Regularly reviewing your IT security policies is essential to keep your business protected against evolving cyber threats and to meet compliance requirements. These policies are the rules and procedures that guide how your company manages data security, user access, and incident response. Over time, changes in technology, staff, or regulatory expectations can make your existing policies outdated or ineffective.
Why this matters for Canadian SMBs
Outdated security policies can leave your business vulnerable to data breaches, ransomware, or accidental data loss. For example, if your policies don't reflect current cloud usage or remote work practices, employees might unknowingly expose sensitive information. This can lead to costly downtime, damage to your reputation, loss of customer trust, and potential penalties if you fail to comply with privacy laws like PIPEDA.
A typical scenario
Consider a Canadian company with about 50 employees that recently started using cloud-based collaboration tools. Their original IT security policies were written before this shift and didn't address cloud data security or multi-factor authentication. When a phishing attack targeted one employee's credentials, attackers gained access to sensitive files stored in the cloud. Because the policies weren't updated, the company lacked clear procedures for cloud access controls and incident response. A managed IT services provider helped them revise their policies, implement stronger authentication, and train staff on new risks, reducing the chance of future breaches.
Checklist for reviewing your IT security policies
- Assess current technology use: Are your policies aligned with your actual IT environment, including cloud services, remote work, and mobile devices?
- Review access controls: Who has access to sensitive data? Are permissions regularly updated when employees join, leave, or change roles?
- Update password and authentication rules: Do you require strong passwords and multi-factor authentication where possible?
- Check backup and recovery procedures: Are backups tested regularly? Is there a clear plan for data restoration after an incident?
- Evaluate incident response plans: Do your policies define how to detect, report, and respond to security incidents?
- Confirm compliance requirements: Are your policies consistent with Canadian privacy laws and industry standards relevant to your business?
- Train your staff: Do your policies include regular security awareness training and communication?
- Ask your IT provider: How often do they recommend reviewing security policies? Can they assist with updates and audits?
Next steps
Security policies are living documents that need regular attention to remain effective. If you haven't reviewed yours in the last 12 months or after significant changes to your IT setup, it's time to start. Working with a trusted managed IT provider or IT advisor can help you identify gaps, update policies, and implement practical controls tailored to your business needs. This proactive approach reduces risk and supports ongoing compliance without disrupting your operations.