Creating a clear and practical cyber security policy is one of the most effective steps an organisation can take to protect its information, systems, and people. A policy provides guidance on how to manage cyber risks, safeguard sensitive data, and respond to security incidents. It also supports regulatory compliance, helps maintain business operations, and gives employees confidence in how to handle sensitive or confidential information.
Many businesses understand the importance of cyber security, yet still rely on informal processes or outdated documents. A well-structured policy offers consistency. It sets expectations, outlines required security measures, and helps reduce the likelihood of cyber incidents such as data breaches, malware infections, and unauthorised access to company systems.
This guide explains the key elements to include when creating a policy, how to tailor it to your organisation, and why working with the security specialists at Zenzero can make the process easier and more effective.
Understanding what a cyber security policy should cover
Before drafting the document, it is useful to outline what the cyber security policy needs to achieve. For most organisations, the policy will cover:
- Protection of information assets, including confidential data, intellectual property, and digital records.
- Clear rules for using company devices and personal devices, including mobile phones and laptops.
- How to identify and report potential security incidents.
- Requirements around password management, multi factor authentication, and access control.
- Expectations for remote employees handling business systems outside the office environment.
- Procedures for incident response, incident management, and communication with relevant stakeholders.
- Measures to maintain data integrity, data protection, and ongoing compliance with relevant laws.
A policy should be concise enough for employees to understand but comprehensive enough to guide decision-making during normal operations and during cyber attack scenarios.
Step 1: Conduct a risk assessment
The first step in creating an effective cyber security policy is to complete a risk assessment. This helps you identify security risks such as weak access controls, outdated software, unencrypted mobile devices, or unmonitored data transfers. It also highlights identified risks in specific business units or locations.
A risk assessment should consider:
- Which systems and datasets hold sensitive or confidential information.
- How employees access those systems.
- Where data is stored, processed, and transmitted, including any third-party services that transfer data.
- Any previous cyber incidents or suspicious activity.
- The impact of business disruption if those systems were compromised.
With this information, you can decide which security controls and security procedures should be prioritised. These may include improved network security, more robust authentication processes, or additional employee training.
Step 2: Classify your data
A strong policy relies on clear data classification. Not all data carries the same level of risk. For example, public marketing content is very different from payroll information or customer records.
Data classification typically includes:
- Public
- Internal
- Confidential
- Highly confidential
Once data is classified, you can apply appropriate data protection measures, such as encryption, restricted access, password managers, and secure storage. This also supports data protection laws and ensures your organisation can demonstrate legal compliance when required.
Step 3: Define security requirements and controls
After assessing risks and classifying data, the next step is defining the security requirements for your organisation. These requirements form the core of your cyber security policy.
Typical requirements include:
1. Access control
Rules for who can access which systems. This may include role-based access, approval processes for additional permissions, and requirements for multi factor authentication.
2. Network security
Use of firewalls, monitoring tools, and antivirus software. This section can also include expectations around connecting to public Wi-Fi or using VPNs.
3. Password management
Guidance on password length, password rotation, and the use of password managers.
4. Use of company devices and personal devices
Policies for laptops, mobile devices, USB storage, and staff working from home. This helps reduce the risk of security breaches caused by lost or stolen equipment.
5. Data backup
Requirements for backing up data, testing backups, and restoring affected systems following an incident.
6. Handling suspicious emails
Practical advice on identifying phishing attempts and reporting suspicious activity.
7. Secure business processes
How departments should protect company devices, manage digital assets, and secure day-to-day workflows.
These controls help ensure a consistent approach across the organisation and reduce the likelihood of avoidable errors.
Step 4: Establish incident response procedures
A good policy describes how the organisation manages security incidents, including data breaches, system outages, and suspicious activity. This section should link clearly to your incident response plan.
Important elements include:
- Who employees should contact first.
- How to contain a cyber attack.
- The role of the incident response team.
- How to assess affected systems and restore normal operations.
- Requirements for disaster recovery and maintaining business continuity.
- When to involve relevant stakeholders, such as legal teams or senior management.
- How to document all response actions for audit purposes.
These procedures help minimise operational disruption and reduce potential legal liability.
Step 5: Define employee responsibilities
A cyber security policy only works if employees understand their part in protecting information. This section should clearly outline staff expectations.
This may include:
- Following approved security procedures.
- Using strong passwords and enabling multi factor authentication.
- Keeping devices up to date.
- Reporting incidents immediately.
- Protecting confidential information when outside the office.
- Completing required employee training.
You can also include responsibilities for managers, IT teams, and specialist staff.
Step 6: Maintain ongoing compliance
A cyber security policy is not a one-off exercise. Emerging threats, new technologies, and updated legislation mean the policy must be reviewed regularly.
Include guidance on:
- Reviewing the policy at least annually.
- Updating it following major cyber incidents or regulatory changes.
- Regularly testing controls such as backups and authentication.
- Ensuring the organisation continues to ensure ongoing compliance with relevant regulations.
This helps the policy remain current and aligned with industry best practices.
Step 7: Provide a cyber security policy template for staff
Where possible, provide a simple cyber security policy template or summary document for staff. This helps ensure the key points are easy to access and understand. Many organisations also create short checklists for teams dealing with confidential data or mobile devices.
A template can include:
- Key responsibilities
- Contact details for the security team
- Steps to follow during a suspected incident
- Rules around access, device use, and email safety
This also supports consistent adoption across the organisation.
Why work with Zenzero?
Creating a cyber security policy can be complex, especially when balancing day-to-day operations, compliance needs, and evolving cyber threats. Working with a trusted partner like Zenzero makes the process simpler and more reliable.
Zenzero offers:
- Access to experienced security specialists.
- Support with risk assessment, incident planning, and technical controls.
- Guidance on aligning your policy with relevant laws and regulatory compliance requirements.
- Practical advice tailored to your business systems, culture, and operations.
- Assistance developing a workable response plan and incident response procedures.
- Ongoing support to help you maintain ongoing compliance and adapt to evolving threats.
We help you build a policy that is realistic, effective, and aligned with your organisation’s goals.
If you would like support creating your cyber security policy, or if you want help reviewing your current approach, the Zenzero team is here to assist.
Get in touch with Zenzero to strengthen your cyber security and protect your digital assets.