PCI Scan Failed: What to Do When Your Security Check Doesn’t Pass

Seeing “PCI scan failed” in your compliance dashboard can feel overwhelming, especially if you’re new to PCI DSS requirements. Don’t panic – failed scans are common, and most issues can be resolved with the right approach.

What You’ll Learn in This Guide

This comprehensive guide will walk you through everything you need to know about handling a failed PCI scan. You’ll discover why scans fail, how to interpret your results, and most importantly, the exact steps to fix issues and achieve compliance.

Why This Matters for Your Business

PCI DSS (Payment Card Industry Data Security Standard) compliance isn’t optional if you accept credit cards. Failed scans mean you’re not meeting security requirements, which can result in:

Hefty fines from card brands
Loss of ability to process payments
Increased transaction fees
Potential data breach vulnerabilities

Who This Guide Is For

This guide is designed for business owners, IT managers, and anyone responsible for PCI compliance who may not have extensive cybersecurity experience. We’ll explain everything in plain English and provide actionable steps you can follow.

The Basics: Understanding PCI Scans

What Is a PCI Scan?

A PCI scan is an automated security test that checks your systems for vulnerabilities that could compromise credit card data. Think of it as a health checkup for your payment processing environment – it identifies potential security weaknesses before they become serious problems.

Key Terminology You Need to Know

Vulnerability: A weakness in your system that hackers could exploit

ASV (Approved Scanning Vendor): A company certified by the PCI Security Standards Council to perform official PCI scans

Quarterly Scan: A PCI compliance requirement to scan your systems every three months

Remediation: The process of fixing identified vulnerabilities

False Positive: When a scan incorrectly identifies something as a vulnerability that isn’t actually a security risk

How PCI Scans Relate to Your Business

If your business stores, processes, or transmits credit card data electronically, you likely need to complete quarterly vulnerability scans as part of your PCI DSS compliance requirements. These scans help ensure your payment environment remains secure and compliant.

Why PCI Scan Compliance Matters

Business Implications of Failed Scans

When your PCI scan fails, you’re technically not PCI compliant until all issues are resolved. This puts your business at risk in several ways:

Financial Risk: Non-compliance can result in fines ranging from $5,000 to $100,000 per month, depending on your payment processor and the severity of violations.

Operational Risk: Some payment processors may suspend your ability to accept credit cards until you achieve compliance.

Reputation Risk: A data breach resulting from unaddressed vulnerabilities can severely damage customer trust and your business reputation.

The Cost of Non-Compliance

Beyond immediate fines, non-compliance can lead to:

Increased processing fees
Required security audits at your expense
Legal liability in case of a data breach
Loss of customer confidence

Benefits of Maintaining Compliance

Staying compliant through regular scanning provides:

Proactive Security: Identifying vulnerabilities before they’re exploited
Business Continuity: Uninterrupted payment processing
Cost Savings: Avoiding fines and breach-related expenses
Competitive Advantage: Demonstrating security commitment to customers
Peace of Mind: Knowing your systems are regularly monitored

Step-by-Step Guide: What to Do When Your PCI Scan Fails

Step 1: Don’t Panic – Assess the Situation

Failed scans are common, especially for businesses new to PCI compliance. Take a deep breath and remember that most issues are fixable with proper guidance.

Timeline Expectation: Initial assessment should take 1-2 hours

Step 2: Review Your Scan Report Carefully

Your ASV will provide a detailed report explaining why the scan failed. Look for:

Vulnerability Severity Levels: Critical and High vulnerabilities typically cause scan failures
Affected Systems: Which servers or devices have issues
CVE Numbers: Unique identifiers for each vulnerability
Remediation Recommendations: Suggested fixes for each issue

What You Need: Access to your ASV portal and scan reports

Step 3: Categorize the Vulnerabilities

Group the identified issues into categories:

Software Updates: Outdated operating systems, applications, or plugins
Configuration Issues: Incorrect security settings or weak configurations
Network Problems: Open ports or services that shouldn’t be accessible
SSL/TLS Issues: Problems with encryption certificates or protocols

Step 4: Prioritize Fixes Based on Severity

Address vulnerabilities in this order:
1. Critical severity issues
2. High severity issues
3. Medium severity issues
4. Low severity issues (may not cause scan failure but should be addressed)

Step 5: Implement Fixes Systematically

For Software Updates:

Apply security patches to operating systems
Update applications to latest stable versions
Remove unnecessary software

For Configuration Issues:

Review and harden security settings
Disable unnecessary services
Implement proper access controls

For Network Problems:

Close unnecessary ports
Configure firewalls properly
Remove outdated or unused systems from scan scope

Timeline Expectation: Depending on complexity, remediation can take anywhere from a few hours to several weeks.

Step 6: Request a Rescan

Once you’ve addressed all identified issues:

Contact your ASV to request a rescan
Most ASVs offer free rescans after failed attempts
Wait for the new results before declaring victory

Step 7: Document Everything

Keep records of:

What vulnerabilities were found
How they were fixed
When fixes were implemented
Rescan results

This documentation helps with future compliance efforts and audit requirements.

Common Questions Beginners Have

“How Long Do I Have to Fix These Issues?”

While there’s no official PCI-mandated deadline, most payment processors expect remediation within 30 days. However, critical vulnerabilities should be addressed immediately – ideally within 24-48 hours.

“Can I Still Accept Credit Cards While My Scan Is Failed?”

Technically, you’re non-compliant with a failed scan. While most processors won’t immediately suspend your account, prolonged non-compliance can lead to penalties and potential service suspension.

