Acceptable Use Policy – Guidelines

How to Create an Acceptable Use Policy? 

An Acceptable Use Policy (AUP) is a set of guidelines established by the management of the organisation to regulate the appropriate and legal use of their software or information assets. Developing an effective AUP is crucial for maintaining information security and protecting valuable resources. To create an AUP, consider the following steps: 

  1. Define clear and concise guidelines: Craft the policy to be easily understood by users. Use plain language and avoid technical jargon to ensure clarity. 
  2. Identify prohibited activities: Clearly outline the actions that are strictly prohibited, such as unauthorized access, data breaches, or sharing sensitive information externally. 
  3. Specify acceptable use: Describe the authorized and acceptable activities that users are permitted to engage in. This can include guidelines for proper email usage, internet browsing, and software installations. 
  4. Tailor the policy to your organization: Customize the policy to align with your organization’s specific needs and industry regulations. Consider the unique risks and requirements relevant to your business. 
  5. Ensure enforceability: Make sure that the policy can be effectively enforced. Clearly state the consequences for policy violations and the disciplinary actions that may be taken. 
  6. Regularly review and update: Information security threats and technology evolve over time, so it’s important to review and update the AUP periodically to address emerging risks and incorporate new best practices. 

Benefits of Implementing an Acceptable Use Policy: 

  1. Legal protection: By clearly communicating the regulations and guidelines that personnel must follow, an Acceptable Use Policy (AUP) helps limit an organization’s legal exposure. It provides advance notice to employees about expected behaviors, reducing the likelihood of legal action due to non-compliance. 
  2. Resource management: An AUP places restrictions on individual usage of the organization’s resources. This ensures that employees use the provided resources responsibly and efficiently. 
  3. Enhanced security: Implementing an AUP contributes to the protection of an organization’s computer resources and data from cyberattacks and data theft. The policy establishes guidelines for secure practices and sets expectations for the responsible use of technology, reducing the risk of security breaches. 
  4. Compliance adherence:  By following the policy, organizations can maintain compliance with applicable laws and standards. 
  5. Reputation protection: The AUP serves as a shield for a company’s reputation. It helps safeguard the organization from the intentional or accidental activities of its workforce. By clearly stating acceptable behaviors and prohibiting activities that could harm the organization’s reputation, the policy promotes responsible conduct and mitigates reputational risks. 

Implementing an AUP not only establishes clear expectations for employees but also safeguards the organization from legal, financial, and reputational risks. It promotes responsible use of resources, enhances security measures, and helps ensure compliance with applicable regulations, contributing to the overall well-being and success of the organization. 

Consider the following topics and guidance while formulating the Acceptable Use Policy: 

Removable Media: 

The scope of removable media includes USB memory sticks, CDs, DVDs, external hard disk drives (HDDs), and memory cards like SD or flash memory for mobile devices. 

  • Approval from the relevant job role is necessary for the use of removable media devices. 
  • All staff members must take appropriate measures to ensure the security of removable media, preventing unauthorized access, modification, reproduction, or loss of stored or transferred data. 
  • Portable devices and media should be securely stored when not in use, preferably in a locked locker, filing cabinet, or safe. This applies whether at home, in the office, or in a hotel. Devices should never be left unattended and visible in a vehicle. 

Mobile Users: 

  • All information processing assets provided to staff must be safeguarded against physical and environmental threats. Adequate controls must be implemented to ensure the security of equipment, especially when working remotely or traveling. 
  • If equipment needs to be left in a car, it should be stored in the trunk. Consider using non-obvious carriers such as briefcases or small rucksacks instead of dedicated laptop cases. 

Administrator or Privileged Accounts: 

  • Acknowledge that certain work-related activities may require users to have administrator privileges on their computers and systems. 

Physical Security Controls: 

  • Staff members are responsible for taking reasonable steps to protect their company information, client and customer information from physical loss, unauthorized disclosure, and destruction at all times. 
  • When working from home, customer sites, or while traveling, additional physical security measures like Kensington locks or secure lockable bags should be utilized to protect hardware assets. 

Social and Blogging: 

Reasonable use of social media and blogging shall be acceptable, but abuse may lead to disciplinary action. While using social media and blogging platforms, staff should consider the following: 

  • Any postings from their <email address> to sites must include a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of the organization, unless the posting is in the course of business duties. 
  • Only authorized chat channels such as Google Chat and Skype should be used for organization-related communication. 

Use of the Internet: 

Unless strictly necessary for work purposes, such as IT audit activities or investigations, staff should refrain from using the Internet access provided by their company  to: 

  • Create, download, upload, display, or access knowingly any sites containing illegal, obscene, offensive, or “unsuitable” material. 
  • Subscribe to, enter, or use peer-to-peer networks or install software enabling the sharing of music, video, or image files. 
  • Subscribe to, enter, or utilize real-time chat facilities like chat rooms, text messengers, or pager programs. 

The organization will implement measures to block websites falling under the following categories: 

  • Illegal 
  • Pornographic 
  • Violent 
  • Promoting hate and discrimination 
  • Offensive 
  • Weapons 

In conclusion, creating an Acceptable Use Policy (AUP) is essential for organizations to establish clear guidelines and ensure the proper and legal use of their software and information assets. By following a step-by-step approach, organizations can develop an effective AUP that addresses specific needs and aligns with industry regulations. Implementing an AUP offers numerous benefits, including legal protection by reducing legal exposure and providing advance notice to employees, resource management by restricting individual usage, enhanced security measures to protect computer resources and data, adherence to compliance requirements, and reputation protection from intentional or accidental activities. Additionally, considering topics like removable media, mobile users, administrator or privileged accounts, physical security controls, social and blogging guidelines, and internet usage further strengthens the overall AUP. By implementing an AUP, organizations promote responsible conduct, mitigate risks, and contribute to their overall success and well-being.

FAQs

An acceptable use policy at work outlines the rules and principles that regulate the utilization of company’s digital resources like internet, email, network, and computers. It sets guidelines and expectations for appropriate behavior and usage to ensure system security and responsible conduct.

The term “three acceptable use policy” might be referring to the three integral parts of any such policy: the terms of acceptable use, terms of unacceptable use, and the consequences of violation. However, specifics could vary based on the context and each organization’s unique requirements.

An Acceptable Use Policy in the UK entails guidelines set by an organization to regulate digital system use. The specifics may differ per business or institution, but generally, it sets out appropriate use of resources, defines unacceptable behaviors, and outlines the repercussions for policy breaches.

An acceptable use policy for IT assets lays down the rules for responsible use of the organization’s IT infrastructure. This includes computers, network equipment, software, email, and internet, aiming to safeguard company’s assets, protect employees, and ensure the continuity of operations.

Two things you would typically find on an acceptable use policy are: 

1) Clear definitions of acceptable and unacceptable use of IT assets, including explicit examples; 

2) The consequences or penalties if the policy is breached – this could range from disciplinary action to legal proceedings, depending on the severity of the violation.

Scroll to Top