In today’s tech-saturated work environment, how do you keep your company data safe? Especially now, when so many people are relying on IT solutions to work from home? As an employer there are so many factors out of your control. How can you ensure that your employees are being safe or that they even appreciate the importance of IT security? The best way to communicate your views on cybersecurity is to have a clearly written IT Security Policy. And though there may be no hard and fast rules to writing one, here are a few things to consider when developing your own policy guidelines…
The 3 Sides of A Secure IT Environment
It’s ironic that many businesses rely on IT services but fail to educate employees about how to use them in a secure and safe manner.
It often falls upon employers to teach their staff about the fundamentals of IT security and their policies when it comes to responsible use. It’s not only wise. It’s simply good business sense.
While the specifics should be fitted to the needs of your organization, there are three components that every IT policy should include:
Think of your policy as a triangle. Every side supports and enhances the other.
The first side of the triangle, the base, is PREVENTION.
Prevention should always be your first line of protection and should be addressed in any IT security policy.
Your written policy should clearly state the steps you are taking to proactively identify and mitigate risks.
These could be things like routine system checks and real-time monitoring by your IT team or Managed IT provider. Or it could be a policy that states the conditions of using a device for work, such as mandatory antivirus software or a secure firewall.
Don’t assume that all employees know the basics of IT security. You need to spell out, in plain language, what’s expected of every employee who has access to your IT infrastructure.
The next side of the triangle is MAINTENANCE.
Your policy should outline what needs to be done on an ongoing basis to maintain the effectiveness of your prevention activities.
This could include routine clearing of your browser history and cache files, cleaning out temporary internet files, regular data backups to the Cloud, and keeping your computer and antivirus software updated.
Clearly indicate what is expected of each team member (including your IT team), and make sure that you cover how often these maintenance measures should be completed, including a way to follow-up with individual staff members, to ensure they’re complying with your maintenance policies.
The last side of the triangle is RESPONSE.
Even with the best prevention and maintenance, problems will arise. Any good IT policy should include guidelines and steps to take in case of a security incident.
Your plan should include how to respond quickly and effectively to a problem, and what actions employees should take.
Is there a process that employees should follow? Are there clear guidelines on what to do? Who should they report to? When should they follow up with their IT department or IT manager? Are you providing access to an IT Support Desk? Do employees have a number they can call? These questions should all be answered and the process for reporting and dealing with security incidents should be clear and consistently communicated throughout your policy manual.
How To Communicate This Policy to Your Staff
Write It Up! Once you’ve clearly laid out the foundations of your IT security policy, write it up and distribute a copy to every employee, especially those who do not have ready access to your internal IT team, such as those who work from home, outside vendors and consultants. Your policies should be consistently followed by anyone who has access to your IT systems, and a written policy is an excellent way to ensure that everyone is on the same page.
Education and Train, Train, Train … The best way to educate your team on IT Security is right at the beginning. Initial security training should be mandatory for all new employees. It sends the message that data security is a top priority for your organization. Educate them on best practices and your company’s IT Security policies. Then, provide opportunities for ongoing training, to keep security top of mind and to refresh staff on your policies and procedures.
Monitor Adherence. Have procedures in place to monitor your organization’s IT Security and policies, and whether they are being followed and maintained. Regular check-ins with team members, ongoing IT Security meetings or simple email reminders, are all encouraged, to keep employees briefed on any new threats, new preventative measures, or changes to existing company policies.
Consider Managed IT Solutions. If you don’t have a dedicated staff member to ensure policy adherence or to keep an eye on your IT systems, you might want to consider hiring a Managed IT provider who can assess any weaknesses in your security policy and procedures, and your IT infrastructure, and can assist you in implementing changes that can strengthen your IT performance and safety.
IT Security Take Away:
Remember, a good IT Security policy covers all three components:
- Prevention
- Maintenance
- Response
And the best way to communicate that policy is to be clear, have it written in a document that can be distributed or made available to every employee, provide opportunities for ongoing training, and have measures in place to monitor your IT systems and your employees use of company resources.
Now that’s a formula for IT Security success!
Have questions about best practices, secure IT solutions and ways you can protect your company data and IT infrastructure? Contact us to find out how we can help.