SharePoint Privacy Policy Template

Introduction – SharePoint Server Private / Public Privacy Policy SharePoint Privacy Policies are mechanisms used to establish the limits and expectations for the users of [Organization] SharePoint resources. Internal [Organization] SharePoint users should have no expectation of privacy with respect to SharePoint resources. External users should have the expectation of complete privacy, except in the case of suspected wrongdoing, with respect to SharePoint resources.
Purpose The purpose of the [Organization] SharePoint Privacy Policy is to clearly communicate the [Organization] Information Technology Privacy expectations to users.
Audience The [Organization] SharePoint Privacy Policy applies equally to all individuals who use any [Organization] SharePoint resources.
SharePoint Server Private / Public Privacy Policy
  • Electronic files created, sent, received, or stored on SharePoint owned, leased, administered, or otherwise under the custody and control of [Organization] are not private and may be accessed by [Organization] SharePoint and Systems Administrators for various purposes at any time without knowledge of the SharePoint user or content owner.
  • Electronic files created, sent, received, or stored on computers owned, leased administered, or otherwise under the custody and control of [Organization] are the property of [Organization].
  • To manage systems and enforce security, [Organization] may log, review, and otherwise utilize any information stored on or passing through its SharePoint systems in accordance with the provisions and safeguards. For these same purposes, [Organization] may also capture User activity such as telephone numbers dialed and WSS sites visited.
  • A wide variety of third parties may have entrusted their information to [Organization] for business purposes, and all workers at [Organization] must do their best to safeguard the privacy and security of this information. The most important of these third parties is the individual customer; customer account data is accordingly confidential and access will be strictly limited based on business need for access.
  • [Organization] SharePoint users must report any weaknesses in [Organization] SharePoint security, any incidents of possible misuse or violation of this agreement to the proper authorities by contacting the appropriate management.
  • [Organization] SharePoint users must not attempt to access any data or programs contained on [Organization] systems for which they do not have authorization or explicit consent.
SharePoint Privacy Policy Distribution [Organization] SharePoint sites may be available to the general public must contain a Privacy Statement. An example privacy statement must be embedded within this policy.

[Organization] SharePoint Privacy Statement on the Use of Information Gathered from the Public
The following statement applies only to members of the general public and is intended to address concerns about the types of information gathered from the public, if any, and how that information is used.

I. Cookies
A cookie is a small file containing information that is placed on a user’s computer by a web server. Typically, these files are used to enhance the user’s experience of the site, to help users move between pages in a database, or to customize information for a user.
Any information that [Organization] webservers may store in cookies is used for internal purposes only. Cookie data is not used in any way that would disclose personally identifiable information to outside parties unless [Organization] is legally required to do so in connection with law enforcement investigations or other legal proceedings.

II. Logs and Network Monitoring
[Organization] maintains log files of all access to its SharePoint sites and also monitors network traffic for the purposes of site management. This information is used to help diagnose problems with the server and to carry out other administrative tasks. Log analysis tools are also used to create summary statistics to determine which information is of most interest to users, to identify system problem areas, or to help determine technical requirements.

Information such as the following is collected in these files:
Hostname: the hostname and/or IP address of the computer requesting access to the site
User-Agent: the type of browser, its version, and the operating system of the computer requesting access (e.g., Netscape 4 for Windows, IE 4 for Macintosh, etc.)
Referrer: the web page the user came from
System date: the date and time on the server at the time of access
Full request: the exact request the user made
Status: the status code the server returned, e.g., fulfilled request, file not found
Content length: the size, in bytes, of the file sent to the user
Method: the request method used by the browser (e.g., post, get)
Universal Resource Identifier (URI): the location of the particular resource requested. (More commonly known as a URL.)
Query string of the URI: anything after a question mark in a URI. For example, if a keyword search has been requested, the search word will appear in the query string.
Protocol: the technical protocol and version used, i.e., http 1.0, ftp, etc.
The above information is not used in any way that would reveal personally identifying information to outside parties unless [Organization] is legally required to do so in connection with law enforcement investigations or other legal proceedings.

