Acceptable Use Policy template for Google Docs and Word

The first pages of the Acceptable Use Policy template

Every page (7)

Overview

Staff follow an IT policy when it is short, specific and gives reasons. This seven-page template defines who and what is covered, sets numbered rules with examples, lists what is never allowed, explains what to do after a suspicious email, shows monitoring figures and sets deadlines for reporting breaches.

The sample is policy AUP-04, version 2.1, for a fictional logistics firm, with a 12-character password rule, training within 30 days, reports within 24 hours and a review date of 12 March 2028. Replace the rules, figures, names and contacts with your own, then have the policy approved.

Useful for

An IT manager writing a first acceptable use policy for a growing logistics or distribution business
A compliance lead preparing a policy pack for an audit or a customer security questionnaire
An office manager updating staff rules after a phishing incident or a lost laptop

What's included

A scope page that compares what is in and out of scope, with definitions and an exclusions note
A numbered policy page with purpose, definitions, rules and responsibilities
A prohibited use page with a four-step reporting process and a plan for when someone has clicked
A monitoring scorecard with training, reports, incidents and costs
A breach risk register and a handling table with deadlines, plus a guide to making it yours

How to use it

1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
2
Replace the policy number, version, owner and review date, then update the scope table for your own people, devices and systems.
3
Rewrite the rules and prohibited use for your business, and give a reason or an example for each rule.
4
Enter your own monitoring figures, breach contacts and deadlines, and check that each deadline is one you can meet.
5
Delete the guide page, then send the policy for approval and share it with staff.

What you need

Requirements

A Google account with access to Google Drive

Works with

Google Docs
Microsoft Word (download the .docx)

Questions

Are the company, people and figures real?

No. Pennyroyal Logistics, the people, phone numbers and every figure in the policy are fictional sample data. Replace them with your own before you publish.

Does this policy replace legal advice?

No. It is a layout and sample wording. Data protection and employment rules vary, so ask a qualified adviser to check the final policy before you issue it.

How often should the policy be reviewed?

Review it at least every 12 months, and after any serious incident or major system change. Put the next review date on the first page.

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#google-docs-template

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