IT Policy
This IT Policy can be used to ensure that your employees are aware of your expectations regarding workplace computer, internet, social media, internet and phone use and associated communication standards. This Policy also ensures that employees are aware that the Company owns the technology and has the right to monitor such use and content.
4.3 (24 reviews)
Last updated December 19, 2024
Under 5 minutes
Suitable for Australia
Written by
Edwin Montoya Zorrilla
Reviewed by
Damin Murdock
Document Overview
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:
The Legal Risk Score of a IT Policy Template
Our legal team have marked this document as low risk considering:
- There is a risk of privacy invasion as the document allows for extensive monitoring and recording of employees’ internet usage, email, and voice communications, potentially leading to discomfort or concerns about personal privacy.
- The document imposes strict limitations on the personal use of company IT resources, which could restrict employees' freedom to engage in personal activities during work, possibly affecting morale and satisfaction.
- The policy mandates that all data generated during business operations is owned by the Company, which may limit employees' control or rights over their own work outputs, potentially leading to intellectual property concerns.
IT Policy Checklist
Complete your free IT Policy with our checklist
Review and Update Regularly
Ensure that the IT policy is reviewed and updated periodically to keep up with changing legal requirements and technological advancements.
Communicate the Policy
Distribute the policy to all employees and ensure that they understand the rules and their implications through training sessions or informational meetings.
Monitor Compliance
Implement monitoring systems to ensure compliance with the policy, and regularly check that these systems are functioning correctly and are not overly intrusive.
Handle Breaches Appropriately
Establish a clear process for handling breaches of the policy, including investigation procedures and disciplinary actions, to maintain the integrity of IT practices within the company.
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:
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