What is an Acceptable Use Policy?

Quick Definition: Acceptable Use Policies are guidelines that define both appropriate and inappropriate user actions and activities related to their use of the organization’s computer systems, networks, data, and intellectual property. An Acceptable Use Policy (AUP) is an essential part of an overall cybersecurity strategy.

Protecting the enterprise’s IT resources and business assets requires a robust set of security practices and policies. One of those policies is an Acceptable Use Policy (AUP), which sets out how users may AND may not use the organization’s systems and networks. 

The AUP will typically cover resources such as laptops, mobile devices, thumb drives, email accounts, social media accounts, databases, applications, and system software. Of course, the AUP will also set out restrictions on internet access. 

Systems and network administrators must be fully conversant with the purpose and content of their organization’s AUP. This article goes into detail about acceptable use policies and how they help harden IT systems and networks for cyber protection.

What is an Acceptable Use Policy?

An Acceptable Use Policy (AUP) is a documented set of rules that inform users of how they should—and should not—use the organization's IT resources. An AUP can apply to both internal and external users, such as customers, suppliers, etc. 

The objective of the Acceptable Use Policy is first to set clear boundaries for the user, thereby eliminating any potential for ambiguity. By educating the users as to what the organization expects from them regarding IT resource usage, the AUP helps deter users from actions that can harm the organization or expose it to legal, regulatory, or financial risk! 

An AUP should also help improve productivity and resource utilization by limiting user activity on non work-related activities.

Finally, the Acceptable Use Policy will clearly spell out how violations of the rules will be handled and what penalties may be applied. For example, penalties for internal users may include personnel warnings and/or termination, and external users may be cut off from using the systems. 

Of course, the AUP will explain that in extreme cases, both internal and external violations may be subject to legal and/or regulatory action.

Importance of the AUP in IT Security

The Acceptable Use Policy is part of the overall security regime. The AUP will outline security procedures, such as what’s expected of users in safeguarding their passwords. It will also detail the organization’s rules on user software installation or data file downloading, as well as the types of devices allowed on—or banned from—the network. 

Acceptable Use Policies must be approved at the highest level of IT management and typically require human resources and legal sign-off. If external users—for example, customers — are allowed to access the network, then approval will likely be needed from sales or client services executives.  

Remote users—either employees or third parties—will be governed by a subset of the AUP called the Remote Access Policy. Systems and network administrators will implement many of the technical details behind the Acceptable Use Policy, which is why the CompTIA Network+ certification exam contains a section on policies and best practices.

The Acceptable Use Policy must be aligned with other security policies, such as the data protection and security awareness policies. These policies share the common goal of protecting the organization from harm due to malicious or incautious activity. The Data Protection Policy covers all aspects of data throughout the enterprise – including system security, data encryption, data on mobile devices, and backup and recovery. So, the data protection aspects of the Acceptable Use Policy are derived from the overarching Data Protection Policy.

Finally, by supporting the overall cybersecurity strategy, elements of the AUP directly relate to the hardening of IT systems. For example, passwords and authentication help prevent resource misuse and unauthorized access. Thus, exposure to malicious or incautious user actions can be minimized.

What are the Components of an Effective Acceptable Use Policy?

A typical AUP document should include the following sections:

• Purpose and Goals:  Why has the policy been created, and what are the expected results? Is the organization subject to specific regulations, such as PCI DSS, HIPAA, GDPR, etc.? 

• Acceptable Use: Detail how users are expected to use their devices to access the organization’s systems and networks. For example, should they only use approved software and devices, safeguard passwords, regularly run backup and cleanup routines, etc? Is BYOD (bring your own device) permitted? If so, how do users connect, and what privileges will they receive or not receive?

• Unacceptable Use: Identify prohibited actions, such as accessing certain types of web or social media sites, sharing login IDs, installing software, or downloading data files to thumb drives.

• Confidentiality: The organization’s policy on confidentiality of business information and protection of intellectual property.

