Example of Access control policy

1 Policy Statement

[Organization Name] will establish specific requirements for protecting information and information systems against unauthorized access. [Organization Name] will effectively communicate the need for information and information system access control.

2 Purpose

Information security is the protection of information against accidental or malicious disclosure, modification, or destruction. Information is an important, valuable asset of [Organization Name] that must be managed with care. All information has value to the Organization. However, not all of this information has equal value or requires the same level of protection. Access controls are put in place to protect information by controlling who has the right to use different information resources and by guarding against unauthorized use. Formal procedures must control how access to information is granted and how such access is changed. This policy also mandates a standard for the creation of strong passwords, their protection, and frequency of change.

3 Scope

This policy applies to all [Organization Name] Organization, Committees, Departments, Partners, Employees of the Organization (including system support staff with access to privileged administrative passwords), contractual third parties and agents of the Organization with any form of access to [Organization Name’s] information and information systems.

4 Definition

Access control rules and procedures are required to regulate who can access [Organization Name] information resources or systems and the associated access privileges. This policy applies at all times and should be adhered to whenever accessing [Organization Name] information in any format, and on any device.

5 Risks

On occasion business information may be disclosed or accessed prematurely, accidentally, or unlawfully. Individuals or companies, without the correct authorization and clearance, may intentionally or accidentally gain unauthorized access to business information which may adversely affect day-to-day business. This policy is intended to mitigate that risk. Non-compliance with this policy could have a significant effect on the efficient operation of the Organization and may result in financial loss and an inability to provide necessary services to our customers.

6 Applying the Policy – Passwords

6.1 Choosing Passwords

Passwords are the first line of defense for our ICT systems and together with the user ID helps to establish that people are who they claim to be. A poorly chosen or misused password is a security risk and may impact the confidentiality, integrity, or availability of our computers and systems.

6.1.1 Weak and strong passwords

A weak password is one that is easily discovered, or detected, by people who are not supposed to know it. Examples of weak passwords include words picked out of a dictionary, names of children and pets, car registration numbers, and simple patterns of letters from a computer keyboard. A strong password is a password that is designed in such a way that it is unlikely to be detected by people who are not supposed to know it, and difficult to work out even with the help of a computer.Everyone must use strong passwords with a minimum standard of:

  • At least seven characters.
  • Contain a mix of alpha and numeric, with at least one digit
  • More complex than a single word (such passwords are easier for hackers to crack).
  • [Amend the above as required for your local needs]

The organization advises using Environ passwords with the following format: consonant, vowel, consonant, consonant, vowel, consonant, number, number. An example for illustration purposes is provided below:

  • pinray45

6.2 Protecting Passwords

It is of utmost importance that the password remains protected at all times. The following guidelines must be adhered to at all times [amend the list as appropriate]:

  • Never reveal your passwords to anyone.
  • Never use the ‘remember password’ function.
  • Never write your passwords down or store them where they are open to theft.
  • Never store your passwords in a computer system without encryption.
  • Do not use any part of your username within the password.
  • Do not use the same password to access different [Organization Name] systems.
  • Do not use the same password for systems inside and outside of work.

6.3 Changing Passwords

All user-level passwords must be changed at a maximum of every 90 days, or whenever a system prompts you to change it. Default passwords must also be changed immediately. If you become aware or suspect, that your password has become known to someone else, you must change it immediately and report your concern to [Name a department – e.g. IT Helpdesk]. Users must not reuse the same password within 20 password changes [amend as appropriate].

6.4 System Administration Standards

The password administration process for individual [Organization Name] systems is well-documented and available to designated individuals. All [Organization Name] IT systems will be configured to enforce the following:

  • Authentication of individual users, not groups of users – i.e. no generic accounts.
  • Protection with regards to the retrieval of passwords and security details.
  • System access monitoring and logging – at a user level.
  • Role management so that functions can be performed without sharing passwords.
  • Password admin processes must be properly controlled, secure and auditable.

7 Applying the Policy – Employee Access

7.1 User Access Management

Formal user access control procedures must be documented, implemented, and kept up to date for each application and information system to ensure authorized user access and to prevent unauthorized access. They must cover all stages of the lifecycle of user access, from the initial registration of new users to the final de-registration of users who no longer require access. These must be agreed upon by [Organization Name]. Each user must be allocated access rights and permissions to computer systems and data that:

  • Are commensurate with the tasks they are expected to perform.
  • Have a unique login that is not shared with or disclosed to any other user.
  • Have an associated unique password that is requested at each new login.

User access rights must be reviewed at regular intervals to ensure that the appropriate rights are still allocated. System administration accounts must only be provided to users that are required to perform system administration tasks.

7.2 User Registration

A request for access to the Organization’s computer systems must first be submitted to the [Name a department – e.g. Information Services Helpdesk] for approval. Applications for access must only be submitted if approval has been gained from [Name a role – e.g. your line manager].

When an employee leaves the organization, their access to computer systems and data must be suspended at the close of business on the employee’s last working day. It is the responsibility of the [Name a role – e.g. your line manager] to request the suspension of the access rights via the [Name a department – e.g. Information Services Helpdesk].

7.3 User Responsibilities

It is a user’s responsibility to prevent their userID and password is used to gain unauthorized access to Organization systems by:

  • Following the Password Policy Statements outlined above in Section 6.
  • Ensuring that any PC they are using that is left unattended is locked or logged out.
  • Leaving nothing on display that may contain access information such as login names and passwords.
  • Informing [Name a department – e.g. Information Services Helpdesk – and any relevant roles] of any changes to their role and access requirements.

