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SayPro Human Capital Password Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP346

SayPro Human Capital Password Management Policies, Procedures, Processes, Templates, Documents, and Forms

Document Code: SayProP346
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

1. Policy Overview

The SayPro Human Capital Password Management policy provides a structured approach to creating, using, and managing passwords to safeguard organizational systems and sensitive information. This ensures data integrity, prevents unauthorized access, and aligns with cybersecurity best practices.

2. Objectives

  • Define standards for password creation, storage, and maintenance.
  • Minimize the risk of unauthorized access due to weak or compromised passwords.
  • Enhance overall security for Human Capital systems and data.

3. Scope

This policy applies to:

  • All SayPro employees, contractors, and third-party vendors with access to SayPro systems.
  • Systems and platforms managed by the Human Capital Department, including employee records, payroll systems, and confidential databases.

4. Password Management Guidelines

4.1 Password Creation Requirements

  • Length: Minimum of 12 characters.
  • Complexity: Must include uppercase letters, lowercase letters, numbers, and special characters.
  • Prohibited Content: Avoid using personal information (e.g., names, birthdates) or common words.

4.2 Password Storage

  • Use password managers approved by SayPro IT Security.
  • Do not store passwords in plain text or unprotected files.

4.3 Password Updates

  • Change passwords every 90 days or immediately after a suspected breach.
  • Avoid reusing the last 5 passwords.

4.4 Multi-Factor Authentication (MFA)

  • Enable MFA for all systems supporting sensitive data access.

4.5 Sharing and Confidentiality

  • Never share passwords with colleagues or external parties.
  • Use the Password Sharing Exception Form (SayProF346-01) for temporary, approved cases.

5. Procedures and Processes

5.1 Password Setup

  1. New Account Creation:
    • Users receive a temporary password that must be changed upon first login.
  2. Secure Reset Process:
    • Password resets are managed through the Password Reset Request Form (SayProF346-02).

5.2 Password Recovery

  1. Forgotten Passwords:
    • Submit a request via the SayPro Helpdesk system.
    • You may request the SayPro password from your Chief, Manager and Officer
    • You may request the SayPro password from other Chiefs if your Royal Chief is not available
  2. Identity Verification:
    • Verification is conducted before issuing a password reset.

5.3 Compromised Passwords

  1. Reporting:
    • Report suspected compromises immediately using the Password Breach Report Form (SayProF346-03).
  2. Resolution:
    • IT Security investigates, resets affected accounts, and monitors for suspicious activity.

6. Roles and Responsibilities

  • Human Capital IT Administrator: Implements password policies and ensures compliance.
  • Employees: Create secure passwords and adhere to this policy.
  • IT Security Team: Monitors and addresses password-related risks and incidents.

7. Templates and Documents

  • Password Sharing Exception Form (SayProF346-01)
  • Password Reset Request Form (SayProF346-02)
  • Password Breach Report Form (SayProF346-03)
  • Password Management Training Checklist (SayProT346-01)

8. Compliance and Review

  • Non-compliance may lead to disciplinary action or restricted system access.
  • This policy will be reviewed biannually to address emerging cybersecurity threats.

9. FAQs

Q1: What should I do if I forget my password?

A: Submit a request through the SayPro Helpdesk system or complete the Password Reset Request Form (SayProF346-02).

Q2: Can I use the same password for multiple systems?

A: No, unique passwords must be used for each system to prevent security breaches.

Q3: How do I report a suspected password compromise?

A: Use the Password Breach Report Form (SayProF346-03) and notify IT Security immediately.

Q4: Are there tools to help manage my passwords?

A: Yes, use approved password managers recommended by SayPro IT Security.

Q5: What happens if I share my password without authorization?

A: Unauthorized sharing may result in disciplinary actions, including access revocation.

Approved By:
Neftaly Malatjie
Chief Executive Officer

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