When Should I Do a PCI Scan?

Introduction

If you’re reading this guide, you’re likely wondering when you need to perform PCI scans for your business. Perhaps you’ve heard the term thrown around, or your payment processor mentioned it, but you’re not entirely sure what it means or when you need to do it.

What you’ll learn: This guide will explain exactly when PCI scans are required, how often you need to perform them, and what triggers the need for a scan. We’ll break down the timing requirements in plain English and help you create a scanning schedule that keeps your business compliant.

Why this matters: Missing PCI scan deadlines can result in monthly fines, increased transaction fees, or even losing your ability to accept credit cards. Understanding when to scan helps you avoid these costly consequences while protecting your customers’ payment data.

Who this guide is for: This guide is perfect for business owners, managers, and IT staff who are new to PCI compliance. Whether you run an online store, a restaurant, or any business that accepts credit cards, you’ll find the answers you need here.

The Basics

What is a PCI Scan?

A PCI scan is like a security checkup for your business’s payment systems. It’s an automated test that looks for vulnerabilities in your network and systems that process, store, or transmit credit card information. Think of it as a health screening for your payment security – it identifies potential problems before criminals can exploit them.

Key Terminology Made Simple

• PCI DSS: Payment Card Industry Data Security Standard – the rules businesses must follow when accepting credit cards
• ASV: Approved Scanning Vendor – companies authorized to perform official PCI scans
• Vulnerability: A weakness in your system that could be exploited by hackers
• Compliance Period: The timeframe during which you must maintain compliance (typically one year)
• Quarterly Scan: A scan performed every three months, as required by PCI DSS

How It Relates to Your Business

Every business that accepts credit cards must comply with PCI DSS, and scanning is a key requirement for most merchants. The frequency and type of scanning depend on:

• How many transactions you process annually
• How you accept payments (online, in-person, or both)
• Whether you store credit card data
• Your merchant level classification

Why It Matters

Business Implications

Regular PCI scanning protects your business in multiple ways:

Financial Protection: Data breaches can cost small businesses an average of $150,000. Regular scanning helps prevent these devastating losses by catching vulnerabilities early.

Customer Trust: Customers expect their payment information to be secure. Maintaining PCI compliance through regular scanning demonstrates your commitment to their security.

Operational Continuity: Staying compliant ensures you can continue accepting credit cards without interruption, maintaining your cash flow and customer convenience.

Risk of Non-Compliance

Failing to perform PCI scans on schedule can result in:

• Monthly non-compliance fees ranging from $5 to $100
• Increased transaction fees (up to 0.5% higher)
• Suspension of credit card processing privileges
• Liability for fraudulent transactions
• Potential lawsuits if a breach occurs

Benefits of Compliance

Regular PCI scanning provides:

• Early detection of security vulnerabilities
• Protection against data breaches
• Lower cyber insurance premiums
• Competitive advantage through security credentials
• Peace of mind knowing your systems are secure

Step-by-Step Guide

When to Perform Your First PCI Scan

Step 1: Determine Your Start Date

• New businesses: Perform your first scan within 30 days of accepting your first credit card payment
• Existing businesses: If you’ve never scanned, start immediately
• After major changes: Scan within 30 days of significant system modifications

Step 2: Establish Your Scanning Schedule

Most businesses must perform quarterly external scans. Here’s how to set up your schedule:

• Complete your first scan
• Mark your calendar for 90 days later
• Set reminders 2 weeks before each deadline
• Plan for annual requirements in addition to quarterly scans

Step 3: Special Circumstances Requiring Immediate Scans

Perform an immediate scan when:

• Adding new payment systems or software
• Changing payment processors
• Moving to a new location or IP address
• After resolving security issues
• Following any system breach or compromise

Timeline Expectations

• Scan Duration: 15 minutes to 2 hours depending on system complexity
• Results Delivery: Usually within 24-48 hours
• Remediation Time: 30 days to fix any failures
• Rescan Requirements: Must pass a clean scan after fixing issues

Common Questions Beginners Have

“Do I really need to scan if I’m a small business?”

Yes, if you accept credit cards, you need to comply with PCI DSS regardless of size. However, smaller businesses often have simpler requirements. The good news is that scanning for small businesses is usually straightforward and affordable.

“What if I only process a few transactions?”

Even businesses processing just one credit card transaction annually must comply. The requirements scale with your volume – fewer transactions mean simpler compliance requirements, but scanning is still necessary.

“Can I do this myself or do I need an expert?”

For external vulnerability scans, you must use an ASV (Approved Scanning Vendor). However, preparing for scans and understanding results can often be done yourself with proper guidance. Many businesses successfully manage their PCI compliance internally.

“What happens if my scan fails?”

Don’t panic! Failed scans are common, especially the first time. You’ll receive a report detailing what needs fixing. You typically have 30 days to address issues and rescan. Most failures involve simple fixes like updating software or adjusting firewall settings.

