Creating an Acceptable Use Policy

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating an Acceptable Use Policy is an essential task for any business or organization. An AUP establishes expectations and responsibilities when it comes to the use of technology that is provided by the company, helping to protect data, networks and other digital assets from malicious or unauthorized use. It should include guidelines on acceptable usage, such as preventing unauthorized access of data and other digital assets, as well as guidance on how to handle sensitive information such as customer data or intellectual property. Cyber security measures and procedures should also be specified in the policy, including instructions on passwords and encryption. Possible consequences for policy violations should also be outlined - this could include disciplinary action or even legal charges.

On top of providing protection from cyber-attacks and other malicious activities, a well-crafted AUP can help build trust between organizations and their stakeholders. By setting out clear rules for using technology responsibly, companies demonstrate their commitment to safety and security - something that is invaluable in today’s increasingly digital world.

The Genie AI team provides an invaluable resource for creating high quality AUPs without having to pay a lawyer - we have a vast open source legal template library containing millions of datapoints which can teach our AI what a market-standard acceptable use policy looks like. Our community template library allows users to customize these documents with ease - making it easier than ever before to get legally sound protection against cybercrime along with everything else associated with responsible technology use.

Using our step-by-step guide doesn’t require you to have a Genie AI account either - we just want everyone access free resources they need quickly so they can stay protected against malicious attack! So if you’re looking for help drafting your own Acceptable Use Policy why not head over now to our template library here at Genie AI? Read on below for more information about how you can access our resource today!

Definitions (feel free to skip)

Policy: A set of rules or guidelines that are created in order to help people conduct themselves or their business in a certain way.

Purpose: A reason or objective for something to exist.

Acceptable: Permitted or approved.

Technology: The application of scientific knowledge for practical purposes, especially in industry.

Internet: A global system of interconnected computer networks that allows users to access information from anywhere in the world.

Copyright Infringement: The unauthorized use of someone else’s copyrighted material.

Harassment: Unwanted and offensive behavior aimed at a person or group.

Unauthorized Access: Accessing information or files without permission.

Consequences: The effects or results of an action or situation.

Distribution: The process of making something available to people or places.

Communication: The act of conveying information to someone else.

Training: The process of teaching someone a set of skills or a particular way of doing something.

Monitor: To observe, check, or keep track of something.

Enforce: To make sure that rules or laws are followed.

Review: To look at or examine something in detail.

Document: To provide written evidence of something.

Acknowledgement: A statement expressing recognition or appreciation.

Contents

• Define the Policy’s Purpose
• Outline Acceptable Uses of Technology
• Establish Rules for Internet Usage
• Establish Rules for Company Email
• Establish Rules for Social Networking
• Establish Rules for Personal Devices
• Define Unacceptable Uses of Technology
• Establish Rules for Illegal Activities
• Establish Rules for Copyright Infringement
• Establish Rules for Harassment
• Establish Rules for Unauthorized Access
• Establish Consequences for Unacceptable Use
• Communicate the Policy to All Employees
• Determine Distribution Method
• Create a Communication Plan
• Train Employees on the Policy
• Develop a Training Plan
• Perform Training Sessions
• Keep the Policy Updated
• Monitor and Enforce the Policy
• Establish a Monitoring Process
• Take Action When Necessary
• Review the Policy Regularly
• Set Up a Schedule for Reviews
• Revise the Policy When Necessary
• Document Employee Acknowledgement of the Policy
• Create a Sign-Off Sheet
• Collect Signatures from Employees

Get started

Define the Policy’s Purpose

• Research existing Acceptable Use Policies to gain an understanding of the purpose of such policies
• Define the purpose of your Acceptable Use Policy
• Identify the goals and objectives of the policy
• Explain how the policy will ensure the security and integrity of the organization
• Explain how the policy will protect the organization’s reputation
• When you are satisfied with the purpose of the policy, move on to the next step of outlining acceptable uses of technology.