• Use of Network: What accounts will each user be assigned, and what general network limitations will be? Are BYOD devices authorized – and if so, how? 

• Monitoring & Enforcement: Detail how the organization monitors network use, for example, recording session times and durations, checking for session activity, logging access to approved systems, and attempting to access non-privileged systems and/or forbidden external sites. This section should also describe the process for reviewing violations and the punishments that may be imposed.

How to Implement an Acceptable Use Policy

A successful AUP is not just a policy on paper but a living framework that guides users in protecting the company’s assets while empowering them to work effectively. This framework provides a starting point for developing a thorough and enforceable Acceptable Use Policy. 

• Define the Purpose: Clearly state the need for the AUP, explaining what it protects (e.g., systems, networks, data) and how it aligns with organizational goals.

• Outline Acceptable and Unacceptable Use: Provide clear examples of permissible activities and prohibited behaviors (e.g., data sharing, internet use, downloading software).

• Identify Legal and Compliance Requirements: Ensure the policy addresses relevant legal and regulatory requirements, like data privacy laws.

• Detail Security Measures: Specify the use of passwords, encryption, and other security protocols to safeguard resources.

• Establish Consequences for Violations: Outline disciplinary actions for non-compliance, from warnings to termination or legal consequences.

• Provide Training and Communication: Implement training to ensure users understand the policy and how it applies to their daily activities.

• Monitor and Update Regularly: Periodically review and revise the AUP to reflect changes in technology, laws, or organizational needs.

In the following section, we’ll explore the common challenges organizations face when rolling out an AUP and the strategies that ensure it becomes an integral part of the organization's daily operations.

What are the Challenges of an AUP

The main consideration when implementing an Acceptable Use Policy is ensuring that ALL users—from the executive suite down—understand the policy and conform to its restrictions.

The AUP must be written in clear, easy-to-understand language. It must clearly state what is expected of the user, what is forbidden, and what penalties may be incurred for violations.

New hire employees should be expected to review the AUP and sign that they understand its content, provisions, and penalties. External users may accept the provisions of the AUP by checking a box on initial login. 

It’s good to have security measures, but if they're too strict, they may be counterproductive. So, it’s a challenge to design an acceptable use policy that allows some flexibility so that user productivity does not suffer. Similarly, although all violations need to be handled and penalties applied, try to avoid creating a hostile work environment.

Best Practices for Developing an Acceptable Use Policy

Using a structured approach ensures that your Acceptable Use Policy (AUP) remains relevant, enforceable, and understood by all employees. Below are key best practices for ensuring the policy is relevant and can be maintained over time.

• Organizational Buy-In: The Acceptable Use Policy impacts the whole organization, so it is important to involve stakeholders from the start, including IT, Legal, Human Resources, and key functional executives—for example, marketing, sales, and/or manufacturing. 

• Training and Ongoing Education: Promote the Acceptable Use Policy to all users, starting with new employee intakes. New hires must be introduced to the policy and must sign that they understand its terms. Signed AUP forms should be held in the employee’s HR file. There should be continuing promotion and training on the AUP, highlighting the need for acceptable use practices.

• Reviews and Updates: The AUP should be reviewed and updated at least annually to reflect changes in business and technology and emerging cyber threats. Encourage users to provide input and suggestions for possible changes.

• Visible Monitoring and Enforcement: Monitor policy compliance on a regular basis! Make monitoring visible to all employees –  perhaps with a departmental scoreboard.  Handle all AUP violations seriously, applying penalties as appropriate. 

Conclusion

The Acceptable Use Policy is a key plank in the overall IT security platform. Each user must understand and abide by its rules so that the organization’s IT resources and business assets are protected from cyber crime and reputational damage. 

Systems and network administrators will normally handle technical implementation for AUP support, setting up the user identities for network access. Learn more about this process by taking our Identity and Access Management online training course. 

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