
An IT security policy confirms the specific rules and correct procedures governing how employees and other parties may use the company’s IT resources. This type of policy details both what is expected and what actions are not allowed.
Policies detail acceptable uses of IT technologies, controls limiting user access, accepted procedures, and the consequences for breaking the rules. Following safe policies limits known and unknown risks, thereby reducing the potential for negative outcomes for the business.
These strategies aim to control and minimise the growing risk of cyberattacks because of lax security policies and poor enforcement. All employees must agree to adhere to the IT security policy.
Introduction to IT Security Policies
What is an IT security policy? It is one document or a set of documents outlining the official IT policies and established procedures to shield the company from harm and ensure compliance with regulations, such as the General Data Protection Regulation (GDPR) or ISO 27001.
Regulations regarding data management, disclosure, and safeguarding are becoming increasingly strict. Companies must follow GDPR, an EU data protection law, to protect data and avoid substantial fines.
Also, businesses may choose to qualify for the ISO 27001 certification by establishing a qualifying security management system. This protects the company but also provides customers confidence that data security is being taken seriously.
Why the Sudden Need for an IT Security Policy?
Every company needs at least one IT security policy. However, a good starting point for the creation of a policy is to ask why it is required now.
For example, it could be because:
- It is a new business and requires its first IT security policy.
- You are the supplier in a customer-supplier relationship. The customer requires all suppliers to use a quality IT security policy for governance or compliance purposes, and they have just asked you to provide one.
- The existing security policy document is outdated, inferior, and lacks sufficient depth.
- The policy document has the wrong focus, such as Cyber Essentials instead of Bring Your Own Device (BYOD), or does not cover what is required.
Types of Security Policies
Threats may originate internally from a rogue employee or externally from network intrusion attempts. Regardless, the IT security policy must be broad enough to cover a range of protocols and rules to protect the company from various potential threats.
Due to the wide-ranging nature of IT security policies, your organization may require more than one. These might include policies and procedures for:
Company-wide policies: A policy encompassing all stakeholders and employees involved in the business. This may grow over time and eventually require reorganising.
System-focused policies: These policies only refer to a single system – such as a server or other piece of infrastructure. Such a policy reflects the need to always manage security concerns when using these systems.
Issue-specific policies: This topic or issue arises repeatedly and would benefit from a separate policy outlining how to address it, what procedures to follow, and who is authorised to do so.
The Objectives of an IT Security Policy
Corporate assets must be protected. Data security is as much about security awareness as it is about managing information assets.
The policy defines the security requirements, access control policy, and security controls. A security policy identifies the rules around an established proper security standard, with a system-specific policy where needed, as well as an incident response policy.
The core elements of an information security policy are as follows:
Confidentiality: Valuable data, including personally identifiable information, is fully protected from release to unauthorised users or third parties.
Integrity: A data security standard, and transmission procedures protecting data in storage and when being moved.
Availability: Permitted users must be allowed ongoing access to relevant systems and data.
Authentication: Multiple authentication methodologies are employed, including user/password combo, face ID scan, fingerprint scan, and others. These help to maintain computer security either in person or remotely.
Non-repudiation: Confirmation of the author or signatory for approved issuance or on a signed document. Digital signature technologies, along with biometrics and other verifications, resolve potential non-repudiation issues.

Why IT Security Policies are Crucial
Data security policies must be easily accessible by all relevant personnel. These policies are crucial for the following reasons:
- Data protection: To protect a company’s intellectual property and stored data. Effective security policies stop information and data from getting into the wrong hands through improper access.
- Established rules to follow: Users know what is allowed and not allowed on the IT systems. This includes rules and procedures to follow and potential penalties for failing to do so.
- Standardisation to save time: An IT security policy will also help to standardise accepted methodologies across the organisation. Consistency reduces the workload for IT employees.
- Reduced risks: Security policies help reduce the overall risk from cyberattacks and other concerns. In the event of an incident, business continuity is more likely to be maintained.
