How SMBs Can Create a Cybersecurity Policy
A cybersecurity policy does not need to be long or complicated. For most SMBs, a 3–5 page document that explains “what to do and why” is enough to reduce risk dramatically.
A good policy tells employees:
How to use company devices
How to handle sensitive data
How to stay safe online
What to do if something goes wrong
This guide walks you through building your policy from scratch.
1. Start with the Purpose and Scope
Purpose:
Explain why the policy exists—protecting data, employees, customers, and the business.
Scope:
Specify which people and systems it applies to:
Employees
Contractors
Interns
Company laptops, phones, and cloud accounts
Example:
“This policy applies to all employees and contractors who access company systems, data, or equipment.”
2. Define Roles and Responsibilities
You don’t need a dedicated IT department. Just clarify who is responsible for what.
Common roles:
Business Owner / Manager: Approves policy, oversees security.
IT Lead (internal or outsourced): Manages devices, backups, updates.
Employees: Follow rules, report suspicious activity.
Example:
“All employees are responsible for reporting suspected phishing emails.”
3. Establish Password & Account Requirements
At minimum include:
Password rules
Use a password manager
Use strong unique passwords
Change passwords only when compromised (modern best practice)
Multi-Factor Authentication (MFA)
Require MFA for:
File storage
Finance systems
Admin accounts
Cloud services
Example:
“Multi-Factor Authentication is required for all company accounts.”
4. Define Acceptable Use of Devices and Internet
Clarify what employees can and cannot do when using:
Company laptops/phones
Office Wi-Fi
Email and messaging apps
Personal devices (BYOD)
Include rules such as:
No installing unauthorized software
No disabling security features
No sharing login credentials
No connecting to untrusted Wi-Fi without a VPN
Company data must not be stored unencrypted
Work devices must be locked when unattended
5. Include Data Handling & Privacy Rules
SMBs often collect sensitive data—customer records, payment info, employee data.
Define how this data should be handled:
Access only on approved devices
Store only in approved cloud systems (Google/Microsoft/Dropbox)
No storing sensitive files on USB drives
Follow “least privilege”—only access data needed for the job
Share data securely (never via personal email)
6. Define Device Security Requirements
Protect laptops, phones, tablets, and desktops.
Requirements should include:
Auto-install updates for OS and applications
Disk encryption (BitLocker/FileVault)
Screen lock after 5 minutes
Antivirus or built-in protection
Remote wipe ability for lost/stolen devices (Google Workspace / MDM tools)
Example:
“All company laptops must have full-disk encryption enabled.”
7. Cloud Security & SaaS Usage Rules
Most SMBs rely heavily on cloud tools. The policy should clarify:
Approved systems (examples):
Google Workspace / Microsoft 365
Slack
QuickBooks Online
CRM or HR systems
Rules:
Use company-managed accounts
Do not store company data in personal cloud accounts
Only IT/admins can create new SaaS accounts
8. Email, Messaging & Communication Security
Include guidance such as:
Never email passwords or sensitive data
Use secure file sharing (Google Drive, OneDrive, Dropbox)
Be cautious with links and attachments
Report suspicious messages immediately
This is essential because phishing causes 90% of breaches in SMBs.
9. Backup & Recovery Requirements
Define:
What gets backed up?
Key business files
Databases
Cloud storage
How often?
Automatic daily backups
Where?
Offsite/cloud backup provider
Who monitors backups?
Assigned IT lead
Example:
“Critical company data must be backed up daily to an encrypted cloud provider.”
10. Incident Reporting and Response
Make this section simple and actionable.
Employees must report:
Lost or stolen devices
Phishing attempts
Malware alerts
Suspicious login notifications
Data exposure or accidental sharing
Provide clear steps:
Who to contact (IT, owner, security lead)
How to report (email, ticket, phone)
What information to include
11. Remote Work & BYOD Policy (Optional but Important)
If employees use personal devices for work:
Require:
Updated OS and software
Password/PIN or biometrics
Screen lock
No sharing device with family
Company data stored only in approved cloud apps
12. Cyber Insurance (Optional but Recommended)
Document:
Whether you hold a cyber insurance policy
Contact information
Notification requirements
Many cyber insurance providers require that your SMB has a written security policy.
13. Review & Update Schedule
Cybersecurity policies should be reviewed:
Annually
After major system changes
After a security incident
Put it in writing.
Example:
“This policy will be reviewed every 12 months.”
14. Provide Employee Training
Even a simple 30-minute session helps.
Your policy should state that:
All employees must receive basic cybersecurity training
Training must repeat annually
New hires complete training in their first week
15. Get Employee Acknowledgment
Ask employees to sign:
A one-page form
Or check a box in HR software
This ensures they’ve read and agree to the policy.
📄 SIMPLE TEMPLATE: SMB CYBERSECURITY POLICY
(Copy/paste and customize)
1. Purpose
This policy exists to protect company data, employees, and customers from cybersecurity threats.
2. Scope
This policy applies to all employees, contractors, interns, and anyone who accesses company systems or equipment.
3. Roles & Responsibilities
Management oversees cybersecurity.
IT Lead manages devices, accounts, and backups.
Employees must follow this policy and report suspicious activity.
4. Passwords & MFA
Use strong, unique passwords stored in a password manager.
MFA is required for all company accounts.
5. Acceptable Use
Employees may not share passwords, install unauthorized software, or disable security settings.
6. Data Handling
Company data must only be stored in approved cloud systems and must not be emailed to personal accounts.
7. Device Security
Devices must:
Use encryption
Be updated automatically
Use screen locks
Have antivirus enabled
8. Cloud Services
Use only company-managed accounts for cloud tools. Personal accounts are not allowed for business data.
9. Email & Communication
Do not send sensitive data over email. Report phishing immediately.
10. Backups
Important files must be backed up daily to an approved encrypted cloud backup.
11. Incident Reporting
Suspected or confirmed security incidents must be reported to IT immediately.
12. Training
Employees must complete cybersecurity training annually.
13. Review Cycle
This policy will be reviewed annually.
Employee Acknowledgment:
“I have read and agree to follow this cybersecurity policy.”
Final Advice for SMBs
You don’t need enterprise-level tools to be secure.
You need clarity, consistency, and basic controls.
Start small:
Passwords + MFA
Updated devices
Backups
Phishing awareness
Written policy
These five steps protect your business from almost every common cyber threat.
Learn Cyber Security Course in Hyderabad
Read More
Cybersecurity and Small Business
Why Influencers Need Cybersecurity Insurance
How Deepfakes Threaten Digital Creators
How to Spot a Social Engineering Scam in DMs
Visit Our Quality Thought Training Institute in Hyderabad
Subscribe by Email
Follow Updates Articles from This Blog via Email
No Comments