Outline Acceptable Uses of Technology

• Identify the type of technologies available to your users, including hardware, software, internet access, and social media
• List the acceptable uses of each type of technology
• Determine the type of information that is appropriate to store and share with each type of technology
• Set expectations for users regarding the use of each type of technology
• Decide on the consequences for misuse or abuse of each type of technology
• When finished, review the outlined acceptable uses of technology to ensure they are clear and consistent

You can check this off your list and move on to the next step once you have outlined all the acceptable uses of technology for your policy.

Establish Rules for Internet Usage

• Create a list of acceptable and unacceptable uses of the internet
• Define what is allowed and not allowed when using the internet
• Include relevant issues such as employee data privacy and copyright infringement
• Explain the consequences of breaking the rules
• Make sure the policy is clear and concise
• Once you’ve finalized the policy, you can move on to the next step.

Establish Rules for Company Email

• Create a list of acceptable and unacceptable uses of company email
• Develop a policy on acceptable use of email, such as:
• No sending of inappropriate content
• No using email for personal use
• No forwarding of confidential information
• Ensure that every employee is aware of the policy and have them sign off on it
• Ensure that the policy is updated regularly

Once the policy is established and all employees have signed off on it, you can then move on to the next step of establishing rules for social networking.

Establish Rules for Social Networking

• Develop a clear policy that outlines expectations for the use of social networking sites while on the job
• Include a list of approved social networking sites that are allowed to be used while on the job
• Establish a policy that restricts the use of social networking sites to only approved purposes, such as networking and research
• Outline specific consequences for violations of the policy
• Explain the policy to employees in a way that they can understand and make sure they sign off on it
• Monitor employee usage of social networking sites to ensure policy compliance

You can check this off your list and move on to the next step when you have established a clear policy for the use of social networking sites and have explained the policy to employees in a way that they can understand.

Establish Rules for Personal Devices

• Identify whether personal devices such as laptops, tablets, and mobile phones can be used on the company network
• Make sure to include any company-owned devices that are used by employees
• Define any restrictions or regulations that employees must adhere to when it comes to using their personal devices
• Establish rules related to the software, applications, and websites that can be installed and accessed on the devices
• Define policies related to data security, such as allowing only approved encryption and authentication methods
• Specify any rules or regulations related to the transfer of data between personal and company-owned devices
• Outline the consequences for non-compliance with the established rules

Checklist:

• Identified whether personal devices can be used on the company network
• Established rules related to the software, applications, and websites that can be installed and accessed on the devices
• Defined policies related to data security
• Specified any rules or regulations related to the transfer of data between personal and company-owned devices
• Outlined the consequences for non-compliance with the established rules

Once the checklist is complete, you can move on to the next step of defining unacceptable uses of technology.

Define Unacceptable Uses of Technology

• List out any behaviors that are not allowed when using the organization’s technology
• Identify any websites, services, or applications that are not allowed
• Specify any activities that are not allowed, such as sharing confidential information or downloading prohibited software
• Outline any activities that could lead to a breach of security
• Establish rules for acceptable use of personal devices on the organization’s network
• Set expectations for appropriate online behavior

When you have finished this step, you should have a comprehensive list of unacceptable uses of technology that are not allowed in your organization.

Establish Rules for Illegal Activities

• Identify illegal activities, such as fraud, cyberbullying, or hacking
• Outline the consequences for engaging in illegal activities on company equipment or networks
• Make sure the consequences are clearly stated and are consistent with company policies
• Include a clause that states any illegal activities will be reported to the proper authorities
• Ensure that all employees are aware of the company’s stance on illegal activities
• When the rules for illegal activities have been established and clearly communicated, this step is finished.

Establish Rules for Copyright Infringement

• Inform employees of the consequences of copyright infringement, such as legal action and fines
• Establish a policy that outlines the company’s stance against copyright infringement
• Ensure that employees understand the company’s policies and procedures for using copyrighted material
• Make sure that any copyrighted material used by employees is done in accordance with local, state, and federal laws
• Ensure that all employees are made aware of the acceptable uses of copyrighted material and the potential consequences of copyright infringement
• Make sure that employees understand that they are liable for any copyright infringements they may commit

When you can check this off your list and move on to the next step:

• When all employees have been made aware of the company’s policies and procedures for using copyrighted material
• When employees understand the acceptable uses of copyrighted material and the potential consequences of copyright infringement
• When employees understand that they are liable for any copyright infringements they may commit