- Cyberattack responsiveness: The security policy outlines procedures to follow during and after a cyberattack so employees know what to do.
- Regulatory compliance: Compliance with legal and other regulations, including GDPR across Europe, ISO certifications, etc. Fines are avoided, and data security certifications boost customer confidence.
Key Elements of an Effective IT Security Policy
An IT security policy is not a placeholder. It should not be a templated document, standardised for every company, either. This serves the organisation poorly because it is not tailored to the business and lacks the granular details necessary to provide value.
As the old saying goes: The devil is in the details.
Along with any security policy, in-depth IT training should be provided to all staff and other relevant parties. Without adequate training, these people cannot understand or maintain the expected standards.
Your organisation’s IT security policy must be designed for that business. It could be one IT policy covering all security aspects, a consolidated policy, or a company-wide one that is also system-focused and issue-specific.
Here is what to include in an IT security policy:
Scope: The scope encompasses whether the policy is company-wide, specific to departments or types of workers, or addresses a single issue or system. A consolidated policy is another possibility.
Purpose: Explain the purpose of the policy. Confirm where the policy is to be applied and what it is intended to protect.
Intended audience: Which types of people come under the policy’s terms? Employees, remote workers, temporary workers, contractors, or other third parties?
Roles, procedures, etc: What role is required for the people covered by the policy to maintain company security procedures? The policy should lay this out in detail.
Password management: Create rules for password creation, changes, and management.
Data levels and network security: Data sensitivity is the determinant of data classification levels, which are established upfront. How data levels are enforced is also stated.
Control access and authorisation: Users are given access to certain data based on data classification levels. Access to their folder, a shared team folder, and any other relevant areas is granted. If your organisation uses Microsoft Teams as an established user, it is issued with appropriate controls (e.g. a non-admin cannot delete conversations). Where other apps are specifically configured for security, these should be outlined in the policy, too.
IT asset management: The procedures relating to initial deployment, subsequent updates to, and retirement of IT assets.
Data policy: confirms the duration for which different types of data are stored and how they are subsequently disposed of.
Backup policy: Establish a regular backup procedure, which includes multiple backups stored on different media and in different locations. Cloud backups are common, but they should not be solely relied upon as recovery takes longer.
Security incident notification and response: Protocols clarify how different categories of people, or people with certain responsibilities, must respond to security breaches. This should cover initial detection, rapid response, follow-up resolution, and final analysis.
Scheduled policy updates: Review and update all security policies as living documents rather than static ones.
Creating and Implementing an IT Security Policy
When creating an IT security policy, create a broad overview of current assets and known and potential vulnerabilities.
Get a clear sense of whether you will need a single policy or a separate one for different departments or groups of users. Consider whether certain systems require a unique policy to cover their use from a security perspective. Also, think back to historical issues that previously arose and caused problems; do they need a policy, too?
Discuss the policy with key stakeholders to seek their buy-in. They will likely need to review it before it is finalised. If they have suggestions, be open to them because they will probably improve the document.
Establish that the IT security policy is a living document. Include plans for customised training to ensure all staff have the technical understanding to uphold their security-related responsibilities. Update people as required about new revisions.
Actively monitor network use and other aspects to ensure compliance.
Common Challenges and Best Practices
Obstacles to attempts to ensure IT security are commonplace. Assist staff where needed to ensure full compliance. If necessary, remind frequent non-compliant users of the penalty for breaching rules.
Learn from users’ experiences to find a balance between IT security and enforcement. Make instructions clear and easy to understand. Consult with stakeholders to stay in the loop on relevant changes that may necessitate a policy update.
Conclusion
Dependable IT security policies are necessary to safeguard an organisation’s assets, reputation, and business continuity. Only by using robust measures to protect company networks and devices will companies avoid a successful cyberattack.
Security policies are notoriously difficult to implement correctly. If you are struggling, contact us for tailored advice on how to proceed.