Skip to main content

AUPs: A Guide for Businesses

An Acceptable Usage Policy (AUP), which is an agreement between two or more parties stating one's commitment to conform to written rules of behavior that specify they must properly utilize certain software or hardware services, is known to the majority of businesses and website owners.

An AUP's ability to clearly define acceptable and unacceptable employee conduct is one of its many advantages. AUPs can provide a firm with a legal mechanism for ensuring compliance by outlining the penalties for noncompliance.

In this article we will focus on the following topics related to AUP:

  • What is an Acceptable Use Policy?

  • Why is an Acceptable Use Policy Important?

  • What Should Be Included in an Acceptable Use Policy?

  • How to Create an Acceptable Use Policy

  • What is an example of AUP?

  • How does an AUP enhance security & productivity?

  • What are the implementation challenges of AUP?

  • How does AUP align with legal & regulatory requirements?

  • How to Update an Acceptable Use Policy

  • What is the difference between EULA and AUP?

What is an Acceptable Use Policy?​

A user must consent to certain rules and procedures in order to use a business network, the internet, or other resources, according to an acceptable usage policy (AUP). Several businesses and educational institutions need personnel or students to sign an AUP before acquiring a network ID.

From the perspective of information technology, an AUP specifies what a user is allowed to do and is not allowed to do when utilizing computers and computing resources (IT). Whether the user provides a personal device or the business provides the hardware, this is true.

An AUP's ability to clearly define acceptable and unacceptable employee conduct is one of its many advantages. AUPs outline the consequences of noncompliance and give a business a legal means of enforcing compliance.

Why is an Acceptable Use Policy Important?​

You require an AUP if your company offers internet access for the following reasons:

  • Cybersecurity Attacks Should Be Avoided: Companies and organizations want to be able to regulate what happens on their networks in some way. Limiting what internet users may access, download, and search for is one aspect of keeping a safe network. Your network becomes accessible to hackers and viruses if a student or employee were to download a dubious attachment or go to unsafe websites.
  • Ensure Users are Avoiding Illegal Activity: An AUP assists in ensuring users are abiding by the law. For instance, a user's ability to pirate music, movies, or other materials may be forbidden under an AUP. It could state that anyone who breaks these guidelines will be kicked off the network. Outlining these illegal actions in your AUP is crucial because it protects your company from responsibility if users breach the law while using your network.
  • Prioritize Productivity: An AUP is used by schools to make sure that pupils are concentrating on classwork rather than browsing the internet for amusement. Schools must establish guidelines to safeguard kids from any inappropriate websites when they use the internet. Employers can use it to make sure their staff members are focusing on their assignments rather than using social media or taking care of personal correspondence.

What Should Be Included in an Acceptable Use Policy?​

Several companies in various industries have varied acceptable usage policies. You must create a unique program for your business because no two programs are the same. Think about the following: "If there was a security breach, what would happen? The main problems that arise and the potential repercussions should be highlighted in your policy. For instance, you want to guarantee that the Social Security information your business handles is always safeguarded. On the other hand, you do not want too tight restrictions. You could restrict access to the internet to a few specific websites, but that isn't realistic. Not to mention that if workers think the restrictions are excessive, they will find a method to avoid them. No one desires that.

Although every organization has its own set of policies and security procedures, there are a few key issues that all acceptable usage policies ought to cover. An Acceptable Use Policy should include the following rules:

  • Internet Use: Which websites should be restricted during the working, should be the question that businesses ask. Naturally, the answers will vary a little bit depending on the firm. You could wonder which online behaviors should never be allowed on corporate networks. There are some straightforward solutions and some that are less straightforward. Access may be more important to some departments than others. Anything depends. The following are some of the most typical website restrictions:
    • Facebook, Instagram, Twitter, Reddit, and Pinterest are examples of social media platforms.
    • Websites that stream movies and music include YouTube, Spotify, Pandora, Apple Music, and Vimeo.
    • E-commerce and shopping websites: Amazon, eBay, Alibaba, Etsy, and Overstock
    • Job-hunting websites: Snagajob, Indeed, Monster, and ZipRecruiter
    • Online news sources include MSN, Fox, CNBC, CNN, TIME, USA, Yahoo, BuzzFeed, NBC, and more.
    • Accounts used for personal email: Yahoo, Gmail, AOL, and Hotmail
    • Gambling, pornography, or any other prohibited websites
  • Data Management: Businesses possess a lot of private and sensitive information. Your employees have to understand how much data security means to your company. Information on customers, employees, services, products, or any other aspect of a business must be treated with extreme caution. You must first locate the sensitive information in your company. The right rules for processing, sharing, evaluating, and keeping the information must then be explained. Businesses should prioritize security above all else, particularly in light of the growth in cyberattacks. Each business, however, has different security requirements. There are several security measures that businesses might use. These are a few recommended practices that many businesses follow:
    • On corporate devices, avoid using public WiFi.
    • Employees must never, ever, ever reveal corporate passwords.
    • Passwords should adhere to the rules for a safe password and be changed according to the company's established schedule.
    • Establish a plan for updating your antivirus, anti-malware, and business software.
    • Never click on links or attachments in questionable emails. Inform your IT team right away if you notice an email that seems odd. Do not reply or forward it.
    • For all applications and programs that allow it, enable multi-factor authentication.
    • Maintain the most recent security upgrades on all gadgets, including computers, laptops, mobile phones, tablets, routers, and software. Social networking sites should be disabled unless they are needed for business. Malware and phishing schemes are widely spread on social media platforms. If your staff is working remotely, you should establish guidelines for home networks as well. Making sure the router's password has been modified from the manufacturer's default value is an excellent illustration of this.
  • Strategy for Cyber Incident Response: No company is flawless. Things still happen despite having an acceptable usage policy and continual security awareness training. Hackers are cunning and keep locating even the tiniest gaps in corporate systems. Even a customer's system might have a vulnerability. There must be a strategy for responding in case something were to happen. What are workers supposed to do? Should they inform anyone? Who else has to be informed if there is a significant breach? When ought one to contact insurance? When should you consult forensic security specialists? All of these should be discussed in advance with your IT, legal, and insurance teams so that you are ready for any eventuality. Employees should be aware that reporting a possible security problem won't result in punishment. If employees are reluctant to report issues, the situation will only worsen. When errors are reported promptly by employees, your company has a higher chance of recovering swiftly.

