.
9. Subcontractor Compliance
Do you use subcontractors? We will ensure your documentation demonstrates compliance with HHS-approved subcontractor agreements, including liability clauses and data protection requirements.
Yes, we can create subcontractor compliance policies for you.
10. Workforce Accountability
We provide policies to ensure:
- Workforce members formally acknowledge their responsibilities before gaining access to confidential data.
- Criminal background checks for employees with data access, if required.
Yes, we can create these workforce accountability policies.
Why Choose DocuPolicy?
When bidding for government projects, the compliance requirements are strict, and failure to meet them can result in disqualification, fines, or worse. By partnering with DocuPolicy, you gain:
- Peace of Mind: We handle the heavy lifting, so you don’t have to.
- State and Federal Expertise: Policies tailored to meet Texas and federal regulations.
- Bid-Ready Solutions: Documentation delivered on time, every time.
Yes, we can provide all of the above and more! Contact us today to ensure your bid is compliant, competitive, and ready for success.