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
- New Account Creation:
- Users receive a temporary password that must be changed upon first login.
- Secure Reset Process:
- Password resets are managed through the Password Reset Request Form (SayProF346-02).
5.2 Password Recovery
- 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
- Identity Verification:
- Verification is conducted before issuing a password reset.
5.3 Compromised Passwords
- Reporting:
- Report suspected compromises immediately using the Password Breach Report Form (SayProF346-03).
- 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
