Vanta policy template instructions
This Vanta policy template represents a complete, compliance-ready policy with placeholders for company specific text. Each policy section represents a policy-specific topic that you should consider and/or modify to match your company’s practices.
For each policy section
Consider if this section and its corresponding risks applies to you. If it does not, remove it and/or replace it with your organization’s corresponding practices.
Replace any highlighted text in angled brackets < >1 with your own language
Rewrite the policy language such that it reflects the practices of your organization
Policy completion checklist
Use Find to make sure that all text in angled brackets is replaced
Proofread your policy for spelling and grammar mistakes
Confirm that the policy’s content reflects your organizations practices
Add any company-specific letterhead, branding, and formatting
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Upload the PDF to Vanta at https://app.vanta.com/policies
More questions?
A good rule-of-thumb is to keep your language high enough level such that it stays representative for at least a year. If you have more questions about how to use this template, please reach out to support@vanta.com or your auditor for additional guidance.
Physical Security Policy
Policy Owner: <Policy owner>
Effective Date: <Effective date>
Purpose
To prevent unauthorized physical access or damage to the organization’s information and information processing facilities.
Scope
All <Company Name> offices and locations. This Policy applies to all employees of <Company Name>, and to all external parties with physical access to <Company Name> owned or leased facilities.
Policy
Physical Security Perimeter
Physical offices and processing facilities shall meet all local building codes for construction materials for walls, windows, doors, and access control mechanisms. Some interior zones may be identified as secure areas where physical access is further restricted to a subset of <Company Name> personnel; such as private offices, wiring closets, print and server rooms, and server racks.
Physical Entry Controls
Secure areas shall be protected by appropriate entry controls to ensure that only authorized personnel are allowed access. Where possible, <Company Name> access control systems shall be tied to a centralized system that provides granular access control for individual personnel. Access events shall be appropriately logged and reviewed as needed according to risk. Cameras and intrusion detection systems shall be used at facilities that store or process production or sensitive internal company data.
Securing Offices, Rooms & Facilities
Physical security for offices, rooms and facilities shall be designed and applied to protect from theft, misuse, environmental threats, unauthorized access, and other threats to the confidentiality, integrity, and availability of classified data and systems.
Protecting Against External & Environmental Threats
Physical protection against natural disasters, malicious attack or accidents shall be designed and applied. Secure areas shall be monitored through the use of appropriate controls, such as intrusion detection systems, alarms, and/or video surveillance systems, where feasible. Visitor and third-party access to secure areas shall be restricted to reduce the risk of information loss and theft.
Production processing facilities shall be equipped with appropriate environmental and business continuity controls including fire-suppression systems, climate control and monitoring systems, and emergency backup power systems. Physical information system hardware and supporting infrastructure shall be regularly serviced and maintained in accordance with the manufacturer’s recommendations.
Working in Secure Areas / Visitor Management
Visitors, delivery personnel, outside support technicians, and other external agents shall not be permitted access to secure areas without escort and/or appropriate oversight. Third-parties in secure areas shall sign in and out on a visitor log and shall be escorted or monitored by <Company Name> personnel. <Company Name> personnel observing unescorted visitors should approach the visitor, confirm their status, and ensure they return to approved areas, or report the observation to the responsible authority as needed. External party access to secure areas shall be confirmed with appropriate <Company Name> personnel prior to being granted access. <Company Name> personnel providing access to external parties into secure areas are responsible for ensuring that the third-party personnel adhere to all security requirements, and are accountable for all actions taken by outsiders they provide with access. Visitors may be allowed to work unescorted provided that the <Company Name> sponsoring party can ensure that they will not have unauthorized access to <Company Name> information systems, networks, or data.
Delivery & Loading Areas
Access points such as delivery and loading areas and other points where unauthorized persons could enter secure areas shall be controlled and, if possible, isolated from information processing facilities to avoid unauthorized access.
Supplier, Vendor, and Third-Party Security
Suppliers, vendors, and third-parties shall comply with <Company Name> physical security and environmental controls requirements. <Company Name> shall assess the adequacy of third-party physical security controls as part of the vendor management process, in accordance with the Third-Party Management Policy2.
Exceptions
Requests for an exception to this policy must be submitted to the <approver of requests for exceptions to this policy, e.g., CHRO> for approval.
Violations & Enforcement
Any known violations of this policy should be reported to the <receiver of reports of violations to this policy, e.g., CHRO>. Violations of this policy can result in immediate withdrawal or suspension of system and network privileges and/or disciplinary action in accordance with company procedures up to and including termination of employment.
Version | Date | Description | Author | Approved by |
<1.0> | <29-Apr-2020> | <First Version> | <OWNER> | <APPROVER> |
1 All fields in this document marked by angled brackets < > and highlighted must be filled in.
2 This sentence references another Vanta policy. If you are not planning on using this policy, describe your company’s third-party vendor management practices here. If your company does not use third-parties, delete this sentence.