Workstation Security Policy

1.0 Purpose

The purpose of this Workstation Security Policy is to establish guidelines for securing workstations to protect Western Home Services information systems, data, and assets from unauthorized access, loss, or damage. This policy aims to mitigate the risks associated with the use of workstations, including desktops, laptops, and other computing devices, by defining security standards and best practices for all users.

1.1 Scope

This policy applies to all workstations owned, leased, or managed by Western Home Services, including desktops, laptops, tablets, and any other computing devices that connect to Western Home Services network. It also applies to all employees, contractors, temporary staff, and third-party vendors who use or manage these devices.

1.2 Definitions

Antivirus and Anti-Malware Software: Programs or systems designed to detect, prevent, and remove malicious software, including viruses, worms, Trojans, spyware, and other harmful programs, from workstations.
Firewall: A security system that monitors and controls incoming and outgoing network traffic based on predetermined security rules to prevent unauthorized access to workstations and network resources.
Sensitive or Confidential Information: Any information that, if disclosed, altered, or destroyed without authorization, could harm Western Home Services or its stakeholders. This includes personally identifiable information (PII), financial data, healthcare information (HIPAA), and other protected data.
Physical Security: Measures to prevent unauthorized physical access to workstations, including locking devices, securing equipment, and reporting any loss, theft, or damage of workstations.

1.3 Workstation Config, Security Standards, and User Responsibilities

1.3.1 Operating System and Software:

All workstations must run an approved operating system version and have all necessary security patches and updates installed. The IT department is responsible for maintaining an up-to-date list of approved operating systems and software. Only authorized software and applications may be installed on workstations, and unauthorized software installation is prohibited and may result in disciplinary action. Users are responsible for ensuring they use only approved software and applications on their workstations.

1.3.2 Antivirus and Anti-Malware Protection:

Workstations must have up-to-date antivirus and anti-malware software installed and configured to perform regular scans. The IT department manages and monitors antivirus software to ensure proper function. Users are prohibited from disabling or tampering with the antivirus or anti-malware software.

1.3.3 Firewall and Security Settings:

All workstations must have a firewall enabled to protect against unauthorized access and network threats. The IT department will configure and manage firewall settings to ensure compliance with security standards. Users must adhere to security settings, including password protection, screen lock, and encryption, as defined by Western Home Services security guidelines. Workstations must be locked or logged off when unattended, even for short periods, to protect against unauthorized access.

1.3.4 Data Encryption:

Workstations used to store, process, or transmit sensitive or confidential information must have full-disk encryption enabled to protect data at rest. The IT department ensures that encryption standards are met and maintained. Users must ensure any sensitive data they store locally is encrypted and backed up as required.

1.3.5 Automatic Updates and Patching:

Workstations must be configured to automatically receive and install security updates and patches. The IT department monitors compliance with this requirement and ensures that updates are applied promptly. Users should not tamper with automatic updates and should notify the IT department if updates are not being installed correctly.

1.3.6 Access Control and Authentication:

Users must ensure that their workstation is protected by a strong password compliant with Western Home Services' password policy. Passwords must not be shared or written down in easily accessible locations. Users must lock their workstations or log off when leaving them unattended, even for short periods.

1.3.7 Data Handling and Storage:

Users are prohibited from storing sensitive or confidential information on local drives unless necessary for their work. When sensitive data must be stored locally, it must be encrypted and regularly backed up. Unauthorized storage devices such as USB drives or external hard drives may not be used for organizational data without prior IT department approval.

1.3.8 Physical Security:

Users must ensure their workstation is physically secure and not left in unsecured or public areas. Laptops and portable devices should be locked when left unattended. Any loss, theft, or damage of workstations or devices must be reported immediately to both the supervisor and the IT department.

1.3.9 Prohibited Actions:

Users must not install, download, or use unauthorized software, applications, or tools on their workstations. They must not attempt to bypass or disable security controls such as firewalls, antivirus software, or encryption systems.

1.4 Responsibilities

IT Department: The IT Department is responsible for configuring, deploying, and maintaining workstation security measures, including the installation of operating systems, software, antivirus software, and firewalls. They ensure that all workstations are kept up to date with necessary security patches and updates, manage encryption standards, and monitor compliance with automatic update protocols. The IT Department is also responsible for reviewing security logs, responding to incidents, and enforcing security policies on workstations.
Managers and Supervisors: Managers and supervisors are responsible for ensuring their team members comply with the workstation security policies and procedures. They must ensure that their team members are aware of and follow the guidelines for workstation configuration, data handling, and security. Additionally, managers and supervisors must ensure that any incidents of lost, stolen, or damaged devices are reported immediately to the IT Department.
Workstation Users: Workstation users are responsible for using their workstations in compliance with this policy. This includes protecting their devices with strong passwords, ensuring that antivirus and anti-malware software is functioning properly, and adhering to guidelines for the handling and storage of sensitive information. Users are also responsible for reporting any suspicious activity, security incidents, or any loss, theft, or damage of devices immediately to their supervisor and the IT department. Furthermore, users must ensure their workstations remain physically secure and refrain from installing unauthorized software or attempting to bypass security controls.

1.5 Policy Review and Updates

This policy will be reviewed annually by the ISO and updated as necessary to reflect changes in technology, regulatory requirements, or organizational needs. Periodic audits will be conducted to ensure that the media and asset disposal processes comply with this policy, and any issues identified will be addressed promptly.

1.6 Enforcement

Failure to comply with this policy may result in disciplinary actions, including but not limited to revocation of access privileges, mandatory retraining, formal warnings, and, in severe cases, termination of employment or contracts. Violations may also result in legal actions or fines under applicable laws and regulations, including HIPAA.

1.7 Amendments and Loopholes

This policy is subject to change at any time based on the needs of the organization, changes in technology, or updates in applicable laws and regulations. It is the responsibility of all users to remain informed about the most current version of this policy. Any printed or physical copy of this policy is considered automatically out of date and unofficial. Users must refer to the most recent digital version to ensure compliance.

Any attempt to exploit perceived gaps, omissions, or loopholes in this policy is strictly prohibited. The spirit and intent of the policy take precedence over literal interpretation, and users are expected to act in good faith and align their behavior with the organization's ethical and operational standards at all times.