“Are All Vulnerabilities Actually Dangerous?”

Not all identified vulnerabilities pose immediate threats to your specific environment. However, PCI DSS requires addressing vulnerabilities rated as “high risk” or above by industry-standard scoring systems.

“What If I Don’t Understand the Technical Details?”

It’s okay not to understand every technical aspect. Focus on the remediation recommendations provided, and don’t hesitate to seek help from IT professionals or your ASV when needed.

“How Much Will It Cost to Fix These Issues?”

Costs vary widely depending on the issues found. Simple software updates might cost nothing but time, while major infrastructure changes could require significant investment. Most issues, however, involve routine maintenance that should be part of regular IT operations.

“Will This Happen Again Next Quarter?”

With proper ongoing maintenance and security practices, future scans should pass more easily. The first scan is often the most challenging as it identifies accumulated issues.

Mistakes to Avoid

Common Beginner Errors

Ignoring Low-Priority Issues: While they may not cause scan failure, addressing all vulnerabilities improves overall security posture.

Making Changes Without Testing: Always test fixes in a non-production environment when possible to avoid disrupting business operations.

Rushing the Remediation Process: Taking shortcuts can create new problems or leave vulnerabilities partially addressed.

Not Keeping Systems Updated: Failing to maintain regular update schedules leads to recurring scan failures.

How to Prevent These Mistakes

Create a Maintenance Schedule: Regular updates prevent vulnerability accumulation.

Test Changes Carefully: Use staging environments or schedule updates during low-traffic periods.

Keep Documentation Updated: Track what systems you have and when they were last updated.

Work with Qualified Professionals: When in doubt, consult with cybersecurity experts.

What to Do If You Make a Mistake

If remediation efforts create new problems:

1. Don’t Panic: Most issues can be reversed or fixed
2. Document What Happened: Understanding what went wrong helps prevent repetition
3. Seek Expert Help: Professional assistance can resolve complex issues quickly
4. Learn from the Experience: Use mistakes as learning opportunities

Getting Help: When to DIY vs. Seek Professional Assistance

When You Can Handle It Yourself

Simple issues you might address internally include:

Basic software updates
Removing unnecessary applications
Simple configuration changes
SSL certificate renewals

When to Seek Professional Help

Consider hiring experts for:

Complex network reconfigurations
Major software upgrades
Issues affecting critical business systems
Multiple high-severity vulnerabilities

Types of Services Available

Managed Security Providers: Ongoing monitoring and maintenance services

PCI Compliance Consultants: Specialized expertise in PCI requirements

IT Support Companies: General technology assistance with security focus

ASV Support Services: Many scanning vendors offer remediation assistance

How to Evaluate Providers

Look for:

PCI Experience: Specific knowledge of PCI DSS requirements
Industry Expertise: Understanding of your business type
Clear Pricing: Transparent cost structures
Good References: Positive reviews from similar businesses
Ongoing Support: Not just one-time fixes but continued relationship

Next Steps: Moving Forward After Resolution

Immediate Actions After Passing Your Scan

1. Update Your Compliance Documentation: Record the successful scan completion
2. Review Your Security Practices: Identify process improvements
3. Schedule Regular Maintenance: Prevent future issues through proactive management
4. Plan for Next Quarter: Mark your calendar for the next required scan

Resources for Deeper Learning

PCI Security Standards Council official documentation
Industry-specific PCI guidance
Cybersecurity best practices resources
Professional development opportunities in information security

Frequently Asked Questions

1. How often do I need to complete PCI scans?

PCI DSS requires quarterly vulnerability scans for most businesses that need them. This means you’ll need to complete and pass a scan every three months to maintain compliance.

2. What’s the difference between internal and external scans?

External scans check systems accessible from the internet, while internal scans examine systems within your network. Requirements depend on your specific PCI compliance level and business setup.

3. Can I change ASVs if I’m unhappy with my current provider?

Yes, you can switch ASVs at any time. However, ensure your new provider is properly approved by the PCI Security Standards Council and can meet your timeline requirements.

4. What happens if I can’t fix a vulnerability before my compliance deadline?

Contact your payment processor immediately to discuss the situation. They may provide additional time for critical issues or help you find resources to resolve problems quickly.

5. Are there any vulnerabilities that can’t be fixed?

Most vulnerabilities can be addressed, though solutions vary. If direct patching isn’t possible, compensating controls or system replacement might be necessary. Work with security professionals to explore all options.

6. How much do PCI scans typically cost?

PCI scan costs vary by provider and service level, typically ranging from $200-$2,000 annually. Many ASVs offer different packages based on the number of IP addresses scanned and additional services provided.

Conclusion

A failed PCI scan doesn’t have to be a crisis. With the systematic approach outlined in this guide, you can address vulnerabilities, achieve compliance, and improve your overall security posture. Remember that PCI compliance is an ongoing process, not a one-time event.

The key to success is taking a methodical approach: understand what went wrong, prioritize fixes based on severity, implement changes carefully, and maintain good security practices going forward.

Most importantly, don’t let the technical complexity discourage you. Every business faces these challenges, and with the right resources and approach, you can maintain PCI compliance while protecting your customers and your business.

Ready to Take Control of Your PCI Compliance Journey?

PCICompliance.com helps thousands of businesses achieve and maintain PCI DSS compliance with affordable tools, expert guidance, and ongoing support. Start by using our free PCI SAQ Wizard tool to determine which Self-Assessment Questionnaire you need and begin your path to complete compliance today. Our expert team is here to support you every step of the way.

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