What Is an Acceptable Use Policy (AUP)?
An Acceptable Use Policy (AUP) is a set of clear rules that tell employees what they can and cannot do with your business’s technology. It covers internet, email, devices, apps, and data usage. Think of it as a digital rulebook that protects your company from security risks, legal issues, and productivity loss.
For small businesses in Atlanta, especially in regulated industries like law, finance, insurance, or healthcare, a well-written AUP isn’t just nice to have—it’s essential.
Why Your Atlanta Business Needs an AUP
Even a single careless click or personal download on a work device can lead to:
- Data breaches
- Compliance violations
- Network slowdowns
- Malware infections
An AUP sets boundaries that protect your business while helping employees understand expectations.
Key Benefits of an Acceptable Use Policy
- ✅ Reduces cybersecurity risks
- ✅ Increases productivity
- ✅ Supports compliance (HIPAA, PCI, etc.)
- ✅ Sets a clear digital code of conduct
- ✅ Protects company data and devices
How to Create an AUP for Your Small Office
1. Define the Scope of Use
Clarify which resources are covered, such as:
- Company computers and laptops
- Mobile phones and tablets
- Wi-Fi networks
- Business applications and cloud tools
- Email, messaging, and file sharing platforms
2. Set Internet and Email Usage Rules
Specify what’s acceptable and what’s off-limits:
Allowable Use:
- Accessing business apps and tools
- Sending business-related emails
- Research and client communication
Prohibited Use:
- Streaming non-work content
- Accessing adult or illegal content
- Sending spam or chain emails
- Using personal email for work
3. Include Security Guidelines
Your AUP should encourage basic cybersecurity hygiene, such as:
- Using strong, unique passwords
- Locking screens when away
- Reporting suspicious links or emails
- Avoiding unauthorized software downloads
- Connecting only to secure Wi-Fi
4. Outline Data Protection Responsibilities
Employees should understand:
- Not to share sensitive data without encryption
- What qualifies as confidential information
- How to handle client or financial data securely
- Where and how files should be saved (e.g., cloud vs. local)
5. Bring Your BYOD Policy into It
If your employees use their personal phones or laptops:
- Require device encryption and antivirus software
- Set access limits (e.g., no work emails on unsecured phones)
- Enforce remote wipe capabilities if a device is lost or stolen
6. State Consequences for Policy Violations
To ensure the AUP is taken seriously:
- List disciplinary actions for breaches
- Include a warning system or immediate penalties for severe violations
- Require employee sign-off on the policy
AUP Tips for Atlanta SMBs in Regulated Industries
If you work in legal, financial, accounting, or healthcare sectors, your AUP should also address:
- HIPAA or PCI DSS compliance
- Email encryption
- Audit trails for client data
- Device access control
- Backup and data retention rules
Related content
- FAQ: Managed IT Services for Atlanta Businesses – TrueITPros
- Why Atlanta Businesses Need an IT Security Policy – TrueITPros
- Microsoft 365 Security: Are Your Emails Really Protected? – TrueITPros
How to Train Employees on AUPs
Having a policy is one thing—getting people to follow it is another. Here’s how to make it stick:
- Host short AUP training sessions
- Include real-world examples of violations
- Send monthly reminders
- Use quizzes to confirm understanding
- Make updates part of onboarding for new hires
Common Mistakes to Avoid
- ❌ Writing in legal jargon no one understands
- ❌ Forgetting to update the policy with new tools
- ❌ Not covering remote and hybrid work scenarios
- ❌ Assuming verbal agreement is enough
AUP Sample Rules to Get You Started
Here’s a quick cheat sheet of Acceptable Use basics:
- 🔹 Use company devices for business only
- 🔹 No illegal downloads or software
- 🔹 Lock your screen when away
- 🔹 Don’t open suspicious links or emails
- 🔹 Don’t store files on personal USBs
- 🔹 No sharing of passwords
- 🔹 Notify IT about any suspicious behavior
Final Thoughts
Creating an Acceptable Use Policy doesn’t have to be overwhelming. Start small. Focus on clarity. Make it easy to follow. And update it at least once a year or whenever your business adopts new technology.
Need help creating or enforcing an AUP tailored to your business?
To learn more about how trueITpros can help your company with Acceptable Use Policies and Managed IT Services in Atlanta, contact us at www.trueitpros.com/contact