How to Create an Acceptable Use Policy?​

AUPs are as distinctive as the businesses that use them; what works in one configuration could not in yours. You should think about how the policy will affect the workplace and any potential issues before implementing it, just like you would with any other corporate policy. Consider these six guidelines as you make decisions about how to control your staff's computer and internet usage while at work.

  • Look for a template: Online, you may locate ready-made templates that meet your requirements. A sample acceptable use policy is available from the SANS Institute, for instance, and it "defines permissible use of equipment and computing services, as well as the proper staff security procedures to protect the organization's corporate resources and sensitive information".
  • Make any jargon clear: Jargon might make it difficult for your staff to grasp what you are saying. You must be clear about what you mean if you want to make sure that your staff members understand the significance of data security to your business. Your employees should understand what sensitive information is, why specific data has to be backed up, and why they should exchange files through an encrypted connection.
  • Observe all appropriate legal requirements: The majority of an AUP is made up of best practices and recommendations, however, certain businesses must abide by federal and international legislation. While creating your AUP, take into mind any regulatory considerations because a strong AUP will improve your data security. For instance, if your business works with healthcare concerns, you might need to abide by federal HIPAA standards, PCI rules, and GDPR laws. You must ensure that the AUP complies with all applicable local, state, and federal security requirements.
  • Include personal technology in the policy: Although allowing employees to use their own devices may be handy, Ivan Kot, senior manager at Itransition, said BYOD rules need to be carefully considered. Workers often access business and international networks using their personal devices, he claimed. As a result, commercial infrastructures are now substantially more vulnerable to cybersecurity attacks. The primary documents defining appropriate and secure ways for workers to utilize corporate and personal resources for work-related objectives in this circumstance are acceptable usage policies.
  • Establish rules for using social media: Because social networking websites are so widely used, you can be sure that some of your workers use them while at work. They may be a fantastic and quick source of information, but they can be a huge time waster. An AUP can establish guidelines prohibiting the use of social media while logged in, and assist staff in managing their time and productivity, two vital resources for any small firm.
  • Consider adjustments with an open mind: Remember that you'll probably need to make adjustments to the policy at some time after it is finalized and all of your workers have signed paperwork attesting to their understanding of it. The precautions you'll need to take for your AUP will evolve as technology advances.

What is an Example of AUP?​

In order to maintain commercial operations, a company that has shifted to a remote work environment depends on the productivity of its personnel. In order to do this, the business has given staff Apple iPhones and MacBook Pro computers that are organizationally owned as part of a COPE ownership model that permits end users to utilize the equipment for personal usage as well.

It's a frequent misconception that all employees would have access to the same data pools under corporate cellular subscriptions. If one person streams films nonstop for a month, using 50% of the bandwidth provided, this might indicate two problems:

  • Instead of working during work hours, the employee may be watching video streams, which prevents them from finishing their assigned tasks.

  • The excessive bandwidth use may cause data pools to empty much more quickly than expected, leaving little to no bandwidth for other users attempting to remain productive.

In this case, requiring all users to read and sign an AUP acknowledging their awareness of the rules helps prevent these behaviors from happening by

  • restricting access to streaming services during working hours

  • describing how data pools operate and giving an estimate of each employee's theoretical limit.

How does an AUP Enhance Security & Productivity?​

First f all, AUP prevents cybersecurity threats. Companies and organizations want to be able to regulate what happens on their networks in some way. An element of maintaining a secure network is limiting what users may view, download, and search on the internet. Your network may become accessible to hackers and viruses if a student or employee were to download a dubious attachment or go to unsafe websites.