Establish Rules for Harassment

• Define what constitutes harassment, for example, verbal or physical threats, discriminatory comments, or other forms of bullying
• Outline the consequences for engaging in harassment, such as suspension or termination, if applicable
• Make sure your policy also covers cyberbullying, which can include sending threatening emails, messages, or posts
• Make sure the policy applies to both employees and third-party vendors
• Outline a reporting process for victims of harassment
• Assign a designated contact for individuals to report any violations of the policy

You’ll know you can check this off your list and move to the next step when you have outlined clear rules and consequences for harassment, and have outlined a process for reporting any violations of the policy.

Establish Rules for Unauthorized Access

• Outline the type of unauthorized access that is prohibited, such as hacking, malicious intrusion, and phishing.
• Define the type of activities that are considered unauthorized access.
• Establish the punishments for violating the rules for unauthorized access.

Once you have established the rules for unauthorized access and the consequences for violating those rules, you can check this step off your list and move on to the next step.

Establish Consequences for Unacceptable Use

• Identify the potential consequences for violations of the Acceptable Use Policy;
• Consider potential mitigating factors that might influence the severity of the consequences;
• Determine whether a warning will be issued before any disciplinary action is taken;
• Specify what disciplinary action will be taken for violations of the policy;
• Specify the period of time for which the disciplinary action will be in effect;
• Specify any additional conditions or requirements that must be fulfilled before the employee can return to normal use of the organization’s technology resources;
• Specify the process for appealing any disciplinary action taken.

Once you have established the consequences for violations of the Acceptable Use Policy, you can check this step off your list and move on to the next step of communicating the policy to all employees.

Communicate the Policy to All Employees

• Draft a message to send out to all employees that outlines the policy, its purpose, and any expectations for use.
• Make sure to communicate any consequences for violations of the policy.
• Provide a link to the policy or attach the document in the message so employees can review it.
• Send the message to all employees and allow time for questions.
• Review any feedback from employees and make adjustments to the policy if needed.
• Once all employees have had a chance to review and understand the policy, you can check this step off your list and move on to determining the distribution method.

Determine Distribution Method

• Decide how you will make the Acceptable Use Policy available to all employees, such as distributing a hard copy or making it available on your company’s intranet.
• Ensure all employees have access to the policy.
• When you are sure all employees have access to the policy and are aware of how to access it, you can check this step off and move on to creating a communication plan.

Create a Communication Plan

• Identify key stakeholders who need to be informed of the policy
• Determine the most effective way to communicate the policy to each stakeholder (e.g. email, memo, in-person meeting, etc.)
• Draft the communication plan and review with stakeholders
• Finalize the communication plan

Once the communication plan is finalized, you can move on to the next step, which is to train employees on the policy.

Train Employees on the Policy

• Establish a timeline for training employees on the new Acceptable Use Policy
• Identify who will be responsible for providing the training
• Prepare materials to use during the training, such as a presentation, videos, and printed handouts
• Schedule training sessions with employees
• Make sure employees sign an acknowledgment form after training to confirm they understand the policy
• Document all training activities and store the records securely
• Once all employees have been trained, the training phase is complete and you can move on to the next step of developing a training plan.

Develop a Training Plan

• Determine who needs to be trained on the AUP
• Decide how the training will be conducted (e.g. online course, in-person workshop, etc.)
• Develop any necessary materials and resources
• Develop a timeline for when the training will be conducted
• Make sure that all training materials are up-to-date and relevant
• Make sure the training is documented and tracked
• Make sure all employees have signed off on the AUP

When you can check off this step:

• When all necessary materials and resources have been developed
• When a timeline for the training has been created
• When all employees have been trained and have signed off on the AUP

Perform Training Sessions

• Create a presentation for each group of users that will be trained
• Outline the topics to be covered in each training presentation
• Present the Acceptable Use Policy to each group
• Provide an opportunity for questions and discussion
• Make sure to emphasize the importance of the policy
• Ensure that all users attending the training session sign an acknowledgement form that confirms they have understood and agreed to the policy
• Keep records of training sessions and acknowledgements
• Once all training sessions are completed, you can check this off your list and move on to the next step.

