Strengthening the Foundation: Why and How to Create Effective Policy Documents for Your Organization
Cybersecurity incidents can be a wake-up call for organizations, often revealing gaps previously gone unnoticed. This was the case with a company I recently worked with, which experienced multiple account compromises. As an MSP handling their endpoint management and email security, these breaches led us to uncover a glaring issue: the absence of foundational policy documents. Without clear policies governing user access management, offboarding, security awareness training, and more, the organization was exposed to risks that could have severe financial and reputational consequences.
Why Policy Documents Matter
Policy documents serve as the blueprint for an organization’s operations, providing team clarity and consistency. Cybersecurity officials establish standards for behavior, outline roles and responsibilities, and ensure compliance with regulations and benchmarks like those from the Center for Internet Security (CIS). Without these guiding principles, organizations risk inconsistent practices that can lead to vulnerabilities and inefficiencies.
For example, the lack of an offboarding policy in the case mentioned above meant former employees retained access to critical systems. This not only increased the risk of insider threats but also exposed the organization to potential compliance violations.
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Preparation: Laying the Groundwork for Policy Creation
Before drafting policy documents, it’s essential to assess the organization’s current state and identify gaps. This involves:
Conducting a Risk Assessment: Use tools like the CIS Risk Assessment Method (CIS RAM) to identify and prioritize vulnerabilities.
Engaging Stakeholders: Collaborate with leadership, HR, IT, and other departments to understand operational needs and ensure policies align with organizational goals.
Benchmarking: Refer to established frameworks like CIS Benchmarks and NIST guidelines to ensure your policies meet industry standards.
Defining Scope: Determine which areas need policies. Common categories include access management, data classification, incident response, and security awareness training.
Writing Effective Policy Documents
Once you’ve laid the groundwork, it’s time to draft the policies. Here are some best practices:
Be Specific and Actionable: Policies should provide clear instructions. For example, a user access management policy might specify that new accounts must be approved by a manager and adhere to the principle of least privilege.
Use Plain Language: Avoid technical jargon to ensure policies are understandable by non-technical staff.
Align with Standards: Incorporate recommendations from resources like CIS Controls, which provide actionable guidance on securing systems and data.
Incorporate Feedback: Share drafts with stakeholders to ensure the policies are practical and address real-world scenarios.
Include Enforcement Measures: Define how compliance will be monitored and the consequences of violations.
Implementing and Maintaining Policies
Creating policies is only the first step; implementation and ongoing maintenance are equally important. Here’s how to ensure their effectiveness:
Train Employees: Conduct regular training sessions to ensure everyone understands the policies and their role in compliance.
Communicate Regularly: Use email, intranet, and other channels to share updates and reminders about policies.
Review and Update: Policies should be living documents that evolve with changes in technology, regulations, and business operations. Schedule annual reviews to keep them relevant.
Monitor Compliance: Use tools like CIS CAT Pro to assess adherence to CIS Benchmarks and identify areas for improvement.
Key Resources for Policy Development
To create comprehensive and effective policies, consider these resources:
CIS Benchmarks: Provides secure configuration guidelines for systems and applications.
NIST Cybersecurity Framework: Offers a comprehensive approach to managing cybersecurity risks.
ISO/IEC 27001: Establishes standards for information security management systems.
SANS Institute: Offers free policy templates covering a wide range of topics.
National Cyber Security Centre (NCSC): Provides practical guides and resources for organizations of all sizes.
Conclusion
The breaches this company experienced were a wake-up call, but they also served as an opportunity to build a stronger foundation for cybersecurity. Rather than taking a “that’s not my job” or “they didn’t ask me to do that” approach, I came to my client with a simple suggestion based on the issue at hand. By creating and implementing robust policy documents, the organization not only mitigated immediate risks but also positioned itself for long-term resilience.
For cybersecurity professionals, this process is a reminder of the importance of policies in safeguarding organizational assets. By leveraging resources like CIS Benchmarks and collaborating across teams, we can create policies that are not only compliant but also practical and effective.
