Defining Policies
The Policy Management system in DeepTraq allows you to create, manage, and maintain comprehensive security and compliance policies for your organization. With over 138+ pre-built policy templates, you can quickly establish a robust governance framework aligned with industry standards.
Overview
The Compliance Dashboard serves as a centralized digital interface designed to track, manage, and report an organization's compliance status. It integrates data from various sources to present a cohesive view of compliance activities, deadlines, and metrics.
Available Policy Templates
DeepTraq provides 138+ pre-built policy templates covering various compliance frameworks and security standards, including:
- Acceptable Use Policy - Defines acceptable and prohibited uses of company information systems and resources
- Access Control Policy (Account Management) - Governs user access and account management procedures
- Administrative Access - Controls privileged and administrative-level system access
- Agile Process - Security policies for agile development methodologies
- Anti-Malware/Anti-Virus Protection Policy - Standards for malware prevention and detection
- Authentication Policy (Password & MFA standards) - Password requirements and multi-factor authentication guidelines
- Background Checks - Employee screening and verification procedures
- Backup Plan - Data backup and recovery procedures
- Backup Retention - Backup storage and retention policies
- Backup Storage - Secure backup storage guidelines
And many more covering various security domains and compliance requirements.
Compliance Framework Mapping
Each policy automatically maps to relevant compliance frameworks including:
- GDPR - Article 5(1)(f), Article 32
- SOC 2 - CC6.1, CC6.2
- HIPAA - §164.308(a)(3)(i), §164.312(a)(1)
- PCI DSS - Requirement 3.1.1, 3.5.3
- ISO 27001:2022 - A.6.2.1, A.9.2
- NIST SP 800-171 - AC-6, IA-2, PL-4
- CMMC - AC.L2-3.1.1, IA.L2-3.5.1
Creating a Custom Policy
Step 1: Access Policy Creation
- Navigate to Security Policy → Create Policy
- Select Create Custom Policy from the Policies sidebar
- Enable Autofill with the Company Details to pre-populate organization information
Step 2: Select a Policy Template
Choose from the available policy templates. Each template includes:
- Policy Code - Unique identifier (e.g., AAC for Administrative Access)
- Keywords - Related terms for easy searching
- Department - Applicable departments (IT, Security, etc.)
- Standard Mappings - Relevant compliance frameworks
Step 3: Edit Policy Content
The Rich Text Editor provides comprehensive formatting options:
- Text formatting (Bold, Italic, Strikethrough)
- Headers (H1, H2, H3, etc.)
- Lists (Bulleted and Numbered)
- Tables
- Code blocks
- Blockquotes
- Links
- Preview mode
Policy Structure
Each policy follows a standardized structure:
1. Organization Profile
Automatically populated from your company details including:
- Company name and location
- Address (City, State, Country, Postal Code)
- Organization type and size
- Website URL
- Primary customers
- Department information
2. Revision History
| Version | Date | Author | Changes Made |
|---|---|---|---|
| 1.0 | YYYY-MM-DD | Policy Owner | Initial draft |
3. Introduction
The policy's purpose, scope, and regulatory alignment. For example:
"The Acceptable Use Policy establishes clear guidelines for the responsible use of DeepTraq AI assets, systems, and information. This policy mitigates security, legal, and operational risks while supporting business objectives. Compliance with this policy is critical for maintaining regulatory alignment and protecting organizational resources. All users must adhere to these standards as a condition of access."
4. Compliance Mapping
Maps policy controls to specific compliance requirements:
| Framework | Control ID(s) and Description |
|---|---|
| ISO 27001 | A.6.2.1 – Acceptable use of assets |
| SOC 2 | CC6.2 – Restrictions on logical access |
| HIPAA | §164.308(a)(3)(i)(A) – Access Authorization |
| GDPR | Article 5 – Principles relating to processing of personal data |
| CMMC | AC.L2-3.1.1 – Limit system access to authorized users |
| NIST 800-53 | AC-6 – Least Privilege, PL-4 – Rules of Behavior |
5. Policy Statement
The core policy requirements and guidelines. Example:
"DeepTraq AI is committed to ensuring its information systems, devices, and data are used in a secure, lawful, and responsible manner. All systems and resources are required to use systems and resources solely for authorized business purposes. The use of organizational resources for illegal, malicious, or unethical activities is strictly prohibited. Personal use must not interfere with business operations or security. Users are responsible for safeguarding their credentials and must not share access with unauthorized individuals. All data must be handled in accordance with applicable data protection and privacy regulations. Monitoring and auditing of system usage may be conducted to ensure compliance with this policy and applicable frameworks (e.g., ISO 27001 A.9.2, NIST AC-6)."
