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How to write your Company Internet and Asset Usage Policy
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Use cases for this template
Redwood Forge tames shadow IT and BYOD
The Challenge
Redwood Forge's regional sales reps were blending company time with heavy personal use on their own devices, a torrent client briefly crippled network performance, and an account manager posted screenshots of proposals to social media, all of which exposed sensitive data and showed the absence of clear rules for installing software, prior authorization, and responsible internet use.
The Solution
The firm adopted the Internet and Asset Usage Policy to define acceptable practices, restricted services, and monitoring expectations, while using Proposal Kit's document assembly to tailor the policy language and its AI Writer to create supporting rollout documents, training agendas, a BYOD guideline, and a risk register-and automated line-item quoting to budget direct costs for MDM, employee training, and IT hardening.
The Implementation
Project lead Maya Chen coordinated HR and IT to publish the policy, issued a companion employee handbook addendum, distributed acknowledgment forms, set strong password standards and prior-approval procedures for installing software, and scheduled workshops produced with Proposal Kit templates to help staff understand authorized services like webmail and FTP and how to report incidents.
The Outcome
Unauthorized disclosure stopped, internet activity aligned with job duties, employee productivity improved, and the network stabilized; onboarding now includes a clean packet of policy, FAQs, and training materials produced in Proposal Kit, reducing ramp-up time and audit findings.
BlueThistle Health curbs risky streaming and social posts
The Challenge
A contractor, Jared Pike, streamed large files during work hours and posted a photo that unintentionally revealed appointment data on a monitor, triggering a policy violation review and concerns about security risks, misuse of company equipment, and legal compliance.
The Solution
Leadership reaffirmed the policy's prohibited activities-such as social media disclosures, bandwidth-heavy entertainment, and unapproved software-and used Proposal Kit's AI Writer to generate a formal incident report, a corrective action plan, and a manager coaching guide, while automated line-item quoting forecasted retraining, IT configuration, and communications costs for the remediation plan.
The Implementation
HR and IT delivered a short refresher using Proposal Kit templates that clarified limited personal use, authorized services, and proper authorization, tightened access rights, enforced unique passwords and session locks, and created a clear process for reporting questionable content before it spreads.
The Outcome
There were no repeat violations over the next two quarters, help desk tickets about streaming dropped sharply, and internal auditors reported stronger legal compliance and reduced exposure to data breaches without hurting team morale.
Riverton Public Utilities standardizes vendor access and records readiness
The Challenge
Riverton's field contractors shared credentials, a technician let a family member use a company laptop at home, and an open records request highlighted inconsistent logs, revealing gaps in defining authorized users and enforcing limited personal use.
The Solution
The utility rolled out the policy to set expectations for authorized personnel, restricted services, and monitoring internet activity; Proposal Kit's document assembly produced a vendor onboarding kit, access request forms, and a retention checklist, while the AI Writer created a public summary of acceptable use and a training plan, with line-item quoting used to budget workshops and access clean-up.
The Implementation
CIO Luis Ortega led department briefings, required individual accounts and strong passwords, prohibited device sharing, documented prior authorization steps for remote desktop and SSH, and published reporting channels using Proposal Kit templates so staff could flag suspected unauthorized access quickly.
The Outcome
Vendor onboarding became faster and more consistent, audit trails satisfied records requests, and security incidents declined, with managers crediting the clear, Proposal Kit-supported companion documents for tightening daily practices around technology use.
Abstract
This internet and asset usage policy defines clear guidelines for appropriate use of company equipment, computer systems, and network resources by authorized users, including employees, contractors, vendors, and other authorized users acting on the organization's behalf. Its primary purpose is to protect company data, sensitive data, and proprietary information while maintaining employee productivity, network security, and ensuring legal compliance with applicable laws and regulations. Internet access is a privilege granted to support the employee's work duties, not a right.
Acceptable practices focus on work-related communication and responsible internet use. Limited personal use may include personal email during work hours when the company disclaimer is used, but incidental personal use must not interfere with normal performance or the employee's work duties. The policy applies to company devices and other means of access to information systems.
Prohibited activities include personal commercial ventures, Spam, peer-to-peer file sharing, software piracy, installing software or such software without prior authorization, distributing inappropriate content or sexually explicit material, harassing coworkers, or creating a hostile work environment. Unauthorized disclosure of company information, misuse of intellectual property rights, and linking or displaying company information on inappropriate websites or social media sites are strictly prohibited. Streaming large files, recreational games, gambling, and other malicious activities that interfere with network performance or risk a Trojan horse infection are prohibited. Accessing restricted areas beyond proper authorization is also prohibited and may expose the company to legal liability.