III. Email and Form Information
If a member of the general public sends [Organization] an e-mail message or fills out a web-based form with a question or comment that contains personally identifying information, that information will only be used to respond to the request and analyze trends. The message may be redirected to another government agency or person who is better able to answer your question. Such information is not used in any way that would reveal personally identifying information to outside parties unless System Administration is legally required to do so in connection with law enforcement investigations or other legal proceedings.

IV. Links
This site may contain links to other sites. [Organization] is not responsible for the privacy practices or the content of such websites.

V. Security
This site has security measures in place to protect from loss, misuse and alteration of the information.
Contacting [Organization]
If there are any questions about this privacy statement, the practices of this site, or dealings with this website, contact
xxxxxx@xxxxxxx.xxx

SharePoint Server Private / Public Privacy Policy Supporting Information
  • 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.
  • [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.
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)
Share

SharePoint Account Management Policy Template

Introduction – SharePoint Account Management Security Policy SharePoint accounts are the means used to grant access to [Organization]’s SharePoint Portal. These accounts provide a means of providing accountability, a key to security, for SharePoint property usage. This means that creating, controlling, and monitoring all SharePoint account is extremely important to the overall [Organization] security program.
Purpose The purpose of the [Organization] SharePoint Account Management Security Policy is to establish the rules for the creation, monitoring, control and removal of SharePoint user accounts.
Audience The [Organization] Account Management Security Policy applies equally to all individuals with authorized access to any [Organization] SharePoint and associated Information Technology property.
SharePoint Account Management Security Policy
  • All SharePoint user accounts created must have an associated request and approval that is appropriate for the [Organization] SharePoint system.
  • All SharePoint users must sign the [Organization] SharePoint Security Acknowledgement and Nondisclosure Agreement before access to the SharePoint implementation.
  • All SharePoint accounts must be uniquely identifiable using the assigned user name.
  • All default SharePoint user passwords for accounts must be constructed in accordance with the [Organization] Password Policy.
  • All SharePoint user accounts must have a password expiration that complies with the [Organization] Password Policy.
  • SharePoint accounts of individuals on extended leave (more than 30 days) will be disabled.
  • All new user SharePoint accounts that have not been accessed within 30 days of creation will be disabled.

SharePoint Administrators or other designated SharePoint staff:

1. are responsible for removing SharePoint accounts of individuals that change roles within [Organization] or are separated from their relationship with [Organization]

2. must have a documented process to modify a SharePoint user account to accommodate situations such as name changes, accounting changes and permission changes

3. must have a documented process for periodically reviewing existing SharePoint accounts for validity

4. are subject to independent audit review without disclouse

5. must provide a list of SharePoint accounts for the portals / sites they administer when requested by authorized [Organization] management

6. must cooperate with authorized [Organization] management investigating SharePoint security incidents

SharePoint Account Management Security 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 Management 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)
Introduction – SharePoint Account Management Security Policy SharePoint accounts are the means used to grant access to [Organization]’s SharePoint instance. These accounts provide a means of providing accountability, a key to security, for SharePoint property usage. This means that creating, controlling, and monitoring all SharePoint accounts is extremely important to the overall [Organization] security program.
Purpose The purpose of the [Organization] SharePoint Account Management Security Policy is to establish the rules for the creation, monitoring, control and removal of SharePoint user accounts.
Audience The [Organization] Account Management Security Policy applies equally to all individuals with authorized access to any [Organization] SharePoint and associated Information Technology property.
SharePoint Account Management Security Policy
  • All SharePoint user accounts created must have an associated request and approval that is appropriate for the [Organization] SharePoint system.
  • All SharePoint users must sign the [Organization]SharePoint Security Acknowledgement and Nondisclosure Agreement before access to the SharePoint implementation.
  • All SharePoint accounts must be uniquely identifiable using the assigned user name.
  • All default SharePoint user passwords for accounts must be constructed in accordance with the [Organization] Password Policy.
  • All SharePoint user accounts must have a password expiration that complies with the [Organization] Password Policy.
  • SharePoint accounts of individuals on extended leave (more than 30 days) will be disabled.
  • All new user SharePoint accounts that have not been accessed within 30 days of creation will be disabled.