Keep the Policy Updated

• Review the policy at least once a year or as needed to ensure it is up-to-date
• Look for changes in technology, legal requirements, and internal policies that may affect the policy
• Update the policy accordingly and distribute to employees for review
• Have employees sign a form indicating that they have read and understand the policy
• Store employees’ signed forms in a secure location
• Once all employees have signed the updated policy, you can move on to the next step of monitoring and enforcing the policy.

Monitor and Enforce the Policy

• Establish a process for monitoring compliance with the Acceptable Use Policy.
• Develop a strategy for identifying violations of the policy and respond quickly and appropriately.
• Communicate the Acceptable Use Policy to all users on a regular basis.
• Educate users on the policy and its implications.
• Establish consequences for any violations of the policy.
• Ensure all violations of the policy are addressed in a timely manner.
• Monitor user activity on a regular basis to detect any violations of the policy.

Once you have established a monitoring process, a strategy for identifying violations, communicated the policy to all users, educated users on the policy, established consequences for violations, and monitored user activity, you can move on to the next step.

Establish a Monitoring Process

• Establish clear and measurable objectives for the Acceptable Use Policy, such as tracking the compliance rate, the number of violations, and the time taken to resolve them.
• Decide who will be responsible for monitoring the policy, such as an IT or security team.
• Develop a process for reporting any violations of the policy.
• Set up a system for tracking policy violations.
• Define the criteria for evaluating compliance with the policy.

You can check off this step when you have established clear and measurable objectives for the Acceptable Use Policy, assigned a team to monitor the policy, developed a process for reporting violations, set up a system for tracking policy violations, and defined criteria for evaluating compliance with the policy.

Take Action When Necessary

• Set up a process for handling violations of the AUP when they occur
• Establish the consequences of violations, such as the suspension or termination of accounts or services
• Make sure that the process to handle violations is in compliance with applicable laws and regulations
• Document any violations of the AUP and the steps taken to address them
• Ensure that any changes to the AUP are communicated to all users in a timely manner
• When necessary, notify any law enforcement or government agencies of any violations of the AUP
• When you have taken all necessary action, you can move on to the next step of reviewing the policy regularly.

Review the Policy Regularly

• Set up a regular schedule to review the Acceptable Use Policy. Examples could include every 6 months or annually.
• Identify any changes that have been made to the technology landscape or user behavior that might warrant an update or change to the policy.
• As part of the review, assess whether any additional language should be added to the policy to further clarify the expectations.
• Meet with key stakeholders to discuss any potential changes to the policy.
• Update the policy if necessary, and communicate the changes to users.
• When the policy has been reviewed and any necessary changes have been made, document this in the policy for future reference.

How you’ll know when you can check this off your list and move on to the next step:

• When the review process is complete and any necessary changes have been made, the policy should be updated and the changes communicated to users. This can be documented in the policy for future reference. Once that is done, the step can be marked as completed and the next step can be taken.

Set Up a Schedule for Reviews

• Identify the stakeholders in your organization who will be involved in the review process.
• Decide on a review timeline that works for all stakeholders.
• Set a date for the policy review, and make sure all stakeholders are aware of the date.
• Schedule regular reminders to review the policy to ensure it is up-to-date and relevant.
• After the review, be sure to document the changes made to the policy.

You’ll know you can check this off your list and move on to the next step when you have established a review timeline and all stakeholders are aware of the date.

Revise the Policy When Necessary

• Establish a timeline for regularly reviewing and updating your Acceptable Use Policy
• Consider incorporating feedback from employees and other stakeholders during the review process
• Review the policy for any changes in laws, regulations, technology, or business practices that may require adjustments to your policy
• Update the policy when necessary to ensure it accurately reflects current practices
• Notify employees of any changes to the policy
• Check off this step when you have established a timeline for regular review and have updated the policy when necessary.

Document Employee Acknowledgement of the Policy

• Determine who should be required to sign the policy, such as all employees, contractors, and/or vendors
• Compose a document that outlines the policy and requires acknowledgement of the policy
• Ensure the acknowledgement document includes a place to sign and date
• Provide the acknowledgement documents to all employees, contractors, and/or vendors
• Collect the signed documents and store them securely
• Check off this step when all required parties have signed the acknowledgement document.