The company provides devices, web browsers, and email clients that are controlled; installing alternative tools or using services such as FTP, SSH, or remote desktop requires prior authorization by authorized personnel. Monitoring internet activity, logs of internet activity, email content, and access attempts supports enforcement, assists in detecting cybersecurity threats, and helps ensure compliance. Policy violations and non-compliance are subject to disciplinary action and possible legal action.
The policy also requires proof of licenses for open source, stock media, and rights-managed assets. Employees should not assume fair use applies; clear documentation protects the integrity and confidentiality of company information and reduces risk and direct costs.
Common examples of use cases include onboarding and employee training, policy creation for an employee handbook, regulating social media and technology use to protect computing resources, and public agencies preparing for open records requests.
Proposal Kit can streamline writing such policies with a policy template, document assembly, and an extensive template library. Its AI Writer can assist in building supporting documents, and automated line-item quoting can help estimate training or implementation services, making it easier to produce clear guidelines and procedures that support the organization's interests.
Additional considerations strengthen the policy's value for employers and employees. Make clear that the company owns the computer equipment, information resources, and company devices; the acceptable use policy should state who is permitted to use each device and when such use is considered acceptable. Defining acceptable and prohibited following activities helps ensure that use of the internet on company time does not expose the workplace to security risks, harassment, or legal issues.
Non-employees, including family members and other acquaintances, should not access company-provided devices. If any user becomes aware of such use or attempts at unauthorized access, they should report it immediately to authorized personnel.
Policies should also address bring-your-own-device situations. When an employee uses their own device or personal devices for work, clarify expectations for incidental use, protection of such content and such material, and the process for restricting access to company information. Security measures, such as strong passwords and unique passwords, timely updates, and prohibiting users from attempting to bypass controls, support a secure environment and reduce the likelihood of data breaches and harm. Include guidance for ancillary tools like fax machines and other information systems to close gaps across all topics of technology use during employment.
Key topics for implementing the policy include simple policy outlines, plain-language examples of what is permitted, and clear procedures for reporting concerns if someone tries to harass coworkers or violates rules. Provide assistance and training so users have the knowledge to follow expectations and understand how to handle devices, credentials, and sensitive data without creating legal issues.
Proposal Kit can assist with this process by supplying a policy template and document assembly tools that speed writing, plus an extensive template library for related procedures and training materials. Its AI Writer can help generate supporting documents, and automated line-item quoting can estimate rollout, employee training, and policy implementation services, helping organizations implement consistent, compliant practices efficiently.
Beyond daily dos and don'ts, organizations benefit from governance that treats network and information resources as a privilege granted for business. Access should be role-based, time-bound, and subject to periodic review, with clear procedures for requesting exceptions and prior authorization. Define how onboarding grants access, how employment changes trigger prompt revocation, and how enforcement escalates from coaching to discipline.
Set expectations for timely report and response: who users contact, what details to provide, and how communication flows during incidents to limit harm. Document who is permitted to use each device and which of the following activities are considered acceptable, so managers and authorized personnel can apply consistent enforcement.
Remote work and bring-your-own-device policies should address personal devices and any owned devices connecting to company networks. Implement security measures such as strong passwords and unique passwords, screen locks, and rules against sharing devices with family members or other acquaintances; non-employees must not handle company devices or data. Guidance should cover preventing unauthorized access, protecting such material and such content, and avoiding harassment (for example, do not harass coworkers via chat or social media). Users must stay aware that use of the internet on company time is monitored to protect a secure environment and reduce security risks, data breaches, and legal issues.
Operationally, outline bandwidth expectations (e.g., large files), retention of logs, and safeguarding communication via email, chat, and fax machines.
Clarify that the company owns computer equipment and information, and that attempting to bypass controls is prohibited. Include key topics like acceptable use policy language, simple policy outlines, plain examples of permitted vs. restricted topics of technology use, and a process for user assistance and training so employees have the knowledge to comply in the workplace.
Proposal Kit can assist employers with policy creation by providing a policy template, document assembly, and an extensive template library. Its AI Writer can generate related procedures and training summaries, and automated line-item quoting can help plan rollout and employee training, streamlining implementation without complexity.
How do you write a Company Internet and Asset Usage Policy document? - The Narrative
INTERNET AND ASSET USAGE POLICY
This policy sets forth guidelines and defines the conditions under which an employee, contractor, vendor, or any other person (user) may use Company business assets, including, but not limited to Company Internet access; its private network(s); its vendors, suppliers and partner's networks; and its Email system or any other access point or connection resource, while conducting business for or on behalf of the Company. The Company makes available its various assets, hardware, software, services, and computer network(s) in order to allow its employees access to resources to effectively execute their job functions and duties. This policy defines the Company's official policy regarding Internet connectivity and usage.
