This IT Policy helps clarify acceptable and unacceptable use of IT resources within the workplace, including any IT resources used in other working environments, such as the home. Having this Policy in place helps protect the company by allowing you to easily take disciplinary action where such resources have been misused. This Policy also clarifies employee obligations regarding the protection of passwords, authentication methods and data handling procedures.

An IT use policy is also essential as it will stipulate the monitoring of internet and email to ensure employee expectations are immediately set.

Why do you need an IT Policy?

As a small business owner, director or team leader you want your staff to be productive when using their computer and prevent inappropriate computer use.

If you are a small business starting out you may overlook the importance of IT policies, irrespective of your business size 3 users to 1000 users, and IT policy is critical for the running of your IT system.

Consider the following preventable and not uncommon scenarios

Stacey in HR emails the entire company using the company email system to promote sales for her personal business. Is this appropriate use?

Ned decides to look up a controversial video he heard about at lunch discussions.  A co-worker sees this video.  What is the backlash for the company if the co-worker decides to file a sexual harassment suit.

Prevent!

By ensuring your company has an IT Policy you will be prepared and better equipped to protect against these situations when the arise. Creating standards is important. As businesses continue to get swept up in the evolving age of technology, it is becoming increasingly important to have strong IT policies in place. Regardless of the size and scope of your business, where client information is handled electronically or employees use a computer for business purposes, an IT policy is a necessity. 

It is also important to consider similar documents that work alongside an IT Policy to bolster your company's secure and efficient use of technology, including:

• Working From Home Policy
• AI Policy
• Acceptable Use Policy

Use this Policy if:

• You want to ensure that employees are aware of acceptable standards of conduct around the use of any IT resources;
• You would like to ensure that there are clear processes in place for maintaining password and data security;
• You need to communicate how any IT resources are monitored and accessed; and
• You need to protect your Company in the event of any unacceptable conduct by employees using your IT resources, including emails or social media use.

What does this Policy cover?

• When employees may be liable for unacceptable computer, internet, email or voice communication use, including when they are working at home;
• Company rights around monitoring, accessing or recording of IT resources and/or equipment;
• Acceptable and unacceptable standards of behaviour when using IT resources;
• Obligations around maintaining the security of Company systems, passwords and sensitive data; and
• Return of Company property where requested.

Further Information:

• Is it legal to check your employee's browsing history?
• Is it legal to access an employee's email account?
• What will happen if my business doesn't use an email disclaimer?
• 7 Common IT Policies For Small Businesses in 2021 and Beyond