Create a Sign-Off Sheet

• Design a sign-off sheet for employees to sign that acknowledges that they have read and understood the Acceptable Use Policy
• Include the employee’s name, the date, the name of the policy, and the employee’s signature
• Make the sign-off sheet available to all employees in both digital and hardcopy formats
• Once all employees have signed the sign-off sheet, you can check this step off your list and move on to the next step.

Collect Signatures from Employees

• Distribute the sign-off sheet to all employees and explain the purpose of the AUP
• Make sure every employee understands it and is able to ask any questions they may have
• Have employees sign the AUP sign-off sheet to indicate they have read and understand the policy
• Collect all signed AUP sign-off sheets and keep them in a secure place
• When all sign-off sheets are collected, the AUP is officially in effect

You will know you can move onto the next step when you have collected all the signed sign-off sheets from your employees.

FAQ:

Q: Does creating an Acceptable Use Policy differ significantly between UK, USA and EU jurisdictions?

Asked by John on July 22nd, 2022.
A: Yes, creating an Acceptable Use Policy differs significantly between UK, USA and EU jurisdictions. The UK and EU have specific data protection legislation in place which must be taken into consideration when developing an Acceptable Use Policy. Furthermore, the US has its own specific laws which must also be taken into consideration when crafting such a policy. To ensure compliance with all applicable laws, it is important to ensure that all relevant jurisdictional laws are taken into account when developing an Acceptable Use Policy.

Q: How do I ensure my Acceptable Use Policy is tailored to my industry, sector or business model?

Asked by Sarah on November 1st, 2022.
A: When creating an Acceptable Use Policy, it is essential to ensure that the policy is tailored to your industry, sector or business model. To do this, you should consider the particular needs of your industry, sector or business model and tailor the policy accordingly. For example, if you are operating in a technology sector you may need to include specific provisions relating to the use of technology products and services in your policy. Similarly, if your business model is based on providing Software as a Service (SaaS), you may need to include specific provisions relating to the use of SaaS products and services in your policy.

Q: How can I determine whether my business needs an Acceptable Use Policy?

Asked by Michael on April 13th, 2022.
A: It is important to determine whether your business needs an Acceptable Use Policy as this policy sets out the acceptable behaviour expected from users of a company’s network or system. If your company deals with sensitive information, or if employees will be accessing personal customer data or confidential business data, then it is likely that having an Acceptable Use Policy in place will be beneficial for protecting this data and ensuring its security. Even if you do not deal with sensitive data or confidential information, having an Acceptable Use Policy can help protect your company’s resources and networks from misuse or abuse.

Q: Is there any particular guidance I should follow when creating an Acceptable Use Policy?

Asked by Joshua on August 8th, 2022.
A: When creating an Acceptable Use Policy it is important to consider the particular needs of your business and ensure that these are addressed within the policy. Additionally, there are some general guidelines which should be followed when drafting any Acceptable Use Policy such as ensuring that the policy is written in plain language which can be easily understood by all users of the network or system; that it clearly outlines expectations for acceptable use; and that it sets out any consequences for non-compliance with the policy. It can also be helpful to consult with legal professionals when developing a policy in order to ensure compliance with relevant laws and regulations.

Example dispute

Suing a Company for Violation of Acceptable Use Policy

• A plaintiff could raise a lawsuit against a company if they have violated an acceptable use policy.
• The plaintiff would need to provide evidence that the company had violated the policy, such as by providing evidence of inappropriate content or activities.
• The suit could seek damages for any losses incurred due to the company’s violation. The plaintiff may also seek an injunction to stop the company from continuing to violate the policy.
• Depending on the jurisdiction, a plaintiff may also be able to seek punitive damages if the company acted maliciously or recklessly.
• The plaintiff may also be able to seek a settlement from the company, such as a payment or other form of compensation.
• The court may also be able to order the company to pay the plaintiff’s legal fees and costs associated with the lawsuit.

Templates available (free to use)

Acceptable Use Policy
Website Acceptable Use Policy Aup

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