Mobile communication policyInternet, e-Mail, Social Networking
Mobile Device, Electronic Communications, and Record Retention Policy

Driving electonic communication is that fact tha data is easier to find when it is a click away than when it is stacked in folders. Emails are a great source of easy-to-access information. When faxes and paper communication are integrated into the email automation framework, there is little fear of losing them.

Telecommuting

Organizations that have or want to establish a companywide telecommuting program should establish a formal, written telecommuting policy document that is regularly reviewed and updated by IT, human resources, legal, and finance. This will ensure that managers and the corporate services and technical support groups within the organization are aware of their respective role and responsibilities for enabling and supporting telecommuting. It also will help ensure that telecommuting employees know about their responsibilities too, along with new company and approved third-party applications and support services available outside company facilities.

Compliance Requirements

Businesses have to comply with industry-specific regulations for digital communications. This is a bigger challenge for multinational companies, where regulations vary from country to country. How can companies comply with these regulations without sacrificing business velocity and driving up costs? The answer lies in adopting standarized email policies that include best practice workflows to enforce compliance with industry-specific rules for process and content. This serves the dual purpose of keeping businesses out of trouble and providing superior customer experience.

Telecommuting Threats

Today’s email threats are far more dangerous than yesterday’s. On the inbound side, blended email and web attacks masterminded by profit-seeking criminals are now the norm. Spam is no longer about selling, it’s about stealing. Attacks are targeted and fast moving. The perpetrators are more sinister, organized, and sophisticated. Orchestrated botnet armies strike globally and quickly go dormant. Harmful payloads morph continuously to evade signature-based defenses, and are more often delivered through an embedded web link rather than a direct file attachment. Every malicious email that penetrates the perimeter carries dramatically more risk than ever before.

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Over 50% of all companies do not have policies for the appropiate use of the Internet. The problem now is that when you Twitter or post to a blog information that might be sensitive thousands of people can see it immediately, and then thousands more could see it as it's forwarded on to others. The ramifications of making a mistake, of putting things that shouldn't be on there on those sites, are even greater than they used to be.

Social Networking Policy

This policy is is compliant with all recent legislation (SOX, HIPAA, Patriot Act, and Sensitive information), and covers: PDA Devices

  • Appropriate Use of Equipment
  • Social Networks
  • Mobile Devices
  • Internet Access
  • Electronic Mail
  • Retention of Email on Personal Systems
  • E-mail and Business Records Retention
  • Copyrighted Materials
  • Banned Activities
  • Ownership of Information
  • Security
  • Sarbanes-Oxley
  • Abuse

Included with the policy are forms that can be used to facilitate the implementation of the policy. Included are these ready to use forms:

  • Internet & Electronic Communication Employee Acknowledgement
  • E-Mail - Employee Acknowledgement
  • Internet Use Approval Form
  • Internet Access Request Form
  • Security Access Application Form

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The WORD template uses the latest CSS style sheet and can easily be modified to conform to the style used in your enterprise policy manual.
 

CSS Style Sheet

 

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Other Individual Policies

All of the policies that are provided here are contained within one or more of the templates that are on this site. These policies have been added as individual documents in WORD format (WORD 2003 and WORD 2007) for those clients who just need this particular policy. All policies are Sarbanes-Oxley, HIPAA, PCI-DSS, and ISO compliant.

Outsourcing Policy

Outsourcing Policy

Outsourcing Policy - This policy is eighteen page in length and defines everything that is need for function to be outsourced.  The policy comes as a Microsoft Word document that can be modified as needed.  The template has been updated to include a HIPAA audit program definition in length and covers:

  • Outsourcing Management Standard
    • Service Level Agreement
    • Responsibility
  • Outsourcing Policy
    • Policy Statement
    • Goal
  • Approval Standard
    • Base Case
    • Responsibilities

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Note: Look at the Practical Guide for Outsourcing over 110 page document for a more extensive process for outsourcing

Sensitive Information Policy

Includes HIPAA Audit Program Guide and a PCI Audit Program

Sensitive Information PolicyThis policy is easily modified and defines how to treat Credit Card, Social Security, Employee, and Customer Data.  The template is 34 pages in length and complies with Sarbanes Oxley Section 404, ISO 27000 (17799), and HIPAA.  The PCI Audit Program that is included is an additional 50 plus pages in length.

This policy applies to the entire enterprise, its vendors, its suppliers (including outsourcers) and co-location providers and facilities regardless of the methods used to store and retrieve sensitive information (e.g. online processing, outsourced to a third party, Internet, Intranet or swipe terminals). 

