When you hear the phrase “security policy,” a number of things may come to mind — cyberattacks, malware, data breaches and the like. While these are some reasons an organization might create security policies, a security policy for an organization covers protection of not only its digital assets, but its physical assets as well.
So, what is a security policy? Simply put, a security policy is a written document that addresses access to an organization’s physical and digital assets. According to the National Institute of Standards and Technology (NIST), security policies clarify what organizations need to do and why it’s necessary. However, these policies don’t get into the specifics of how organizations should achieve it. That’s because the how can vary depending on the situation and the technology in use.
This article explains the key elements of a security policy and different types of security policies that organizations can establish. It also provides security policy examples and answers frequently asked questions regarding security policies.
Key Components of a Security Policy
A security policy must include the following important components:
Policy Purpose
Each security policy should only cover one specific subject. The purpose section explains why the security policy exists and what it governs. There are no hard rules for how you should write your policy statement or how long it should be. The overriding criterion is that it should effectively and unambiguously articulate the fundamental purpose of the security policy.
If needed, this section may include additional context for the policy. For example, it may explain a particular problem the policy is designed to avoid, or it may list compliance requirements that the organization must meet.
Scope and Applicability
Different types of security policies cover different aspects of security. Therefore, it is imperative that you detail the scope of your security policy — the boundaries of what the security policy does and does not cover and where its rules do and do not apply.
This section should also define who the security policy applies to, such as all employees, contractors and third-party vendors.
Policy Guidelines
This is the body of the policy. It should clearly list what various actors (employees, contractors, etc.) should and should not do.
The guidelines should be technology independent so the policy stays relevant and actionable even if your organization switches to different applications, platforms or devices. However, the policy guidelines typically do require an update when there are changes in business processes, external risks or compliance requirements.
Policy Compliance
A policy is only as good as the feedback mechanism associated with it. Essentially, this section must answer two questions: “How do we know whether the policy is working?” and “How do we know when something happens that does not conform to the policy”?
This section may also include guidelines for exception handling. For example, it might list who should approve the exceptions and time limit requirements for the exceptions.
It can also include a formal statement of consequences for non-compliance. Make sure to consult with your HR team if you need to add this type of statement to the policy.
Roles and Responsibilities
Your security policy can also identify the different roles associated with and responsible for security policies and procedures. You don’t need to define common roles like Auditor or CSO, just the roles that are specific to the policy. Examples include the following:
- A data security policy may need to define the role of data custodian.
- An incident response policy may define the role of security incident response team.
Related Policies and Procedures
This is an optional section that can refer to other related policies. For example, your remote access policy might refer to the parts of your password management policy that explain how to restore lost network access and reset a forgotten password.
This section can also include links to the specific procedures that go into detail of how the policy should be implemented.
Policy Review and Updates
Finally, each policy must include a clear statement about when and how it will be reviewed and updated. Creating a security policy isn’t a one-time project. As threats evolve and your organization changes, so should your policy. You should therefore outline how you’ll conduct policy reviews and updates and how frequently you’ll do so.
Types of Security Policies
There are several types of security policies your organization can use depending on its operations and mission. Established sources like SANS provide valuable guidance and templates for creating security policies.
Here are some security policies your organization might create:
Information Security Policy
An information security policy is the foundation of an organization’s overall security policy. It provides a framework for consistent and coordinated security efforts, ensuring that all aspects of information, including data, technology and people, are protected.
Data Security Policy (Data Protection Policy)
A data security policy is essential for protecting sensitive and confidential data, which is a primary target for cyberattacks. It ensures that this data is handled appropriately and that the organization complies with data protection laws like GDPR and HIPAA. It addresses how data is collected, stored, processed and shared to maintain its confidentiality, integrity and availability.
Data Classification Policy
A data classification policy outlines how your organization classifies the data it handles. It helps everyone understand the kinds of data in use and outlines the rules for handling it, and helps you ensure you have the right measures in place to protect the data appropriately.
Data classification policies usually organize data based on purpose and sensitivity. The purpose of data concerns why you have it and what you use it for. Sensitivity looks at how critical the data is to your organization’s operations, reputation and legal responsibilities.