Moreover, AUP ensures users are avoiding illegal activity. An AUP can assist in ensuring users are abiding by the law. For instance, a user's ability to pirate music, movies, or other materials may be forbidden under an AUP. It could state that anyone who breaks these guidelines will be kicked off the network. Outlining these illegal actions in your AUP is crucial because it protects your company from responsibility if users breach the law while using your network.

Lastly, AUP enhances productivity. An AUP may be used by schools to make sure that pupils are concentrating on classwork rather than browsing the internet for amusement. Schools must establish guidelines to safeguard kids from any inappropriate websites when they use the internet. Employers can use it to make sure their staff members are focusing on their assignments rather than using social media or taking care of personal correspondence.

What are the Implementation Challenges of AUP?​

An AUP must be enforced, but without the aid of superior employee monitoring software, it would be difficult to demonstrate that a particular employee has violated the policy's criteria. Nevertheless, because that sort of software may do things like trace a person's IP address, employees frequently worry about when and where the firm may be keeping an eye on them.

Individual privacy and freedom are still among the most contentious aspects of the AUP. Some businesses decide to continuously monitor their employees' gadgets, preventing them from being used privately. Others like to dictate every detail of how workers should complete their tasks, denying them any degree of agency.

You should be very explicit with your employees about when they will be observed when deploying employee monitoring software and incorporating it into your AUP. Company managers should choose a suitable AUP while avoiding hyper-control and creating excessive limits in workers' everyday work" and bear in mind their employees' privacy concerns.

How does AUP align with Legal & Regulatory Requirements?​

AUP limits a company's exposure to legal liability and shields it from legal action by informing staff in advance of the rules that must be followed. One benefit of having an AUP is that it spells out the sorts of actions and conduct that are proper for workers to engage in and those that are not. AUPs outline the penalties that may be applied in the event that compliance is broken in addition to giving a company a legal framework to enforce compliance.

How to Update an Acceptable Use Policy?​

Strategies for cybersecurity and technology are always evolving. It's crucial that your company's acceptable usage policy adapts as well. Employees are unlikely to pay much attention to an acceptable usage policy that still mentions pagers but excludes cell phones. If your acceptable use policy hasn't been updated in a while, you're not the only one. AUPs are frequently overlooked, despite how important they are.

Before an event happens, it's critical that you change company rules to address permissible usage. There is no one-size-fits-all method for managing your insurance, but the following recommended practices are helpful for updating AUP:

  • Every year, review your policy (if not more frequently): One of those regulations, acceptable usage, might appear regular and inconsequential to daily operations. However, it becomes crucial when a mishap takes place. Do not put off reviewing and updating your acceptable usage policy until after an occurrence. A data breach may have a disastrous impact on your business operations and the reputation of your organization because the majority of important corporate files and data are housed online. Hacking methods are always evolving with technology. Thus, it's critical that your acceptable use policy remains current. Every year at the very least, review your acceptable usage policy. Even if you keep the policy the same every year, you may examine for inconsistencies or new technologies that the policy might not cover. A timeline for policy reviews should be part of any effective compliance program. A proactive evaluation of your insurance lowers risk and guarantees that it is current with the newest language and technology. It demonstrates to your staff how seriously you take the usage of technology at work.
  • Get the proper people involved: An approved usage policy extends beyond the IT department's purview. The city manager, legal, compliance, HR, and other agencies, as well as others, all interact with the policy on a daily basis. It's crucial for all of these many parties involved to concur on what the policy should and shouldn't cover. So, if it has been more than five years since you revised your acceptable use policy, it could be a good idea to put together a team of policy reviewers from several departments. This will guarantee that the policy has all it requires to be as effective as possible. It's crucial that the policy is approved by the appropriate party. It is doubtful that an HR manager would have the technical expertise to thoroughly enforce the policy, nor that an IT manager would have the power to fire an employee for a serious infraction. Without the appropriate power to execute and enforce it, the policy won't mean anything. As a result, someone in management must ultimately be in charge of overseeing and carrying out the policy. For instance, in municipal government, this may be the manager of the city or county.
  • Any policy changes must be explained in detail: The acceptable usage policy may be overlooked after being read at orientation and included in the employee handbook. Employee understanding and awareness of the AUP's provisions are necessary for its effectiveness. This implies that you have to inform employees of any policy changes whenever you make them. Some businesses simply send out the updated policy through email. Emailing policy updates is insufficient, though. You cannot just publish the revised policy on the intranet or internal website of your company and count on compliance. The majority of acceptable usage regulations are lengthy, multi-page papers. Workers might not have the time to study the full policy again to determine the changes.

What is the Difference Between EULA and AUP?​

An AUP covers a much bigger system, which distinguishes it from other user agreements like the typical end-user licensing agreement (EULA), which most individuals scan before clicking "I accept". An AUP covers whole networks, websites, and how a person is expected to behave when utilizing your company's resources, in contrast to a EULA, which only applies to a particular piece of software. An AUP is for workers, but an EULA focuses on the customer (end-user).