Writing and Introducing an Acceptable Use Policy (AUP)
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An acceptable use policy (AUP) is of utmost importance to any organisation. It is a set of rules that clearly states what users can and cannot do on the company network. Users should not simply be expected to know this information already and if you do not have set rules in place your user community will exploit your computer systems for all they are worth!
By agreeing to an acceptable use policy your user community is agreeing that they have read and understood the rules set out in the document and agree to abide by them. They must also understand that failure to comply with the AUP could mean a disciplinary action and possible dismissal.
In order to enforce and write an effective AUP you will probably need to involve IT management and various other departments such as Human Resources and Legal. These two departments will need to be involved due to the disciplinary action that may be required if the AUP is contravened by an employee.
Here is a brief guide to planning your AUP and implementing it across your company. However, each situation and company may differ.
1. Designate an individual to be responsible for the development, maintenance and enforcement of the AUP. Whilst the AUP can be written by anybody in the IT department with relevant knowledge, enforcement should come from a higher authority such as the Head of IT or Chief Information Officer.
2. The policy should be written so that it clearly states what users are not permitted to do whilst also allowing users the freedom they need to complete their daily tasks.
3. Introduce the AUP together with appropriate training. Users may not understand every concept within the document and some further training may be required. Whilst this may take time it will pay off in the long run and help users to understand what the company is trying to accomplish by introducing such a policy. Some users will think they are being 'controlled' or 'watched' and will need to be gently persuaded that the policy is good practice for the benefit of the company as a whole.
4. Ask each user to sign a hard-copy of the AUP and keep these documents on record. If ever a case needs to be brought against a user the signed document can be brought forward as evidence.
5. Provide reminders at each login so that users are reminded that the AUP is in place and that they have agreed to its terms. A login message can be enabled in Group Policy - see further in this document for instructions.
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