SharePoint Administrators or other designated SharePoint staff:

1. are responsible for removing SharePoint accounts of individuals that change roles within [Organization] or are separated from their relationship with [SharePoint Portal Owning Organization]

2. must have a documented process to modify a SharePoint user account to accommodate situations such as name changes, accounting changes and permission changes

3. must have a documented process for periodically reviewing existing SharePoint accounts for validity

4. are subject to independent audit review without disclouse

5. must provide a list of SharePoint accounts for the portals / sites they administer when requested by authorized [Organization] management

6. must cooperate with authorized [Organization] management investigating SharePoint security incidents

SharePoint Account Management Security 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)
Share

SharePoint Physical Access Policy Template

Introduction – SharePoint Server Physical Access Policy SharePoint support staff, security administrators, SharePoint administrators, and others may have physical SharePoint server access requirements as part of their job function. The granting, controlling, and monitoring of the physical access to [Organization] SharePoint servers is extremely important to an overall Communications and Collaborations security program.
Purpose The purpose of the [Organization] SharePoint Physical Access Policy is to establish the rules for the granting, control, monitoring, and removal of physical SharePoint server access to [Organization] facilities where SharePoint servers might reside.
Audience The [Organization] Server Hardening Policy applies to all individuals that are responsible for the installation of new SharePoint property, the operations of existing SharePoint property, and individuals charged with SharePoint security, as well as data owners.
SharePoint Server Physical Access Policy Policy
  • All physical security systems where SharePoint is going to reside must comply with applicable all applicable regulations such as, but not limited to, building codes and fire prevention codes.
  • Physical access to all [Organization] SharePoint resources facilities must be documented and managed.
  • All [Organization] facilities must be physically protected in proportion to the criticality or importance of their function at [SharePoint Portal Owning Organization].
  • Access to SharePoint server facilities must be granted only to [Organization] support personnel, and contractors, whose job responsibilities require access to that facility.
  • The process for granting card and/or key access to SharePoint server facilities must include the approval of the person responsible for the facility.
  • Each individual that is granted access rights to a SharePoint server facility must receive emergency procedures training for the facility and must sign the appropriate access and non-disclosure agreements.
  • Requests for access must come from the applicable [SharePoint Portal Owning Organization]. data/system owner.
  • Access cards and/or keys must not be shared or loaned to others.
  • Access cards and/or keys that are no longer required must be returned to the person responsible for the SharePoint server facility. Cards must not be reallocated to another individual bypassing the return process.
  • Lost or stolen access cards and/or keys must be reported to the person responsible for the SharePoint server facility.
  • All SharePoint server facilities that allow access to visitors will track visitor access with a sign in/out log.
  • Visitors must be escorted in card access controlled areas SharePoint server facilities.
  • The person responsible for the SharePoint server facility must review access records and visitor logs for the facility on a periodic basis and investigate any unusual access.
  • The person responsible for the SharePoint server facility must review card and/or key access rights for the facility on a periodic basis and remove access for individuals that no longer require access.
  • Signage for restricted access rooms and locations must be practical, yet minimal discernible evidence of the importance of the location should be displayed.
  • Card access records and visitor logs for areas SharePoint server facilities must be kept for routine review based upon the criticality of the SharePoint and other Information Technology resources being protected.
  • The person responsible for the SharePoint server facility must remove the card and/or key access rights of individuals that change roles within [SharePoint Portal Owning Organization]. or are separated from their relationship with [SharePoint Portal Owning Organization].
SharePoint Server Physical 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.
  • All SharePoint software programs, SharePoint applications, Web Part / Application source code, Web Part / Application object code, documentation and general operational data shall be guarded and protected as if it were [Organization] property.
  • 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.
  • [Organization] SharePoint implementation(s) and/or associated equipment used for [Organization] SharePoint implementations that are conducted and managed outside of [Organization] control must meet contractual requirements and be subject to monitoring by appropriate SharePoint administrators as well as other parties.
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)
Share