6. Scope
This policy applies to:
- All users including employees, contractors, and third parties
- All systems and resources used in or connected to the organization's environment
- Activities conducted within or impacting the organization
7. Description / Requirements
Detailed requirements covering:
- Authorized Use: Systems must be used for business-related activities unless otherwise authorized
- Prohibited Activities:
- Unauthorized access, use, disclosure, alteration, or destruction of data
- Use of systems for personal gain
- Accessing inappropriate, illegal, or offensive content
- Installation of unauthorized software
- Security Requirements:
- Users must not circumvent security controls or introduce malicious code
- Users must not engage in activities that compromise system integrity or availability
- Personal use permitted only if it does not interfere with business operations, violate laws, or breach this policy
- Data Handling:
- All access credentials must be kept confidential and not shared
- Users are responsible for all activity conducted under their credentials
- Monitoring & Compliance:
- Company systems may be monitored and audited to ensure compliance
- Applicable frameworks: ISO 27001 A.9.2, NIST AC-6
8. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| Policy Owner (e.g., CISO) | Policy creation, update, and maintenance |
| IT/Security Team | Enforce and monitor compliance |
| All Users | Follow the policy and report violations |
9. Exceptions
Exceptions to this policy may be granted in documented, approved cases. Requests must be submitted to the Policy Owner and approved by appropriate stakeholders. All exceptions must have a defined expiration and risk justification.
10. Enforcement
Violations of this policy may result in disciplinary action up to and including termination, legal action, or access revocation. Enforcement is carried out by the HR and Security teams, in accordance with company procedures and applicable law.
11. References
- ISO 27001: A.6.2.1, A.9.2
- SOC 2: CC6.2, CC6.1
- HIPAA: §164.308(a)(3)
- GDPR: Article 5, Article 32
- CMMC: AC.L2-3.1.1, IA.L2-3.5.1
- NIST 800-53: AC-6, IA-2, PL-4
- Internal access control or policy documentation
12. Glossary
- PII: Personally Identifiable Information
- MFA: Multi-Factor Authentication
- System: Any computing equipment used for work-related tasks
- Application: Any application, network, or platform owned or managed by the organization
- User: Any authorized individual accessing company systems
13. Review and Approval
| Name | Title | Signature | Date |
|---|---|---|---|
| Policy Owner | CISO/CTO | YYYY-MM-DD | |
| Executive Approver | CEO/CIO | YYYY-MM-DD | |
| Compliance Reviewer | Legal/Privacy | YYYY-MM-DD |
14. Related Policies
This policy should be read in conjunction with other security and compliance documents. Related policies include:
© Your Organization – Internal Use Only
This policy is proprietary and confidential. Do not distribute externally.
Policy Metadata
When creating a policy, you'll need to specify:
- Title: Policy name
- Owner: Person responsible for the policy
- Effective Date: When the policy takes effect
- Version: Current version number (e.g., 1.0)
- Confidentiality Level: Internal, Confidential, etc.
- Review Frequency: Annual, Bi-annual, etc.
Viewing Policy Details
Click on any policy to view:
- Summary Tab: Overview, policy ID, code, keywords, and department
Standard Mappings
Each policy displays applicable compliance controls with detailed descriptions:
Example: Administrative Access Policy
| Control Name | Description |
|---|---|
| 3.1.1 | Authorized Access Control - Limit information system access to authorized users, processes acting on behalf of authorized users, or devices (including other information systems) |
| 3.1.5 | Least Privilege - Employ the principle of least privilege, including for specific security functions and privileged accounts |
| 3.5.3 | Multi-factor Authentication - Use multifactor authentication for local and network access to privileged accounts and for network access to non-privileged accounts |