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Computer Use Policy

Document ID: CUP-001
Version: 1.0
Effective Date: ____________________
Approved By: ____________________
Last Review Date: ____________________
Next Review Date: ____________________

1. Purpose

The purpose of this Computer Use Policy is to establish requirements for the secure, responsible, and appropriate use of organizational computers and computing devices. This policy helps protect organizational information, reduce cybersecurity risks, ensure business continuity, and promote the reliable operation of information systems.

2. Scope

This policy applies to:

  • Employees
  • Contractors
  • Consultants
  • Temporary workers
  • Interns
  • Volunteers
  • Board members
  • Vendors
  • Third-party service providers
  • Managed Service Providers (MSPs)
  • Any individual authorized to use organizational computers

This policy applies to organizational computing devices, including:

  • Desktop computers
  • Laptop computers
  • Thin clients
  • Workstations
  • Virtual desktops
  • Shared computers
  • Kiosk systems
  • Engineering workstations
  • Specialized computing devices

Whether owned, leased, or managed by the organization.

3. Policy Statement

Organizational computers shall be used primarily for authorized business purposes and in a manner that protects the confidentiality, integrity, and availability of organizational information and technology resources.

Users are responsible for safeguarding the computers assigned to them and complying with all applicable organizational policies.

4. Guiding Principles

The organization follows these principles:

  • Responsible use
  • Security by default
  • Least Privilege
  • Individual accountability
  • Protection of organizational assets
  • Compliance with organizational policies
  • Prompt reporting of security concerns

5. Authorized Use

Organizational computers shall be used for:

  • Assigned job responsibilities
  • Approved business activities
  • Authorized communication
  • Approved collaboration
  • Business research
  • Training and education
  • Other authorized organizational purposes

Limited personal use may be permitted when it:

  • Does not interfere with work responsibilities
  • Does not consume excessive organizational resources
  • Does not violate organizational policies
  • Does not create security risks
  • Does not violate applicable laws

6. User Responsibilities

Users shall:

  • Protect assigned computers from theft, loss, and damage
  • Use only their assigned user account
  • Lock computers whenever left unattended
  • Log off when appropriate
  • Protect authentication credentials
  • Follow organizational security procedures
  • Maintain physical control of portable devices
  • Report suspected security incidents immediately
  • Allow required maintenance and security updates

7. Physical Security

Users shall take reasonable measures to protect organizational computers.

Examples include:

  • Locking offices when unattended
  • Securing laptops during travel
  • Using cable locks where appropriate
  • Preventing unauthorized physical access
  • Protecting devices from environmental hazards
  • Storing portable computers securely

Lost or stolen computers shall be reported immediately.

8. Software Installation

Only authorized software may be installed.

Users shall not:

  • Install unauthorized applications
  • Disable security software
  • Modify operating system security settings
  • Circumvent software licensing
  • Install pirated software
  • Execute unknown or suspicious software

Software installations shall follow the Software Management Policy.

9. Operating System and Security Updates

Organizational computers shall receive:

  • Security updates
  • Operating system updates
  • Firmware updates
  • Security configuration updates

Users shall not intentionally delay or interfere with approved updates.

10. Endpoint Protection

Approved endpoint protection controls shall be installed where applicable.

These may include:

  • Anti-malware software
  • Endpoint Detection and Response (EDR)
  • Host firewalls
  • Disk encryption
  • Device management software
  • Vulnerability management agents
  • Configuration management tools

Users shall not disable security protections without authorization.

11. Authentication

Users shall authenticate using approved methods before accessing organizational computers.

Authentication controls may include:

  • Passwords
  • Passphrases
  • Multi-Factor Authentication (MFA)
  • Smart cards
  • Passkeys
  • Biometrics
  • Hardware security keys

Authentication requirements shall comply with the Authentication Policy.

12. Data Storage

Organizational information shall be stored only in approved locations.

Users shall not:

  • Store sensitive information on unauthorized devices
  • Save business information to unauthorized cloud storage
  • Use personal storage media without approval
  • Circumvent approved storage controls

Sensitive information shall be protected according to the Data Classification Policy.

