Why You Need a Computer Use Policy (And How to Make Writing One Less Painful)

What Is a Computer Use Policy?

Despite the name, a computer use policy goes far beyond just computers. Think of it as a master document that guides how all technology—computers, mobile devices, email, internet, and even AI—is used within your organization.

At its core, a computer use policy is:

• A Code of Conduct for the digital workplace.
• A guideline that defines what is acceptable (and not acceptable) technology use.
• A tool for helping staff, volunteers, and authorized users understand their responsibilities.

Why Your Organization Needs One

Here are four key reasons why every nonprofit and business should have a computer use policy in place:

1. Protection Against Risk

Your policy acts as a first line of defense by guiding how staff use technology. For example, it may restrict unauthorized software downloads or require password protection for devices, both of which reduce the risk of malware or system failure.

2. Legal and Regulatory Compliance

Especially for nonprofits handling personal data, compliance with privacy laws like GDPR or HIPAA is non-negotiable. A clear policy outlines how sensitive data is handled and helps demonstrate that your organization is meeting its legal obligations.

3. Establishing Accountability

A policy clearly outlines roles, responsibilities, and consequences for misuse. It fosters a culture where every user is part of the cybersecurity effort—not just the IT team.

4. Promoting a Professional Culture

From email etiquette to social media use, your policy sets the tone for how employees behave online and use digital tools. It helps maintain professionalism and reinforces your organizational values.

What Should a Computer Use Policy Include?

As technology and work environments evolve, so should your policy. Here are the common areas it should cover:

✅ Acceptable Use - Outlines what's appropriate when using the internet, email, and other digital tools.

✅ Email and Communication - Covers etiquette (like when to BCC), handling shared accounts, and avoiding phishing scams.

✅ Device Security and Passwords - Defines password strength, update frequency, and securing devices, especially in public or remote settings.

✅ Social Media Conduct - Explains how to represent the organization online, including personal posts related to work.

✅ Bring Your Own Device (BYOD) - Provides guidelines for employees using personal devices for work, including security protocols and software requirements.

✅ Remote Work and AI Use - Addresses emerging challenges such as securing remote connections and responsibly using generative AI tools.

What Happens If You Don’t Have a Policy?

Not having a computer use policy exposes your organization to several avoidable risks:

• Cybersecurity threats: Employees may unknowingly engage in risky behaviors, such as accessing unsecured networks or clicking suspicious links.
• Legal issues: Without documented policies, it’s hard to prove compliance with data protection regulations.
• Productivity loss: Lack of guidelines may lead to misuse of resources, like excessive social media use or gaming during work hours.

Still not convinced? Read this blog on how even high-profile, multimillion dollar companies can get wrapped up in litigation boiling down to their Computer Use Policy

Policies Alone Aren’t Enough

Even the best-written policy isn’t a silver bullet. Here’s what a policy can’t do:

• Replace training: Staff still need education to recognize phishing scams or set up multi-factor authentication.
• Eliminate all risks: Policies help reduce threats, but human error and cyberattacks can still occur.
• Be a one-size-fits-all: Every organization is unique. A generic template might leave dangerous gaps.
• That’s why it’s important to build a policy tailored to your organization’s specific needs.

Introducing PolicyBuilder: Make It Easy, Make It Right

Let’s circle back to the part that gives most people a headache: actually writing the policy. PolicyBuilder, developed by Tech Impact, is a user-friendly tool designed to help nonprofits create customized, comprehensive computer use policies in a fraction of the time. 

Here’s how it works:

1. Framework, not a blank page: PolicyBuilder offers prompts for each policy section so you’re not starting from scratch.

    2. Tailored for your needs: You can indicate whether you need a new policy, want to review an existing one, or are satisfied with your current approach.

    3. Guided development: Built on the Qualtrics platform, it includes videos and descriptions to help you understand each policy area.

    4. AI-assisted customization: The tool uses publicly available generative AI to draft your policy, based on your input. (Don’t worry—it won’t include sensitive information unless you input it directly.)

    5. Editable format: You’ll receive a Word document within 2–3 business days that you can review, revise, and finalize with your team.

Writing a computer use policy doesn’t have to be a dreaded task. With tools like PolicyBuilder, the process becomes more manageable—and more importantly, more effective. 

Let’s take the dread out of writing computer use policies—because while no one may love writing them, everyone benefits from having a good one.Ready to get started? Explore how PolicyBuilder can simplify the process and give your organization the digital safety net it needs.

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