Government Services Provider Centralizes Control Management and Enables Enterprise-Wide Collaboration

Summary

A large American government services company was struggling to maintain and share up-to-date control sets across its three core teams, with manual documentation and control mapping creating significant inefficiencies across their organizational structure. Manual processes also dominated data sharing between teams, making it difficult to report on compliance status. The company needed a solution that could enable their Shared Services team to easily maintain and share up-to-date control sets with other divisions and to create security plans more efficiently. RegScale provided a centralized platform with a customizable control library, controlled security plan sharing, and a Unified Compliance Framework (UCF) integration for control mapping. The result was automated control inheritance, real-time data sharing, and unified compliance visibility across the organization’s complex structure.

Challenge: Managing controls across a divided organizational structure

The government services company had divided its US-based compliance operations into three distinct groups: the US Services Team, the Federal Services Team, and a centralized Shared Services Team. The Shared Services team was responsible for maintaining a library of NIST-based and custom controls that both the US Services and Federal Services teams needed to inherit and implement in their respective security plans. 

However, the company was maintaining their security plans through Excel spreadsheets and Word documents, making it difficult to track changes, maintain version control, or ensure that teams were working with the most current information. When the Shared Services team updated or modified controls in their common library, there was no automated mechanism to push those changes to the US Services and Federal Services teams who relied on them. 

Manual control mapping compounded these challenges. Teams had to manually map controls from the Shared Services library to their own security plans, making it nearly impossible to maintain alignment between the centralized control library and the various security plans maintained by different divisions. The lack of automation meant that control updates required extensive coordination, creating delays and increasing the risk that different teams might be working with outdated or inconsistent control information. 

Data sharing and collaboration across the organization’s teams presented additional obstacles. There was no efficient mechanism for sharing security plan data between teams or maintaining visibility into what controls had been inherited or implemented by each division. This made it extremely difficult to report on compliance status across the complex organizational structure. Leadership lacked a unified view of the company’s compliance posture, and individual teams struggled to understand how their work related to the broader organizational compliance effort. The inability to develop security plans in a timely and resource-efficient manner was impacting the company’s ability to respond to new contract requirements and maintain compliance across their diverse portfolio of government services work. 

Solution: A unified platform enabling SSP data sharing, a custom control library, and enterprise-wide collaboration

RegScale provided the government services company with a centralized platform specifically configured to address their unique organizational structure and control management requirements. The solution enabled the Shared Services team to maintain their custom control library within RegScale while allowing the US Services and Federal Services teams to receive the latest control sets automatically. 

Custom control catalog: Understanding that the company relied on both NIST-based controls and their own custom control requirements, RegScale developed a custom catalog specifically tailored to those needs. This custom catalog ensured that the company’s specific control language, requirements, and organizational standards were preserved and managed systematically rather than scattered across Excel files and Word documents. 

Controlled SSP data sharing: RegScale provided tools for sharing and moving security plan data and CIS/CRM data, allowing the US Services and Federal Services teams to easily inherit the latest control sets without manually copying and updating controls from spreadsheets. This automated inheritance ensured that when Shared Services updated controls, those changes could flow to dependent teams in real-time, maintaining consistency across the organization. 

Control mapping: RegScale’s extensive integrations allowed the company to leverage UCF to assist with control mapping. This dramatically reduced the time and effort required to align controls across different frameworks and organizational units while improving accuracy and consistency. 

Live reporting: The platform’s live reporting capabilities gave leadership and compliance teams visibility into compliance status across the complex organizational structure, with the ability to see which controls had been inherited, implemented, and validated by each division. This unified visibility transformed the company’s ability to understand and report on its enterprise-wide compliance posture.  

Results: Streamlined processes with real-time collaboration and unified visibility

RegScale has fundamentally transformed how the government services company manages control libraries and coordinates compliance activities across their organizational structure. The most significant impact has been the achievement of real-time control sharing between the centralized Shared Services team and the US Services and Federal Services divisions. Controls are now maintained once in the Shared Services library and automatically made available to other teams, eliminating time-consuming issues with manual copying, version control, and delays. 

The time and resources required to develop new security plans have been dramatically reduced. Teams no longer need to manually map and document controls from scratch for each new security plan; instead, they can inherit relevant controls from the Shared Services library, customize them as needed for specific requirements, and maintain them within RegScale’s structured environment. The company has also achieved unified compliance visibility across their complex organizational structure for the first time. Leadership can now access live reporting showing compliance status across all divisions, improving coordination, reducing duplicative work, and increasing confidence in the organization’s overall compliance posture. 

RegScale has delivered a scalable, customizable compliance platform that accommodates the company’s organizational structure while ensuring that its unique control requirements are properly supported. The UCF integration has streamlined control mapping activities, and the live reporting capabilities have provided the real-time visibility the organization required. All in all, RegScale’s platform has positioned the government services company to manage their current compliance obligations more efficiently while providing a foundation for scaling their compliance operations as the organization continues to grow. 

Learn more about how your organization can achieve these outcomes with RegScale. 

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