How to Write an Acceptable Use Policy

By Zac Amos

Technology and the internet have changed how many industries operate. In most businesses—if not all—the internet plays a crucial role in daily activities. Companies need it for various vital reasons: marketing, payroll information, meetings with international clients, and many more.

If employees do not use the internet with best practices, it can cause exponential harm to an organization's ability to operate. Employees should know acceptable use policies for workplace technology and what happens if they violate these rules. This is where a written acceptable use policy (AUP) comes in.

What is an acceptable use policy?

An acceptable use policy is a document outlining how employees are supposed to use the organization’s assets. It also describes what will happen if they should breach this agreement. In basic terms, an AUP is a document the employee signs that states how they are to utilize the business’s computers and internet.

An AUP has a lot more functions than simply being a paper an employee signs. Employers can use it to train new employees, as it outlines best practices and acts as a rule book. An acceptable use policy is essential to IT security protocol and should be created with the IT department.

Here is a list of common actions an AUP could restrict employees from doing:

• Accessing social media accounts
• Using personal messaging applications
• Accessing e-commerce and other shopping sites
• Accessing unsafe or inappropriate websites
• Using video streaming websites and apps

Why is an acceptable use policy important?

An acceptable use policy informs employees how they should utilize company assets. This aids in defending a business from cyber attacks by enforcing best practices. It also protects an enterprise from having legal action taken against them.

AUPs explain the repercussions if an employee were to break the agreement. It will outline basic cybersecurity best practices, such as having a strong password, frequently changing it, and not accessing public networks with corporate devices. Cyber attacks are a huge business risk—staying safe could save you over $4 million in recovery.

Difference between an AUP and EULA

Although an AUP shares some similarities with an end-user license agreement (EULA), they are not the same. There are differences in:

• What they are used for: An AUP is for an organization’s resources, the internet it provides, and the devices. A EULA is typically used for different software.

• Who they are for: This is one of the most fundamental differences between the two agreements. An AUP is for a company’s employees while an EULA is for an individual who uses the software.

How to write an acceptable use policy for business

It is important to note that acceptable use policies for workplace technology will vary from company to company. However, an effective AUP will contain a few key items. Here are six key steps to writing an acceptable use policy for your business:

1. Write in a way that's easy to understand

Ensure the agreement is easy to understand and avoids using jargon that is difficult to comprehend. If specific terminology is required, ensure to include a section that clearly explains what these terms mean. This eliminates confusion and reduces the risk of loopholes.

2. Outline why there's a need for the policy and the policy's goals

The AUP should clearly explain why it is being implemented and the agreement's aims. Also, include how the company expects staff to use business equipment and the internet.

3. Address to whom the agreement applies

This is where you can state who falls under the document—full-time employees, part-time employees, contractors and remote workers. Keep in mind that employees may be using their own devices for work. Ensure that the AUP addresses the rules for using personal equipment.

4. Explain how resources should be utilized

Clearly define what staff is allowed to do with company resources. How can they use corporate devices and what websites can they access? In addition, someone who does not work at the organization might need access to the internet and devices the company utilizes. The rules should be clear to these individuals regarding what they are allowed and restricted to do. Verify your AUP considers these situations.

5. Cover what employees are restricted from doing

This helps eliminate guesswork from your employees and should cover everything they are prohibited from doing or accessing on business devices. Also, be careful of what you restrict. Ensure the websites you limit employees from using are not necessary for their work. Only restrict websites they will not require or ones that pose a security risk.

6. List consequences for violating the policy

An enterprise could create the best acceptable use policy, but a policy only becomes useful if it is enforced. Employees need to be aware of what will happen if they do not follow the rules. This section should explain the repercussions if the agreement is broken.

Once the policy is written, make sure employees have a copy of the agreement they can access whenever necessary.

Create acceptable use policies for workplace technology to stay safe

Enterprises must have measures to reduce the risks of cyberattacks and legal action against them. By following these six steps, you can create an effective acceptable use policy that benefits both the company and your employees.

Ensure you take the necessary steps to protect your organization.

Acceptable use policy FAQs

About the Author

Post by: Zac Amos

Zac Amos is a technology writer who covers cybersecurity, artificial intelligence, and business tech. He is also the features editor at ReHack, an online tech magazine.

Company: ReHack
Website: https://rehack.com/
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