Acceptable Use Policy: What It Is and Why You Need It

How many digital tools, apps, and platforms are in use across your organization today? How many devices connected to your network? Acceptable Use Policies (AUPs) provide comprehensive guidelines on what is and is not acceptable within an organization's computer systems, networks, software, and other technology assets. Whatever your business’s industry or size, implementing an effective AUP is essential in navigating the intricacies of technology usage while safeguarding the interests and integrity of your organization.

Contents

• What is an Acceptable Use Policy?
• Examples of an Acceptable Use Policy
• What businesses require Acceptable Use Policies?
• The benefits of AUPs
• The components of a robust Acceptable Use Policy
• Best practices for creating an Acceptable Use Policy
• How to enforce an acceptable use policy
• Aware: AI-powered acceptable use enforcement

What is an Acceptable Use Policy?

An Acceptable Use Policy (AUP) is a set of guidelines and rules established by organizations to define approved usage of their computing resources. This policy outlines the expectations for how employees and other authorized users should interact with these resources.

AUPs articulate the proper and improper ways to use an organization's computer network, including internet access, fair use, and unacceptable use. They act as a code of conduct for individuals granted access to these resources, ensuring that they use them responsibly and in alignment with the organization's goals.

The primary purpose of an AUP is to protect the organization's interests, assets, and reputation. By establishing clear guidelines, an AUP helps prevent misuse, unauthorized access, and other behaviors that could compromise the organization's information and employees. Additionally, it serves as a tool for promoting company security policies and ensuring a productive technology environment.

Acceptable Use Policies should be clearly communicated to new employees during the onboarding process and made available in the employee handbook for future reference. While most AUPs focus on acceptable use of the internet and technology assets, some businesses also define acceptable use in other areas of the company.

Examples of an Acceptable Use Policy

Because AUPs cover a broad range of technologies and assets, companies may choose to have a single encompassing document or address responsibilities separately for hardware vs. software, for example. Some examples of Acceptable Use Policies include:

• Internet Usage Policy: Outlining acceptable behavior and activities when using the organization's wi-fi, VPN, or internet service providers.
• Email Policy: Defining acceptable use and behavior regarding the organization's email system, including rules for communication and content. AUPs may also cover the use of personal email on company-owned machines.
• Bring Your Own Device (BYOD) Policy: Outlining rules and security measures when employees use their personal devices for work purposes.
• Data Protection Policy: Defining how sensitive data is handled, stored, and protected to ensure compliance with privacy regulations.
• Remote Work Policy: Providing guidelines for employees working outside the traditional office environment, covering issues like security, productivity, and communication.
• Software Usage Policy: Describing the appropriate use and installation of software on company devices to maintain security and compliance, including if company software can also be used for personal use.
• Harassment and Discrimination Policy: Addressing behavior expectations related to harassment and discrimination, promoting a safe and inclusive work environment.

In addition, some companies may require employees to sign AUPs that go beyond the scope of the business’s IT resources, particularly if employee behavior can bring the company itself into disrepute. Common examples include social media guidelines and company travel policies.