Risk Assessment Policy
This policy defines how to identify, evaluate and manage risks associated with your organization’s operations and assets. It will typically highlight the following details:
- The methods and procedures for identifying and cataloging potential risks
- The criteria and processes for evaluating the potential impact and likelihood of identified risks
- Strategies for reducing, mitigating or transferring risks once they are identified and assessed
- Who is responsible for conducting risk assessments, evaluating risks and implementing mitigation measures
- How risk assessment findings will be communicated to relevant stakeholders, including the frequency and format of reports
- How often risk assessments will be conducted and how frequently they will be reviewed and updated to adapt to changing circumstances, technologies and threats
Incident Detection Policy
This policy outlines the procedures and tools used to detect security incidents in your organization. It is essential for early detection and containment of security or data breaches. It defines the types of incidents, the roles and responsibilities for incident detection, and the use of intrusion detection systems (IDS), log monitoring and other tools.
Employee Awareness and Training Policy
Employees are often the first line of defense against cybersecurity threats. Therefore, an employee security awareness and training policy is crucial for managing and preventing security incidents. This policy educates employees on security best practices, risks and their responsibilities in maintaining a secure work environment. It outlines the requirements, topics and frequency of training. It may also include measures to test employee awareness.
Password Management Policy
Strong password practices help safeguard sensitive information and systems from unauthorized access through secure management of passwords. It covers password complexity requirements, expiration policies, account lockout rules, secure storage and more.
For organizations that have implemented multifactor authentication (MFA), password management can be a part of a broader User Authentication policy that specifies which systems and processes must be protected with MFA and lists any exceptions.
Remote Access Policy
A remote access policy outlines the rules and procedures for how employees access your organization’s network and resources away from the office. It defines who is eligible for remote access, as well as the authentication methods, encryption requirements and security measures for remote devices.
Email Policy
Email is the most common form of business communication, and emails often contain sensitive data. It’s therefore essential to have an email policy that protect against email-related risks to security, privacy and compliance. Email policies specify email usage guidelines, encryption requirements, handling of sensitive information and acceptable email practices.
Bring-Your-Own-Device Policy
This policy governs the use of personal devices for work purposes. It defines device security requirements, data access and storage rules, and responsibilities for device management.
Acceptable Use Policy
An acceptable use policy helps maintain network security, protect against legal liabilities and ensure employees use resources responsibly. It outlines acceptable and unacceptable practices for the organization computers, networks and other resources, such as internet usage, software installation and personal use such as accessing social media.
Backup Policy
Backups are critical for recovering from data loss, system failures and security incidents, so it’s vital to have a policy that defines your organization’s strategy for regular backups. It states the frequency of backups, the types of data or systems to be backed up, storage locations, and backup retention periods.
Disaster Recovery Policy
A well-defined disaster recovery policy helps an organization minimize downtime and data loss in the face of disasters by establishing procedures and strategies for resuming operations. It covers recovery of data and systems, as well as roles and responsibilities during recovery efforts.
Conclusion
Some organizations consolidate all facets of security into a single security policy document. Others craft distinct policy documents for each specific aspect of security. Whichever approach you choose, ensure that your policies are actionable and verifiable.
Remember that it’s not enough to simply create policies; you also need effective implementation, enforcement and regular review to adapt to evolving security threats and technologies. Engaging employees, providing training and fostering a security-conscious culture are equally important in achieving the goals outlined in your security policies.
FAQs
What is a security policy?
A security policy is a foundational document that outlines the organization’s approach to securing its digital and physical assets.
What should a security policy include?
A security policy can contain any information that helps your organization protect and govern its assets. However, most security policies include the following components:
- Purpose
- Scope
- Compliance requirements
- Review and update schedule
What are examples of security policies?
Examples of security policies include:
- Information security policy
- Data security policy (data protection policy)
- Data classification policy
- Risk assessment policy
- Incident detection policy
- Employee awareness and training policy
- Password management policy
- Remote access policy
- Email policy
- Bring-your-own-device policy
- Acceptable use policy
- Backup policy
- Disaster recovery policy
What is the main purpose of a security policy?
The main purpose of a security policy is to establish a network security framework and set of guidelines that define how an organization will protect its assets, including data, systems, personnel and physical resources.
