Ensuring a Secure Onboarding Process for New Employees

Onboarding new staff members can be both exciting and nerve-wracking. While it symbolizes growth and new opportunities for your organization, it’s crucial to implement the necessary measures to guarantee a secure and seamless integration. 

With the vast amount of confidential information stored in technology and cloud systems, taking an IT and cybersecurity approach to onboarding is vital.

Here are some essential factors to consider:

IT System Preparation

Prior to the arrival of a new staff member, it’s imperative to have their workstation fully operational and equipped with the necessary software and security updates. Additionally, maintain a backup of all crucial data and files to minimize the risk of data loss in the event of a cyber attack.

Access Management

Ensure that you have a clear understanding of the data and systems a new employee requires access to for their role. Limit access to the minimum necessary, and establish robust controls to prevent unauthorized access to sensitive information. Implement strong password policies, two-factor authentication, and conduct regular monitoring of access logs to maintain security.

Cybersecurity Awareness

Ensure that new employees are aware of the potential cybersecurity risks they may face, and the importance of following best practices to keep the company’s information secure. This may include regular training and reminders on safe browsing practices, email security, and social engineering tactics.

IT Policy

A strong IT policy is the foundation of any successful IT and cyber security strategy. All new employees should read and sign an IT policy that outlines the company’s expectations, rules, and procedures. A sample IT policy template is included below:

Sample IT Policy Template


This policy outlines the rules and procedures for using company IT resources, including computers, internet access, email, and other technology. The purpose of this policy is to ensure the secure and effective use of these resources and to protect the company’s confidential information.


All employees are expected to use company IT resources in a responsible and professional manner.

Employees must protect confidential information and only access data and systems that they need to perform their job duties.

Employees are responsible for the security of their own computer and must ensure that it is protected with the latest software updates and security patches.


Employees must change their password every 90 days and use strong passwords that are at least 12 characters long and include a combination of upper and lower case letters, numbers, and symbols.

Employees must not use company IT resources for personal gain, to send or receive inappropriate material, or to engage in any activities that may be illegal or unethical.

Employees must report any security incidents, including lost or stolen devices, to the IT department immediately.


By following these rules and procedures, employees can help ensure the secure and effective use of company IT resources. If you have any questions or concerns, please contact the IT department for assistance.


By following these considerations, you can ensure that the onboarding process for new employees is smooth, secure, and compliant with your IT and cyber security policies. If you need further assistance or support, don’t hesitate to reach out to us for help!

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Since 2001, StepUP IT Services has been helping businesses in Eugene and throughout Oregon with their technology needs. We are your IT partner. We manage and maintain your technology, empowering your organization to reach its goals. Making you happy is what makes us happy.

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