How to Create an Information Security Policy

An information security policy is a document that defines guidelines, rules, and procedures to protect sensitive information from threats such as data leaks, cyberattacks (attempts to breach systems, steal information, or cause digital damage), and unauthorized access (people without permission accessing critical information). Examples include:

• Prohibiting the use of personal devices to access corporate systems without authorization.
• Defining who can access financial files and under what circumstances.

However, many companies, especially small and medium-sized ones, still neglect to create this document, putting their data and reputation at risk. Small businesses often believe they are less exposed to attacks, but their lean structure may make them even more vulnerable.

What is an Information Security Policy?

An information security policy is a practical manual that guides employees and partners on how to securely access, store, and share data. It covers everything from internal company data (e.g., financial reports, market strategies) to client data (e.g., Social Security numbers, payment information).

Practical examples:

• Personal Device Use: Is it allowed to access the company system using a mobile phone? Which apps are trusted?
• File Sharing: Can an employee send contracts to partners via email? Only secure systems, such as Google Drive with restricted access, should be used.

What is sensitive information?

Sensitive information refers to data that could harm the company or individuals if exposed. Examples:

• Financial Data: Invoices, balance sheets, bank accounts.
• Personal Information: Social Security numbers, addresses, employee and client details.
• Intellectual Property: Marketing strategies, patents, and projects in development.

Why Does Your Company Need an Information Security Policy?

An effective policy brings benefits such as:

• Preventing Data Leaks: Protects information from being accessed or shared inappropriately. Example: Setting different passwords for each department.
• Compliance with Laws Like the LGPD: Helps the company avoid fines and penalties.
• Protection Against Cyberattacks: Prevents impacts such as:
  • Data Loss: Files deleted or stolen by ransomware (malware that “kidnaps” files until a ransom is paid).
  • Operational Downtime: Companies can have systems blocked, resulting in financial losses.
  • High Costs: Companies spend on consultants, fines, and system recovery after an incident.

How to Create an Information Security Policy: Step by Step

1. Identify Sensitive Data and Map Risks

Practical example:

• Make a list of the company’s most critical data:
  • Sales reports (financial).
  • Client data (personal).
  • Ongoing projects (intellectual property).
• Map vulnerabilities: Does the server have updated backups? Do employees share files via personal emails? These practices can be risky.

2. Adapt to Small and Medium-Sized Businesses

If your company is small and lacks a structured IT department:

• Create a Team with Combined Roles: An IT professional can take on the responsibility of monitoring access, and the manager can oversee general rules.
• Use Solutions Like STWBRASIL’s Box Security: Facilitates access restriction, data classification, and protection with automated tools.

3. Structure the Policy Elements

• Access Control: STWBRASIL’s Box Security can restrict access by hierarchical levels, preventing all employees from having unrestricted access to critical information.
• Information Classification: Use cloud systems – such as Google Drive, to create folders organized by levels: “Confidential,” “Restricted,” and “Public.” Limit who can access them.
  • Use our Cloud service to migrate all your company’s files to the cloud, allowing you to access them securely from anywhere in the world.
• Device Usage: Examples of rules:
  • Allow remote access only with a secure VPN.
  • Prohibit connections to unprotected public networks.
• Password Management: Suggest password management tools like LastPass or Dashlane. Send automatic reminders quarterly for password changes.
• Data Encryption: Encryption converts information into unreadable codes for third parties. With Box Security, this is automated, requiring no employee actions.

4. Develop Incident Response Procedures

Include:

• Who to Contact: In case of an attack, contacting STWBRASIL ensures an emergency response.
• Steps to Contain the Incident: Disconnect the affected system and review logs.
• Preservation of Digital Evidence: Use STWBRASIL’s Digital Forensics service to collect admissible evidence in legal proceedings.

5. Invest in Training and Awareness

Promote lectures and workshops on topics such as:

• How to identify phishing emails (fraudulent messages designed to steal data).
• The importance of strong and unique passwords.
• Best practices for using mobile devices at work.

Conclusion: Ensure Data Protection with Expert Support

Creating an information security policy doesn’t have to be challenging. With the right steps and solutions like those offered by STWBRASIL, your company will be prepared to face digital challenges.

Contact STWBRASIL for expert support in creating, implementing, and monitoring your security policy.