Clearswift tips: Guidelines for introducing and policing an effective IT Policy

1. Make it clear that the policy is not about playing ‘Big Brother’ but to ensure the security of employees, company information and data and to safeguard the company’s reputation.
2. Invest time to get buy-in from managers and their teams.
3. Convey the message of flexibility – with regard to social media, it is not about blocking staff usage but working in everyone’s interests to ensure that threats are contained.
4. Introduce a regular company-wide training programme that everyone attends at regular intervals throughout the year, not merely as part of an induction programme.
5. Within the training programme make sure that there are specific examples to demonstrate each rule or regulation, and that there is a clear explanation of the dangers of casual or careless talk on social networking sites. Again use examples, employees need to understand the consequences of raising a throwaway comment that has negative connotations for the business, as much as they need to be aware of dangers of making a more direct but ill-considered attack on a competitor, regulator or even a fellow colleague. They need to be clearly advised on any impact on the company and/or legal action or inquires that may be raised as a result.
6. Alert employees to any changes in policy through regular clear communication.
7. Reinforce the operational policy guidelines regularly, cover everything from blogging to Facebook, LinkedIn and Twitter.
8. Ensure that the rules are fair and that they apply throughout the business.
9. Enforce the rules – if there is a deliberate or malicious contravening, disciplinary action needs to be taken. A policy isn’t worth having if it is seen to be lax and unenforced.
10. Review the policy regularly to ensure you keep up to date with new systems and technology.

Phil Vasic is Regional Director, APAC, at Clearswift, the software security company www.clearswift.com