13. Internet and Email Usage

Computers shall be used responsibly when accessing:

  • The Internet
  • Email
  • Collaboration platforms
  • Cloud applications
  • External websites

Users shall remain vigilant against:

  • Phishing attacks
  • Malicious websites
  • Fraudulent downloads
  • Social engineering

Internet and email usage shall comply with the Acceptable Use Policy.

14. Remote Use

Users accessing organizational computers remotely shall:

  • Use approved remote access methods
  • Use secure authentication
  • Comply with Multi-Factor Authentication (MFA) requirements
  • Protect computers from unauthorized access
  • Use secure network connections
  • Follow the Remote Access Policy

15. Portable Storage Devices

The use of portable storage devices shall be limited to approved business purposes.

Where permitted:

  • Devices shall be encrypted when required.
  • Malware scanning shall occur where technically feasible.
  • Sensitive information shall be protected.
  • Lost portable media shall be reported immediately.

Unauthorized removable media shall not be used.

16. Artificial Intelligence (AI) and Productivity Tools

Users shall use approved AI and productivity tools responsibly.

Users shall not:

  • Upload confidential information to unapproved AI services
  • Use AI tools to bypass organizational security controls
  • Generate malicious content using organizational systems
  • Use unauthorized browser extensions or automation tools that introduce security risks

AI use shall comply with the organization’s AI Acceptable Use Policy.

17. Monitoring

Organizational computers may be monitored for:

  • Security events
  • Malware activity
  • Software inventory
  • Compliance
  • System performance
  • Unauthorized software
  • Device health
  • Incident investigations

Monitoring shall be conducted in accordance with applicable laws and organizational policies.

Users should have no expectation of absolute privacy when using organizational computers to the extent permitted by applicable law.

18. Reporting Security Incidents

Users shall immediately report:

  • Lost or stolen computers
  • Malware infections
  • Unauthorized access
  • Suspicious system behavior
  • Physical tampering
  • Data loss
  • Credential compromise
  • Policy violations

Incident reporting shall follow the Incident Response Policy.

19. Exceptions

Exceptions require:

  • Documented business justification
  • Risk assessment
  • Management approval
  • Information Security approval where applicable
  • Compensating security controls
  • Periodic review

20. Responsibilities

Executive Management

  • Support secure computer use
  • Allocate appropriate resources
  • Promote policy compliance

Managers

  • Ensure employees understand this policy
  • Support compliance
  • Report policy violations

IT Department

  • Configure and maintain organizational computers
  • Deploy security updates
  • Manage endpoint protection
  • Monitor device health
  • Support users

Information Security

  • Define endpoint security standards
  • Assess compliance
  • Investigate security incidents
  • Monitor security events
  • Provide security awareness

Users

  • Protect assigned computers
  • Follow organizational policies
  • Report security concerns promptly
  • Use computers responsibly

21. Compliance

Compliance with this policy is mandatory.

Violations may result in:

  • Removal of computer access
  • Disciplinary action
  • Contract termination
  • Legal action where applicable

22. Policy Review

This policy shall be reviewed at least annually or following:

  • Significant technology changes
  • Regulatory updates
  • Security incidents
  • Organizational restructuring
  • Audit findings

23. Related Policies

  • Information Security Policy
  • Acceptable Use Policy
  • Access Control Policy
  • Authentication Policy
  • Password Policy
  • Multi-Factor Authentication (MFA) Policy
  • Endpoint Security Policy
  • Mobile Device Policy
  • Bring Your Own Device (BYOD) Policy
  • Software Management Policy
  • Data Classification Policy
  • Data Protection Policy
  • Remote Access Policy
  • Logging and Monitoring Policy
  • Incident Response Policy

Document Objective

This Computer Use Policy establishes the organization’s requirements for the secure and responsible use of desktop computers, laptops, workstations, and other computing devices. It provides a vendor-neutral framework for protecting organizational information, maintaining endpoint security, and supporting productive business operations across on-premises, remote, and hybrid work environments. This policy aligns with recognized security frameworks and standards, including NIST CSF, ISO/IEC 27001, CIS Controls, SOC 2, HIPAA, PCI DSS, CMMC, and the FTC Safeguards Rule.