The HIPAA Audit Program Guide provides you with a checklist of the must be implemented items which HIPAA mandates. 

You can download the Table of Contents and some sample pages by clicking on the link below.

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Backup and Backup Retention Policy

Backup Policy & Backup RetentionIT organizations of all sizes contend with a growing data footprint with more data to manage, protect and preserve for longer periods of time. Online primary storage, has focus a on fast lowlatency, reliable access to data while near-line secondary storage has a focus on low cost and high capacity. Long-term data retention requires a combination of ultra-low cost, good performance during storage and retrieval, and reduced footprint in terms of power, cooling, floor-space and economics (PCFE) - also known as a small green footprint - for inactive data.

Factors that CIOs and IT professionals need to consider for data retention include:

  • Business and regulatory requirements – regulatory compliance and data preservation
  • Economic and budgetary concerns – doing more with less
  • Data loss prevention and information protection – protect, preserve and serve
  • Environmental and business sustainment – green and economically efficient
  • Maximize IT resource effectiveness and return on investment (ROI)
  • Reduce total cost ownership (TCO) of IT resources and service delivery

The Backup and Backup Retention policy is an 11 page sample policy that is a complete policy which can be implemented immediately. 

The document is provided in both Word 2003 and Word 2007 format and is easily modified.  This policy is included in the Disaster Recovery / Business Continuity Template.

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Below is a table from the policy:

Type of Data

Minimal Backup Policy

Backup Retention Policy

System software

Latest Version plus patches
 At Least Weekly

Annual (verified) Backup
Monthly Generations
Weekly Generations

Application software

Latest Version plus patches
At Least Weekly

Annual (verified) Backup
Monthly Generations
Weekly Generations

System data

Daily

Annual (verified) Backup
Monthly Generations
Weekly Generations
Daily Generations

Application Data

Daily with real time transaction files

Annual (verified) Backup
Monthly Generations
Weekly Generations
Daily Generations

Software licenses, encryption keys, & Protocol Data

Weekly

Annual (verified) Backup
Monthly Generations
Weekly Generations

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Travel and Off-Site Meeting PolicyTravel Off-Site Meeting Policy

Travel and Off-Site Meeting Policy - Protection of data and software is often is complicated by the fact that it can be accessed from remote locations. As individuals travel and attend off-site meetings with other  employees, contractors, suppliers and customers data and software can be compromised.  This policy is seven (7) page in length and covers:

  • Laptop and PDA Security
  • Wireless and Virtual Private Networks (VPN)
  • Data and Application Security
  • Public Shared Resources
  • Minimizing attention
  • Off-Site Meetings
  • Remote Computing Best Practices

This policy has been updated to reflect the requirements of PCI-DSS, Sarbanes-Oxley, HIPAA, and ISO.  The policy comes as both a WORD file and a PDF file utilizing a standard CSS style sheet.

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Record Management, Retention, and Destruction Policy

Record Management PolicyRecord Management PolicyRecord Management Policy
 

Record Management Policy There are many common myths about tape, disk, data protection and archiving, one, for example, being that archiving and long-term data retention are only for regulatory compliance purposes. The reality is that while regulatory compliance data, including Sarbanes-Oxley, ISO, financial or HIPAA medical, require long-term retention, many other common application data for almost every business, including those that do not fall under regulatory requirements, can benefit from - if not require - long–term data retention. The notion is to think beyond regulatory compliance. In other words, organizations of all sizes need and rely on information, both current and past.

A record is essentially any material that contains information about your company’s plans, results, policies or performance. In other words, anything about your company that can be represented with words or numbers can be considered a business record – and you are now expected to retain and manage every one of those records, for several years or even permanently depending on the nature of the information. The need to manage potentially millions of records each year creates many new challenges for your business, and especially for your IT managers who must come up with rock-solid solutions to securely store and manage all this data.

The Record Management, Retention, and Destruction policy is a detail template which can be utilized on day one to create a records management process.  Included with the policy are forms for establishing the record management retention and destruction schedule and a full job description with responsibilities for the Manager Records Administration.

Record Retention Requirements

The areas included with this policy template are:

  • Record retention requirements for SOX sections 103a, 302, 404, 409, 801a and 802.
  • Policy
  • Standard
    • Scope
    • Responsibilities
    • Record Management
    • Compliance and Enforcement
    • Email Retention and Compliance
  • Job Description Manager Record Administrator
  • 12 forms for Record Retention and Disposition Schedule
  • Record Management Best Practices

You can download the Table of Contents and selected pages for this policy template.

Record Management PolicyRecord Management PolicyRecord Management Policy