7.4 Network Access Control

The use of modems on non-Organization-owned PCs connected to the Organization’s network can seriously compromise the security of the network. The normal operation of the network must not be interfered with. Specific approval must be obtained from [Name a department – e.g. Information Services] before connecting any equipment to the Organization’s network.

7.5 User Authentication for External Connections

Where remote access to the [Organization Name] network is required, an application must be made via the [Name a department – e.g. IT Helpdesk]. Remote access to the network must be secured by two-factor authentication consisting of a username and one other component, for example, a [Name a relevant authentication token]. For further information please refer to [name a relevant policy -likely to be Remote Working Policy].

7.6 Supplier’s Remote Access to the Organization Network

Partner agencies or 3rd party suppliers must not be given details of how to access the Organization’s network without permission from [Name a department – e.g. IT Helpdesk]. Any changes to supplier’s connections must be immediately sent to the [Name a department – e.g. IT Helpdesk] so that access can be updated or ceased. All permissions and access methods must be controlled by [Name a department – e.g. IT Helpdesk].

Partners or 3rd party suppliers must contact the [Name a department – e.g. IT Helpdesk] before connecting to the [Organization Name] network and a log of activity must be maintained. Remote access software must be disabled when not in use.

7.7 Operating System Access Control

Access to operating systems is controlled by a secure login process. The access control defined in the User Access Management section (section 7.1) and the Password section (section 6) above must be applied. The login procedure must also be protected by:

  • Not displaying any previous login information e.g. username.
  • Limiting the number of unsuccessful attempts and locking the account, if exceeded.
  • The password characters being hidden by symbols.
  • Displaying a general warning notice that only authorized users are allowed.

All-access to operating systems is via a unique login id that will be audited and can be traced back to each individual user. The login id must not give any indication of the level of access that it provides to the system (e.g. administration rights). System administrators must have individual administrator accounts that will be logged and audited. The administrator account must not be used by individuals for normal day-to-day activities.

7.8 Application and Information Access

Access within software applications must be restricted using the security features built into the individual product. The [Name a department – e.g. IT Helpdesk or ‘business owner’] of the software application is responsible for granting access to the information within the system. The access must [amend the list as appropriate]:

  • Be compliant with the User Access Management section (section 7.1) and the Password section (section 6) above.
  • Be separated into clearly defined roles.
  • Give the appropriate level of access required for the role of the user.
  • Be unable to be overridden (with the admin settings removed or hidden from the user).
  • Be free from alteration by rights inherited from the operating system that could allow unauthorized higher levels of access.
  • Be logged and auditable.

8 Policy Compliance

If any user is found to have breached this policy, they may be subject to [Organization Name’s] disciplinary procedure. If a criminal offense is considered to have been committed further action may be taken to assist in the prosecution of the offender(s). If you do not understand the implications of this policy or how it may apply to you, seek advice from [name appropriate department].

9 Policy Governance

The following table identifies who within [Organization Name] is Accountable, Responsible, Informed, or Consulted with regards to this policy. The following definitions apply:

  • Responsible – the person(s) responsible for developing and implementing the policy.
  • Accountable – the person who has ultimate accountability and authority for the policy.
  • Consulted – the person(s) or groups to be consulted prior to final policy implementation or amendment.
  • Informed – the person(s) or groups to be informed after policy implementation or amendment.

Responsible [Insert appropriate Job Title – e.g. Head of Information Services, Head of Human Resources, etc.]
Accountable [Insert appropriate Job Title – e.g. Section 151 Officer, Director of Finance, etc. It is important that only one role is held accountable.]
Consulted [Insert appropriate Job Title, Department or Group – e.g. Policy Department, Employee Panels, Unions, etc.]
Informed [Insert appropriate Job Title, Department or Group – e.g. All Organization Employees, All Temporary Staff, All Contractors, etc.]

10 Review and Revision

This policy will be reviewed as it is deemed appropriate, but no less frequently than every 12 months. The policy review will be undertaken by [Name an appropriate role].

11 References

The following [Organization Name] policy documents are directly relevant to this policy, and are referenced within this document [amend the list as appropriate]:

  • Remote Working Policy.

The following [Organization Name] policy documents are indirectly relevant to this policy [amend the list as appropriate]:

  • Email Policy.
  • Internet Acceptable Usage Policy.
  • Software Policy.
  • GCSx Acceptable Usage Policy and Personal Commitment Statement.
  • Legal Responsibilities Policy.
  • Computer, Telephone, and Desk Use Policy.
  • Removable Media Policy.
  • Information Protection Policy.
  • Human Resources Information Security Standards.
  • Information Security Incident Management Policy.
  • IT Infrastructure Policy.
  • Communications and Operation Management Policy.

12 Key Messages

  • All users must use strong passwords.
  • Passwords must be protected at all times and must be changed at least every 90 days.
  • User access rights must be reviewed at regular intervals.
  • It is a user’s responsibility to prevent their userID and password is being used to gain unauthorized access to Organization systems.
  • Partner agencies or 3rd party suppliers must not be given details of how to access the Organization’s network without permission from [Name a department – e.g. IT Helpdesk].
  • Partners or 3rd party suppliers must contact the [Name a department – e.g. IT Helpdesk] before connecting to the [Organization Name] network.


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If you need assistance or have any doubt and need to ask any questions contact me at preteshbiswas@gmail.com. You can also contribute to this discussion and I shall be happy to publish them. Your comments and suggestion are also welcome.

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