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Creating an IT policy that works

When it comes to building and implementing an IT policy, no quick-fix or one-size-fits-all solution will adequately serve your needs. Every business is different, and the approach taken to meet objectives and/or ensure compliance will vary from one environment to another, even in the same industries. But you can take advantage of certain best practices to increase your odds of crafting and implementing a policy that employees will support and that will help protect your organisation.

Executive support

For starters, no policy will succeed without the basic buy-in from senior leadership. Senior executives, directors, and managers should be asked to provide input and some form of approval to the policy. Obtain a clear statement of support before you start creating the policy and continue to keep senior management educated and involved as it is written. When the policy is ready for implementation, request that management formally present it to your organisation, stressing its importance.

Consensus building

As you begin formulating a policy, you should involve all interested parties in the discussion of its establishment by creating a committee. Your committee should consist of the owner of the policy, subject matter experts, frequent users of the policy, and representatives from groups affected by the policy. You may also want to consult specific groups within your particular organisation, such as Human Resources, Financial, and Legal. These groups can make recommendations based on the impact of the policy on the organisation as well as on its viability and legitimacy. This will ensure the policy you develop is fully understood by everyone concerned and that it has their backing once it’s implemented. That broad base of support is one of the best assurances for policy success.

Policy contents

Although policies vary from organisation to organisation, a typical policy should include a statement of purpose, description of the users affected, history of revisions (if applicable), definitions of any special terms, and specific policy instructions from management.

Make sure everyone has a clear understanding of the purpose of the policy. Are you creating this policy because you have to be in compliance with some ruling? Are you trying to cut down on costs or create additional savings? Are you ensuring liability will not be placed on the company?

Creating a uniform policy format to ensure that information will be presented to the reader in a consistent manner is paramount for policy success. A uniform format will make the policy easier to read, understand, implement, and enforce. Keep the scope of your policies manageable as well. Consider making separate, smaller polices that address specific needs.

The language of your policies must convey both certainty and unquestionable management support. Remember, you’re setting policy, not describing standards. A standard would, for example, define the number of secret key bits that are required in an encryption algorithm. A policy, on the other hand, would dictate the need to use an approved encryption process when sensitive information is sent over the public Internet system.

Standards will need to be changed considerably more often than policies because the manual procedures, organisational structures, business processes, and information system technologies change much more rapidly than policies. You can reference standards within a policy and modify that standard as the technology or compliance requirements change.

After you roll out a policy, you may see many examples of inappropriate use or violations, but it’s difficult to anticipate them. So it’s important to have catch-all clauses within your policies, such as:

  • “Viewing or downloading offensive, obscene, or inappropriate material from any source is forbidden.”
  • “The storing and transfer of illegal images, data, material, and/or text using this equipment is forbidden.”

Research and preparation

In drafting your policy, you will want to research related issues both inside and outside the company. Some common areas to research include:

  • Company policy library (if you have one)
  • Forms and documents required to develop or complete the policy: request forms, legal documentation, etc.
  • State and or federal laws that are relevant to your policy
  • Similar policies at other businesses

One of the biggest mistakes many companies often make when they begin designing policies is to create guidelines and restrictions without any understanding of how the company’s business actually works. Although there’s always going to be a factor of inconvenience with any security policy, the goal is to create a more secure environment without making things overly difficult or hard to understand for the people having to use the resources the policy is trying to protect.

Policies made outside the company’s business model will begin to become circumvented over a period of time and the overall environmental state can become worse than before the security measures were implemented. So make sure part of your research involves developing a solid understanding of business processes so that your policy can work with them, rather than against them.

Policy reviews

Even after you’ve finished drafting or updating a policy, the job is not complete. The policy should be reviewed by legal counsel to ensure that it complies with state and federal laws before it’s finalised and distributed to employees. Further, you should review the policies on a regular basis to make sure they continue to comply with applicable law and the needs of your organisation. New laws, regulations, and court cases can affect both the language of your policies and how you implement them.

Most experts suggest a thorough review of your policies at least once a year and the use of a dedicated notification system/service to keep employees informed of changes. And when revised policies are introduced, you should formally distribute and thoroughly explain them to all employees.

Policy pointers

  • Consider holding (depending on the size of your company) a series of meetings that involves all interested parties.
  • Do not fill policies with “techie” terms. Polices must be written in layman’s terms or the concepts may be lost on the end users.
  • Set out what behavior is reasonable and unreasonable and determine procedures for dealing with specific abuses.
  • Try to keep polices to the point. Long written polices are difficult to read and comprehend, and users may be confused or simply give up on trying to understand them.
  • Agree upon a framework for policy review. Usage and technology may change, so you need to be flexible and adapt the policy when it is required.
  • Decide, define and mandate “what” is to be protected.

Done right…

Well-crafted policies show that an organisation and its management are committed to security and expect employees to take it seriously. Such policies provide an overall security framework for the organisation, ensuring that security efforts are consistent and integrated rather than ad hoc or fragmented. A good, regularly reviewed policy can be both an effective employee relations tool and a helpful defense against lawsuits. In contrast, policies that are poorly drafted or misapplied can decrease efficiencies and create roadblocks for normal business activities. Invest the necessary amount of time and effort to make sure your policies are solidly built and properly implemented.

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