Workplace Technology Security Policy

What is a Workplace Technology Security Policy?

A Workplace Technology Security Policy provides employees of an organization with rules and best practices when using technology in the workplace to maintain cybersecurity. This document ensures the organization's cybersecurity and raises awareness on how all employees can make a difference by adhering to safety practices when using technology to prevent malware, viruses, trojans, and more.

The policy is important in the workplace because it helps create the parameters to protect company sensitive information, and it establishes clear responsibilities and boundaries related to technology use in the workplace.

Is it mandatory to have a Workplace Technology Security Policy?

No. Having a Workplace Technology Security Policy is not mandatory. However, with the increase in technological advancements, it's more necessary today than ever to plan and implement rules and best practices to maintain cybersecurity and avoid compromising systems and networks. Furthermore, having a policy in place ensures compliance with the law and may benefit the employer in the event of a dispute with an employee.

The document can be used if the organization wants to keep a policy that establishes what the workplace can and can't do with technology that connects to the organization's network.

What are the different types of workplace policies?

Like this Workplace Technology Security Policy, there are many varying workplace policies, including as follows:

• Occupational Health and Safety Policy: this is used to address health and safety in the workplace and how to avoid hazards at work;
• Vacation Policy: this is used to address how the employer handles vacation pay and time;
• Workplace Social Media Policy: this is used to address social media in the workplace and sets limits on employees' use of social media;
• Hiring Policy: this is used to address an employer's hiring practices to avoid discrimination during the hiring stages of new staff;
• and more.

In contrast, the Workplace Technology Security Policy is used to address technology practices in the workplace, including the use of mobile devices, computers, and more. Each of these policies may be amended as laws evolve, or when the employer wants to make changes. Making changes is also important when new threats and vulnerabilities arise.

What should a Workplace Technology Security Policy contain?

A workplace technology security policy should, at a minimum, contain:

• Acceptable use of technology: this means how technology can be used in the workplace;
• Password security protocols: this means how employees can protect passwords and make use of dual authentication;
• Remote work systems: this means the remote system in place, including a VPN;
• Network management: this means the way in which networks are handled in the workplace;
• Information security;
• Cybersecurity contact person.

Each of these subsections work together to help safeguard the company by making security a priority and reducing risk.

What is the duration of a Workplace Technology Security Policy?

There is no set duration of an employment policy as they normally subsist for the duration of the lifetime of the employer's organization. In other words, the duration is indefinite. However, policies must be amended to reflect the changes in legislation and should be refined to adapt to industry standards. Companies may wish to review this policy on an annual basis to ensure utmost security.

What has to be done after a Workplace Technology Security Policy is ready?

Employers should include this Policy in a new employee's welcome package to ensure they are familiar with workplace protocol and avoid any future doubt that they were unaware of a specific rule or company policy. When significant changes arise in the Policy, the employer should provide a copy of the new Policy to all staff in a timely manner.

Employees should also sign the acknowledgement at the end of the document confirming they read and understand the Workplace Technology Security Policy. The employer should then add a copy of the signed Policy to each employee's file. The signature may be obtained electronically.

What are the best practices for implementing the policy?

To properly implement the policy, the company should conduct a cybersecurity awareness program to help all employees understand the risks of cybersecurity attacks, including the potential for severe financial losses and vulnerability. As part of the program, the company may also address the short-term and long-term impacts of cybersecurity attacks, and how employees can make a difference and what to do best to avoid compromising company systems and networks. The company should also ensure that all software is regularly updated, employee-use of company systems is appropriately monitored, and have multi-factor authentication in place.

Which laws are applicable to a Workplace Technology Security Policy?

The Canadian Criminal Code outlines cybercrime laws. For example, it is a criminal offence to conduct hacking (use, control, intercept computer systems). This Policy ensures compliance with Canadian laws and regulations. Furthermore, employment policies must be consistent with employment law. The following pieces of legislation govern employment law:

• Ontario: Employment Standards Act, 2000, S.O. 2000, c. 41
• Alberta: Employment Standards Code, RSA 2000, c E-9
• British Columbia: Employment Standards Act, RSBC 1996, c 113
• Saskatchewan: The Saskatchewan Employment Act, SS 2013, c S-15.1
• Manitoba: The Employment Standards Code, CCSM c E110
• Quebec: Act respecting labour standards, CQLR c N-1.1
• New Brunswick: Employment Standards Act, SNB 1982, c E-7.2
• Nova Scotia: Labour Standards Code, RSNS 1989, c 246
• Prince Edward Island: Employment Standards Act, RSPEI 1988, c E-6.2
• Northwest Territories: Employment Standards Act, SNWT 2007, c 13
• Nunavut: Labour Standards Act, RSNWT (Nu) 1988, c L-1
• Yukon: Employment Standards Act, RSY 2002, c 72
• Newfoundland and Labrador: Labour Standards Act, RSNL 1990, c L-2
• Canada: Canada Labour Code, RSC 1985, c L-2

Additionally, Canada's Anti-Spam Legislation also applies, which governs spam messaging, including emails, text messages, and more.

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