Before access to the Internet via the company network is approved, the user is required to read and sign this Internet Usage and Asset Policy prior to accessing the Internet and Company assets.
Definition(s) of Acceptable Use
Acceptable use shall be defined as, but not limited to the following examples:
Purposes relating to job or for work requirements. Sending or receiving personal mail, so long as any email that is sent using a Company Email account shall have the authorized Company disclaimer at the bottom of the email stating that the contents of this message may not represent the views of the Company. Using instant messaging software for business purposes. Posting to Usenet and other message boards for work purposes.
Making use of any other Internet service or protocol without first obtaining permission from the Company.
Definition(s) of Unacceptable Use
Unacceptable use shall be defined as, but not limited to the following examples:
Using the Internet for personal commercial purposes. Sending bulk, unsolicited email (Spam). Engaging in file sharing or Peer-to-Peer Networking (P2P). Disseminating any confidential information about the Company or its customers and customers.
Disseminating any personal contact information of employees, vendors, contractors, or officers without prior approval. Displaying Company projects, screenshots, materials, references, descriptions, or intellectual property publicly or in personal portfolios or resumes, including the use of Company and Company's Customer trademarks, copyrights, or any other marks or materials that may be deemed in violation of the Company's nondisclosure agreements. Downloading or using excessive amounts of bandwidth of streams of data for non-essential, non-work-related activities.
Downloading Shareware or Freeware programs or software that have not been authorized. Installing ANY Software on a Company computer or other asset without prior approval from a manager or supervisor. Compromising the security of the Company network, company computers, or any other company resource by engaging in unacceptable usage of the Internet.
Competing in or entering contests or other competitions in which Company assets or resources are used or in which email addresses that identify the company are displayed; or any other identification or indication of relationship between the user and the Company of which the Company may not approve. Knowingly causing someone to view content that may be deemed as obscene, immoral, or illegal, or that may cause the Company to be held liable for discrimination or obscenity. Knowingly causing a disruption or interference with any network or user, whether associated with the Company or not.
Engaging in any online activity that negatively depicts race, religion, sex, or creed. Searching for, requesting, acquiring, storing, or disseminating images, text, or data that are pornographic (whether legal or not) or that negatively depict race, religion, sex, age, or creed. Conducting third-party business or personal business enterprise not benefiting the Company, political or religious activity, engaging in illegal or fraudulent activities, or knowingly disseminating false or otherwise libelous materials. Violation of any Copyright, Trademark, Patent or other Intellectual property, whether owned by the Company or not.
Engaging in online gaming or gambling. Engaging in the purchase of goods or services and using a Company credit card, shipping location, or other information that may reflect poorly on the Company. Accessing any Company resource or asset that is not within the scope of the user's normal work and job functions.
Examples include but are not limited to: customer or customer information, personnel files and data, or any other documents not required for the proper execution of the user's normal job functions or duties. Displaying a Company email address or URL on an inappropriate web site that may lead to a loss of reputation for the Company (examples: Adult, Dating, Political, Religious, or other unauthorized or inappropriate web sites). Referencing or hyper-linking (linking) of any Company resource, document, or web site content that may be objectionable to the Company or in violation of this Internet and Asset Usage Policy. Any other illegal purpose, whether listed here or not, that would encourage or conduct criminal activity, offense, exposure to civil liability, or otherwise violate any regulations, local, state, national, or international law, including without limitations US export control laws and regulations.
Consequences of Violations
Violations of the Internet Usage Policy are logged and documented. Violations may lead to a revocation of the employee's Internet access privileges and/or may lead to disciplinary action, including termination. The Company also reserves the right to pursue legal remedy for damages incurred as a result of an employee's violation.
The Company maintains a log that monitors each employee's Internet usage, including but not limited to:
The web sites the employee has accessed. The email addresses and content of such email that the employee sends using Company resources. Logs of chat sessions. Timestamps and logs of files opened, modified, and deleted from the network computers or resources.
All logins to Company secure servers. TCP/IP/UDP packets of data, in part or in whole. Certain illegal activities will require that Company immediately notify or comply with the proper authorities upon discovery. The Company reserves the right to examine any user's Email Account(s), Web Logs, Chat Logs or any other information passed through Company resources or Network or stored on Company computers, at any time and without prior notice.
