What are some of the basic IT policies my business should have?

Writing company policies can feel like overkill for companies with fewer than 20 employees, but it’s an easy safeguard. Simple, one-page IT policies help even the smallest businesses mitigate risk by setting clear, enforceable employee expectations and supporting consistency in business operations.

Here are 5 IT Policies every company should have, regardless of size:  

1. Acceptable Use Policy (AUP)

Why It’s Important: Employees need clear guidelines on what’s acceptable and unacceptable on a workplace PC and network. An acceptable use policy reduces the risk of malicious software being installed on work PCs, ensures workplace PCs remain free of potentially sensitive personal employee data (PII), and helps protect your business from legal or compliance ramifications if nefarious material or software is found on a company computer.

Purpose: Set clear guidelines for acceptable use of company IT resources, including computers, networks, email, mobile devices, and the Internet. It may also include data compliance and privacy.  Larger companies or organizations that store client data may want a separate data handling and compliance policy. However, one policy covering general computer and data acceptable use for smaller organizations may be sufficient.

What to Include:

• Prohibit illegal or inappropriate use (e.g., accessing harmful or offensive websites).
• Restrict personal use that interferes with work productivity.
• Guidelines for using social media on company devices.
• Limit installation to approved software.
• Prohibit unauthorized or pirated software.
• Use of software update and patch management.
• How customer data is collected, stored, and processed.
• Employee and customer privacy rights.
• Procedures for handling requests for data access or deletion.

2. Password Policy

Why it’s Important: Password strength and secure password management remain one of the most critical ways to secure your business environment.  All employees should understand the importance of password security and the effect that poorly crafted and insecure passwords can have on business operations.

Purpose: Sets password creation, maintenance, and management standards to protect business accounts.

What To Include:

• Strong password requirements (length, complexity).
• Regular password changes (e.g., every 60-90 days).
• Use of multi-factor authentication (MFA).
• Secure Password Storage (No Post-It Notes)
• Password Sharing
• Password Management Tools / Platforms

3. Bring Your Own Device (BYOD) Policy

Why It’s Important: When personal device use is unavoidable, it’s crucial that employees understand their responsibility and the boundaries of personal device use on employee networks.  Because the device is personal, employees can easily perceive risks as limited to their device only, and employees must be aware of the risks to workplace data when connecting.  This policy sets clear privacy guidelines and sets the responsibilities of employees to ensure their device or activity does not cause harm to the organization's network.

Purpose: Establishes rules for employees who use personal devices (phones, tablets, laptops) for work purposes.

What To Include:

• Security requirements (e.g., device encryption, use of VPNs).
• Data that should be accessed on personal devices.
• Company’s right to wipe devices if lost or stolen.
• Geographic and International limitations and restrictions.
• Mandatory cybersecurity training requirements.
• Rules surrounding the downloading and uploading of company data.

                         
4. Email and Communication Policy

Why It’s Important:  Employees should understand the importance of professional, secure workplace communication and the risks associated with using email in a professional environment.  Setting clear boundaries for how emails are accessed and how email communication is handled when SPAM or PHISHING emails are received safeguards companies from the most common types of cyberattacks.

Purpose: Regulates the use of company email and other communication tools (e.g., Slack, Microsoft Teams) to ensure professionalism and security.

What To Include:

• Prohibit the forwarding of phishing and suspicious email links.
• Guidelines for professional communication and confidentiality.
• Archiving and monitoring of emails.
• Email encryption of sensitive data.
• Prohibit credentials (account information) from being shared via email.
• SPAM / PHISHING email training requirements
• How and where to report suspicious emails
• Approved software for accessing emails on personal devices
• Privacy and compliance requirements

5. Remote Work Policy

Why It’s Important: Employees should understand that, although they work from home, they must remain as vigilant, if not more vigilant, about cybersecurity practices and safe-use guidelines than if they were in a physical office environment. This policy gives employees clear guidelines on where, when, and how they’re authorized to work remotely.

Purpose: Establish guidelines for employees working from home or remote locations when travelling.

What To Include:

• Secure access to company networks (VPNs, MFA).
• Equipment and software standards for remote work.
• Handling sensitive data while working remotely.
• Geographic locations allowed or prohibited.
• Airport & hotel security best practices.
• Home network environment requirements (Internet Speed, Firewall Use, VPN).
• Public printer or public network restrictions