Password & access control policy template
Protect your business systems and data with clear password security and access control standards. Helps prevent unauthorised access, data breaches and security incidents.
Password & access control policy
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Why you need a password & access control policy
Weak passwords and poor access controls are among the most common causes of data breaches and security incidents. A single compromised password can give unauthorised users access to sensitive business information, customer data, payroll systems and financial records.
A Password & Access Control policy sets minimum security standards for all employees who access business systems. It ensures passwords are strong enough to resist common attacks, regularly updated, never shared, and protected with multi-factor authentication where appropriate.
This policy also establishes accountability by documenting who has access to which systems, ensuring access is reviewed regularly and removed when no longer needed, reducing the risk of insider threats or accidental data exposure.
Key areas your policy should cover
Essential elements of password and access security
Password complexity
Minimum requirements for strong passwords.
Change frequency
How often passwords must be updated.
Multi-factor authentication
When and how MFA is required.
Account security
Protecting accounts from unauthorised access.
Access reviews
Regular reviews of who has access to what.
Password storage
Rules against sharing or writing down passwords.
What's included in this template
A comprehensive framework for password and access security
Purpose & scope
Why password and access control policies are essential and who they apply to.
Policy statement
Core principles of password security and access control.
Password requirements
Minimum complexity, length and character requirements.
Password creation guidelines
Best practices for creating strong, memorable passwords.
Password changes
When and how often passwords must be updated.
Multi-factor authentication
Requirements for using MFA on business systems.
Account lockout
What happens after failed login attempts.
Access provisioning
How access is granted, modified and documented.
Access reviews and removal
Regular audits and removing access when no longer needed.
Breach response
What to do if a password is compromised or shared.
Common password security scenarios
How your policy should address typical situations
Shared team passwords
Employees often share passwords for convenience — for example, a shared social media account or point-of-sale system. Your policy should prohibit password sharing wherever possible and require dedicated accounts for each user, creating a clear audit trail and preventing unauthorised access after someone leaves.
Password reuse across systems
Using the same password across multiple systems means a breach in one system compromises all others. Your policy should require unique passwords for each business system and encourage the use of password managers to help employees manage multiple credentials securely.
Access after role changes
When employees change roles or leave the business, their old access often remains active longer than necessary. Set clear procedures for immediately revoking or adjusting access when someone's role changes, is terminated, or goes on extended leave.
Forgotten or locked accounts
When employees forget passwords or get locked out after too many failed attempts, they need a secure way to regain access quickly without compromising security. Define a clear password reset process that verifies identity before granting access, and document who can authorise account unlocks.
Who should use this template?
Essential for any organisation with digital systems and data
Legal disclaimer
This template is designed to reflect Australian workplace standards and information security best practices at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, regulatory requirements and specific security circumstances. For complex situations or compliance obligations, seek independent legal or cybersecurity advice.
Regulatory sources
This template is aligned with Australian workplace and privacy requirements.
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Related guide
Learn more about implementing this policy
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.