SharePoint Vendor Access Policy Template

Introduction – SharePoint Vendor Access Policy From time to time, differing Vendors including Microsoft, will play an important role in the support of hardware and software of the SharePoint implementation, providing vital operations knowledge and consulting. Vendors assigned to work with the SharePoint implementation will be allowed to view, copy and modify data and audit logs, they correct software and operating systems problems, they can monitor and fine tune system performance, they can monitor hardware performance and errors, they can modify environmental systems, and reset alarm thresholds. Setting limits and controls on what can be seen, copied, modified, and controlled by vendors will eliminate or reduce the risk of loss of revenue, liability, loss of trust, and embarrassment to [SharePoint Portal Owning Organization].
Purpose The purpose of the [Organization] SharePoint Vendor Access Policy is to establish the rules for vendor access to [Organization] SharePoint resources and support services (A/C, UPS, PDU, fire suppression, etc.), vendor responsibilities, and protection of [Organization] information.
Audience The [Organization] SharePoint Vendor Access Policy applies to all individuals that are responsible for the installation of new SharePoint assets, and the operations and maintenance of existing SharePoint resources and who do or may allow vendor access for maintenance, monitoring and troubleshooting purposes.
SharePoint Server Vendor Access Policy Vendors must comply with all applicable [Organization] policies, practice standards and agreements, including, but not limited to:
Safety Policies
Privacy Policies
Security Policies
Auditing Policies
Software Licensing Policies
Acceptable Use Policies
Vendor agreements and contracts must specify:

  • The [Organization] information the vendor should have access to
  • How [Organization] information is to be protected by the vendor
  • Acceptable methods for the return, destruction or disposal of [Organization] information in the vendor’s possession at the end of the contract
  • The Vendor must only use [Organization] information and SharePoint resources for the purpose of the business agreement
  • Any other [Organization] information acquired by the vendor in the course of the contract cannot be used for the vendor’s own purposes or divulged to others
  • [Organization] will provide an [SharePoint Portal Owning Division] point of contact for the Vendor. The point of contact will work with the Vendor to make certain the Vendor is in compliance with these policies.
  • Each vendor must provide [Organization] with a list of all employees working on the SharePoint contract. The list must be updated and provided to [Organization] within 24 hours of staff changes.
  • Each on-site vendor employee must acquire a [Organization] identification badge that will be displayed at all times while on [Organization] premises. The badge must be returned to [Organization] when the employee leaves the contract or at the end of the contract.
  • Each vendor employee with access to [Organization] sensitive information must be cleared to handle that information.
  • Vendor personnel must report all security incidents directly to the appropriate [Organization] personnel.
  • If vendor management is involved in [Organization] security incident management the responsibilities and details must be specified in the contract.
  • Vendor must follow all applicable [Organization] change control processes and procedures.
  • Regular work hours and duties will be defined in the contract. Work outside of defined parameters must be approved in writing by appropriate [Organization] management.
SharePoint Server Vendor Access Policy Supporting Information
  • Any and all [Organization] SharePoint security controls must not be bypassed or disabled.
  • SharePoint Security awareness by [Organization] personnel must be continually emphasized, reinforced, updated and validated.
  • All [Organization] SharePoint users are responsible for managing their use of SharePoint and are accountable for their actions relating to SharePoint security. Users are also equally responsible for reporting any suspected or confirmed violations of this policy to the appropriate management responsible for SharePoint security incident handling.
  • User SharePoint account passwords shall be protected by the individual user from use by, or disclosure to, any other individual or organization. All security violations shall be reported to respectful SharePoint security incident handling management.
  • Access to, change to, and use of SharePoint Account Managmenet Policy must be strictly secured. SharePoint information access authority for each user must be reviewed on a regular basis, as well as each job status change such as: a transfer, promotion, demotion, or termination of service.
  • The use of SharePoint must be for officially authorized business purposes only. There is no guarantee of personal privacy or access to tools such as, but not limited to; SharePoint areas, WSS team sites, any and all collaboration and communication functionality, and any sister sever integrations (i.e. integrated Microsoft Exchange environments). The use of Sharepoint and SharePoint related tools may be monitored to fulfill complaint or investigation requirements, including forensic an analysis into IDS or other security systems. Departments responsible for custody and operations of the SharePoint servers (custodian departments) shall be responsible for proper authorization of SharePoint server utilization, the establishment of effective use, and reporting of performance to management.
  • Any data housed within SharePoint must be kept confidential and secure by the respectful [Organization] SharePoint user. The fact that the business data may be stored electronically (i.e. document library or SharePoint list) does not change the requirement to keep the information confidential and secure. The type of information or the information itself is the basis for determining whether the data must be kept confidential and secure. Furthermore if this data is stored in a paper or electronic format, or if the data is copied, printed, or electronically transmitted the data must still be protected as confidential and secured.
  • On termination of the relationship with the Sharepoint user all security policies for [Organization] apply and remain in force surviving the terminated relationship.
  • [Organization] server custodian departments must provide adequate access controls in order to monitor SharePoint systems to protect business data and associated programs from misuse in accordance with the needs defined by owner departments. All SharePoint access must be properly documented, authorized and controlled, following [Organization] standardized processes.
  • All [Organization] departments must carefully assess the risk of unauthorized alteration, unauthorized disclosure, or loss of the data within the [Organization] SharePoint environment for which they are responsible and ensure, through the use of monitoring mechanisms such that [Organization] is protected from damage, monetary or otherwise. SharePoint owners and server custodian departments must have appropriate backup and contingency plans for disaster recovery based on risk assessment and business requirements.
Disciplinary Actions Violation of this policy may result in disciplinary action which may include termination for employees and temporaries; a termination of employment relations in the case of contractors or consultants; dismissal for interns and volunteers; or suspension or expulsion in the case of a student. Additionally, individuals are subject to loss of [Organization] SharePoint access privileges, civil, and criminal prosecution.
Compliance / Regulation Contributed to by this Policy
  • Copyright Act of 1976
  • Foreign Corrupt Practices Act of 1977
  • Computer Fraud and Abuse Act of 1986
  • Computer Security Act of 1987
  • The Health Insurance Portability and Accountability Act of 1996 (HIPAA)