Mistakes to Avoid

Common Beginner Errors

Missing Quarterly Deadlines: Set up automated reminders. Missing even one quarterly scan can result in non-compliance for the entire year.

Scanning the Wrong Systems: Ensure you’re scanning all systems that handle credit card data, not just your main website.

Ignoring “Low” Severity Issues: While you may pass with low-severity vulnerabilities, fixing them improves overall security.

Using Non-Approved Scanners: Only ASV scans count for PCI compliance. Free online scanners don’t meet requirements.

How to Prevent These Mistakes

• Create a compliance calendar with all important dates
• Maintain an inventory of all systems handling payment data
• Address all vulnerabilities, not just failing ones
• Verify your scanner is PCI-approved before starting

What to Do If You Make Them

If you’ve made mistakes:
1. Don’t try to hide them – address issues immediately
2. Contact your payment processor to discuss remediation
3. Complete required scans as soon as possible
4. Document your efforts to become compliant
5. Consider professional help if you’re overwhelmed

Getting Help

When to DIY vs. Seek Help

DIY is appropriate when:

• You have basic IT knowledge
• Your payment setup is simple
• You process fewer than 20,000 transactions annually
• You have time to learn and manage compliance

Seek professional help when:

• You process high transaction volumes
• You store credit card data
• You lack technical expertise
• You’ve experienced repeated scan failures

Types of Services Available

Managed Scanning Services: Handle all scanning and basic remediation guidance

• Cost: $200-$500 annually for small businesses
• Best for: Businesses wanting hands-off compliance

Compliance Consultants: Provide comprehensive PCI compliance management

• Cost: $1,000-$5,000 annually
• Best for: Complex environments or high-volume merchants

Hybrid Solutions: Combine automated tools with expert support

• Cost: $300-$1,000 annually
• Best for: Most small to medium businesses

How to Evaluate Providers

Look for:

• PCI Council approved status
• Clear pricing without hidden fees
• Responsive customer support
• Educational resources and guidance
• Integration with your existing systems
• Positive reviews from similar businesses

Next Steps

What to Do After Reading

1. Determine Your Requirements: Use the free tools available to identify your merchant level and scanning requirements
2. Choose an ASV: Select an approved scanning vendor that fits your budget and needs
3. Schedule Your First Scan: Don’t delay – start your compliance journey today
4. Create a Compliance Calendar: Mark all important dates and deadlines
5. Educate Your Team: Share this knowledge with relevant staff members

Related Topics to Explore

• Understanding your SAQ (Self-Assessment Questionnaire) type
• Network segmentation for PCI compliance
• Secure payment processing methods
• PCI compliance for e-commerce
• Employee training requirements

Resources for Deeper Learning

• PCI Security Standards Council website
• Payment processor compliance guides
• Industry-specific compliance resources
• Online PCI compliance communities
• Webinars and training sessions

FAQ

How often do I need to perform PCI scans?

Most businesses must perform external vulnerability scans quarterly (every 90 days). Some payment processors may require more frequent scanning. Additionally, you need to scan after any significant changes to your payment environment.

What’s the difference between internal and external PCI scans?

External scans check your internet-facing systems for vulnerabilities from outside your network. Internal scans (required for some merchant levels) check systems from inside your network. Most small businesses only need external scans.

How much does PCI scanning cost?

PCI scanning typically costs between $200-$500 annually for small businesses. Costs vary based on the number of IP addresses scanned and additional services included. Some payment processors include scanning in their merchant services.

What if I fail my PCI scan?

If you fail, you’ll receive a detailed report of vulnerabilities to fix. You have 30 days to remediate issues and pass a rescan. Common fixes include updating software, adjusting firewall rules, or removing unnecessary services.

Do I need PCI scans if I use a third-party payment processor?

Yes, even if you use services like PayPal or Square, you likely still need to complete PCI compliance requirements, including scans if you meet certain criteria. The specific requirements depend on how you integrate these services.

When should I scan if I’m a seasonal business?

Seasonal businesses must maintain year-round compliance. Perform quarterly scans even during off-seasons. If you completely shut down payment processing during off-seasons, document this and discuss specific requirements with your payment processor.

Conclusion

Understanding when to perform PCI scans is crucial for maintaining compliance and protecting your business. Remember, quarterly scanning is the baseline for most merchants, but various situations may require additional scans. The key is establishing a routine and staying proactive about your payment security.

By following the guidelines in this article, you’re taking important steps to protect your customers’ payment data and your business’s reputation. PCI compliance doesn’t have to be overwhelming – with the right approach and tools, you can maintain compliance efficiently and affordably.

Ready to start your PCI compliance journey? Try our free PCI SAQ Wizard tool at PCICompliance.com to determine which Self-Assessment Questionnaire you need and get personalized guidance for your compliance requirements. Our tool makes it simple to understand your obligations and create a compliance plan that works for your business. Join thousands of businesses who trust PCICompliance.com for affordable, straightforward PCI compliance solutions.