Inappropriate Use of Resources
Inappropriate use of resources shall be defined as engaging in any activity by users that is inconsistent with the business needs and goals of the Company. Engaging in any activity that adversely affects the user's productivity will not be tolerated. When you access the Internet for business purposes, you are representing the Company with each site or activity you engage in.
Special attention must be paid to such activities that do not directly contribute to the fulfillment of the employee's job description or duties.
Examples include but are not limited to:
"Surfing" the web for non-business purposes. Using a Company email to register for a service, newsletter, or other resource that is not for business purposes. Playing online games or chatting. Downloading of Cracks, Warez, or other illegal Software.
Posting to message boards or Usenet groups for non-business purposes.
Accessing Internet Services
Access to the Internet is provided in order to support Company's business activities and goals. Employees should think of their Internet access as a privilege and that they are accessing this resource on behalf of the Company to do their jobs. At no time is a user allowed to give or grant access rights to any Company service or asset without seeking prior approval from the Company. The Company maintains the following list of Internet services with specific guidelines about how to access them.
Should employees have any questions concerning their responsibilities when accessing these services, they should ask a supervisor or manager for clarification. If at any time employees question whether they should be engaging in a particular activity online, whether for business or not, we encourage them to seek permission if they have any doubt about whether the activity is acceptable or not.
The Company shall provide all required hardware and software to access the following services:
Web Browser: The Company will provide an up-to-date version of the required web browser. Users may not install any other web browser without first getting the approval of a manager or supervisor. Email: The Company will provide an up-to-date version of the required email client software.
Users may not install any other email client without first getting the approval of a manager or supervisor. Web-based Email: The Company maintains a secure, web-based email system for users to connect to when they are not in the office. Users may not connect to the web-based email system until they have installed the official Company security software and receive permission from the Company IT department to connect. File Transfer Protocol (FTP): Users who require FTP access to a Company resource must first seek permission from the Company IT department, which will provide a preferred or required FTP client for the user.
Other Services: (Secure Shell, Remote Desktop, Telnet, etc.): Users who require access to other services must first seek permission from the Company IT department. Due to the ever-changing nature of the Internet and how it is used, the Company may add or remove access to services as it sees fit. If you see a service not listed here, it does not imply that the use of such a service would not constitute a breach of Company policy.
If you require the use of a service not defined or covered in this document, you must first get permission from a supervisor or manager. All unapproved services or access are strictly forbidden.
Responsibility for Online Activities
Users are responsible for their online activities. Each employee must indemnify the Company from all claims of loss, whether direct or indirect, and from any consequential losses suffered by the Company due to a breach of the Company Internet and Asset Policy. Company is not responsible for users who display, store, or otherwise transmit any personal information such as passwords, banking information, credit card numbers, social security or tax ID numbers, or make use of Internet "passports" or "wallets". Company shall not be held liable for damages resulting from any loss of such information, abuse by other parties, or any consequential loss of personal property or injury resulting from the storage or loss of such information.
Rules Governing the Installation of Software on Company Computers
Use of any Company Software in a manner not consistent with its intended use is strictly forbidden. Users must adhere to the licensing restrictions and agreements of each vendor whenever they install or make use of software. Users may not install, copy, or otherwise distribute software in a manner that is not consistent with the Company's software licensing agreement with each vendor. Questions regarding the lawful usage of software should be directed to the Company IT department or to a manager.
A list of acceptable software is maintained by the Company IT Department and you must obtain permission from either the IT Department or a manager prior to any installation of any software on a company computer, network, or resource. Rules Governing the use of "Royalty Free" and "Rights Protected" Images, Source Code, "Open Source," Stock Photography and other Rights-Managed Materials. Use of any "Royalty Free," "Rights Protected" Images, Source Code, "Open Source," Stock Photography or other Rights Managed Materials is limited to those files that can be proven to be covered under the GPL (General Public License) or another verifiable license. All code, images, or other resource incorporated or used in a project for the Company must have on file one or more of the following: 1) The original license file or receipt for the asset used, 2) A transfer of copyright or right to license for a specific purpose, or 3) Any receipt of payments for the asset.
It is the Company's policy that none of the above mentioned items be incorporated into a Company project, customer project, or employed for any other use for or by the Company or its employees, whether public or not. The practices described in this Internet Usage and Asset Policy are current as of Current Date. Company reserves the right to modify or amend this Internet Usage and Asset Policy at any time. Appropriate notice will be given to all employees, contractors, vendors, or other users of Company resources governed under this Agreement concerning such amendments.
I hereby declare that I have read and fully understand my duties and obligations set forth in the above Internet Usage and Asset Policy for Company Name, and I will uphold these duties and obligations at all times.
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Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
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