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A secure remote-work policy defines who may access which systems and data, from which devices, and under what safeguards. It is not just a VPN requirement: your rules need to cover identity, device security, BYOD, user practices, incident reporting, and ongoing ownership.
Build the policy around a simple assumption from NIST: “An organization should assume that external facilities, networks, and devices contain hostile threats that may adversely affect the security of telework and remote access solutions.” The guidance appears in NIST SP 800-46 Rev. 2, published in July 2016. Use that durable principle while checking the NIST publication record for the current revision status.
1. Define the policy’s scope and ownership
Start by establishing what the policy covers and who is responsible for it. Apply it consistently to employees, contractors, temporary workers, and any other people accessing organizational systems from outside approved work locations.
Define the terms your organization will use, including remote work, telework, remote access, company-managed device, and Bring Your Own Device (BYOD). Specify which applications, networks, and data are in scope; who can approve remote access; and who owns the policy and its implementation.
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Write down worker responsibilities and, where appropriate, use written agreements that explain the expectations. CISA’s Federal Mobile Workplace Security offers adaptable policy components, including clear responsibilities and alternate-worksite considerations. Its federal guidance is not automatically a legal requirement for private employers; adapt it to your jurisdiction, workforce, privacy obligations, and risk.
2. Set access rules by role, device, and data sensitivity
A single remote-access rule for every worker is often too broad. Create an access matrix that connects job roles and data sensitivity to permitted resources, acceptable devices, and required controls. NIST SP 800-46 Rev. 2 describes risk-based, tiered access—for example, broader access from controlled organization-managed computers and more limited access from personally owned or third-party devices.
| Access tier | Typical policy decision | Controls to specify |
|---|---|---|
| Higher sensitivity | Restrict access to approved roles and managed devices where possible. | Identify approved systems, data handling rules, and required device and account safeguards. |
| Standard business work | Permit role-appropriate access from compliant managed devices. | Name permitted applications and the minimum authentication and device controls. |
| Personal or third-party device | Limit access to the applications and information needed for the task. | Specify minimum device requirements, management or container controls, and whether local storage is allowed. |
The precise tiers and permissions depend on your systems and risk; do not treat this example as a universal classification scheme. Revisit the matrix when job duties or data sensitivity change.
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3. Secure accounts and remote connections
Require multifactor authentication (MFA) for remote access and for important services that expose business information, especially email and file storage. CISA’s Four Cybersecurity Essentials for SLTTs recommends MFA for these services and identifies physical security keys among preferred MFA options. CISA and MS-ISAC’s #StopRansomware Guide also recommends MFA on VPN connections.
A hardware security key can be a useful MFA option, but confirm that your identity provider supports the key’s protocols. Plan enrollment, spare keys, and account recovery before rollout, including for contractors and staff who may not have a company phone. App-based MFA may be easier to issue in some environments; choose a method that is compatible with your services and workable to recover securely.
Pair MFA with named accounts, least-privilege permissions, and a defined process for changing or removing access when someone’s role changes or they leave. Do not share credentials between workers. Document how users regain access if an authenticator is lost, and make recovery subject to identity verification.
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Choose remote access architecture according to the resources workers need and the controls your organization can operate. A VPN may provide network-level connectivity; an application or portal-based approach may limit access to selected services. Neither is right for every organization. Whichever you use, patch and harden the gateway, portal, and related remote-access infrastructure; restrict administrator access; and configure the service to enforce your access policy. A protected connection alone does not establish that a device or account should reach every resource.
4. Set device requirements and make a deliberate BYOD decision
Company-managed devices
Specify which operating systems and configurations are supported, how promptly updates must be installed, and which security settings are required. Address encryption, automatic screen locking, endpoint protection, approved software, backup, physical handling, and reporting a lost or stolen device. Assign responsibility for maintaining devices and for keeping remote-access servers patched against an approved configuration baseline.
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Decide explicitly whether BYOD is allowed, and document which roles, applications, and data it can reach. NIST recommends risk-based limits on BYOD and other less-controlled devices relative to organization-managed equipment.
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Before requiring enrollment or management, explain the privacy boundary: what the organization can see, what controls it can apply, whether it can remove organizational data, and what happens at offboarding. State minimum operating-system and security requirements, whether management or container controls are required, what data may be stored locally, and how access is restricted if a device falls out of compliance. Management and wipe capabilities differ by platform; do not promise identical controls on every personal device or imply that workers have no privacy interest.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.5. Set workspace, handling, training, and reporting expectations
Remote-work rules should address everyday risks as well as software settings. Tell workers how to protect screens and conversations in shared spaces, whether printing is permitted, and how to securely dispose of sensitive paper. Explain expectations for public networks and keeping devices safe from loss or theft.
Identify approved channels for company work and a quick reporting route for suspicious messages, unexpected MFA prompts, lost devices, and suspected account or device compromise. Give workers practical training on phishing and social engineering, and clarify who receives reports and who acts on them. CISA’s federal workplace guidance includes alternate-worksite checklists, training, and documented roles; adapt those measures to your organization rather than treating them as universal legal rules.
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- Shreds up to 12 sheets of 20-pound bond paper at a time, also can shred credit cards (one at a time, but not suitable for metal credit cards), staples, and small paper clips
- 9 minute runtime and 30 minute cool down; if unit goes over max run time, it automatically shuts off to prevent overheating
- 4 mode control switch (auto/on, off, reverse, forward) and LED status indicators for power on, overheat and overload; 5 gallon bin reduces empty frequency
- Quality tested: As part of Amazon Basics quality inspections, we test every shredder before shipping it, which means you may see some paper shreds from the testing
6. Define exceptions, offboarding, and policy review
Assign a policy owner and name the people or teams responsible for identity, endpoints, networks, and data, as applicable. Set a documented exception process rather than allowing informal workarounds. Each exception should identify an approver, reason, compensating control, and expiry date.
Revoke access promptly when a worker departs or a device no longer meets requirements. Review permissions and policy adherence periodically, and reassess after significant changes to the workforce, systems, or threat environment. NIST recommends periodic assessment but does not prescribe one universal interval in the cited guidance; set a review cadence that reflects your risk and how quickly your environment changes.
Quick Recap
Put the policy into practice
- Inventory access needs: List remote workers, roles, applications, sensitive data, and the devices currently used to reach them.
- Choose access tiers: Decide which resources require managed devices and where limited BYOD access is acceptable.
- Apply identity controls: Require MFA, named accounts, least privilege, and documented access changes and recovery.
- Set device and user rules: Write requirements for maintenance, workspace practices, training, and incident reporting.
- Assign owners and exceptions: Name control owners and document approval, safeguards, and expiry for any exception.
- Review and adjust: Check access and adherence on a risk-based schedule and after material changes.
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