Physical Security Policy (SEC-POL-006)
1. Objective
The objective of this policy is to establish physical security requirements for [Company Name]’s facilities, equipment, and workforce in a cloud-first environment. This policy ensures that appropriate physical safeguards are implemented to protect against unauthorized access to facilities, equipment theft, environmental hazards, and physical threats while maintaining the confidentiality and integrity of information assets in compliance with SOC 2 requirements. Given [Company Name]’s cloud-based infrastructure, this policy focuses on corporate facilities, endpoint devices, and the oversight of cloud provider physical security controls.
2. Scope
This policy applies to all [Company Name] workforce members, contractors, visitors, and third parties who access company facilities or handle company equipment. It encompasses all physical locations including corporate offices, remote work environments, and temporary workspaces where company information is accessed or processed. This policy covers all physical assets including workstations, laptops, mobile devices, printed materials, storage media, networking equipment, and any other tangible assets containing or providing access to company information.
3. Policy
[Company Name] shall implement layered physical security controls appropriate to the cloud-based operating model while ensuring protection of all physical assets and facilities.
3.1 Facility Security and Access Control
Physical access to all [Company Name] facilities shall be controlled and monitored to prevent unauthorized entry and protect information assets.
- Electronic badge access systems shall be implemented for corporate facilities
- Multi-factor authentication required for access to areas containing sensitive information
- Visitor management system with registration, identification verification, and escort requirements
- Access permissions based on role and business need with periodic access reviews
- CCTV surveillance systems covering entry/exit points and sensitive areas
- Video retention for minimum [Duration, e.g., 90 days] with secure storage
3.2 Remote Work Environment Security
Remote work environments meet comprehensive security requirements to protect company information.
- Dedicated workspace with privacy measures to prevent unauthorized access to company information
- Secure storage for company equipment when not in use
- Physical security of devices and materials in temporary work environments
- Prohibition of accessing Confidential information in public spaces
- Privacy screens required when working on sensitive information in shared spaces
3.3 Equipment and Asset Protection
All company equipment and physical assets shall be protected against theft, damage, and unauthorized access throughout their lifecycle.
- Laptop encryption and remote wipe capabilities for all mobile devices
- Asset tagging and inventory tracking for all company equipment
- Secure storage requirements for devices containing sensitive information
- Secure provisioning process with pre-configured security settings
- Regular physical inventory audits
- Secure decommissioning with verified data destruction
- Return procedures for workforce member separation or equipment refresh
3.4 Removable Media and Storage Security
Removable media and storage devices shall be handled securely to prevent unauthorized access or disclosure.
- Encrypted storage required for all removable media containing company information
- Locked storage for backup media, USB drives, and optical media
- Chain of custody procedures for media transportation
- Inventory management system for tracking media location and usage
- Physical destruction required for all media containing Confidential information
- Certified disposal vendors with appropriate security clearances
- Secure overwriting followed by physical destruction for solid-state media
3.5 Cloud Provider Physical Security Oversight
[Company Name] shall validate the physical security controls implemented by cloud service providers to ensure appropriate protection of company data and systems.
- SOC 2 Type II certification or equivalent demonstrating physical security controls
- Multi-factor authentication and biometric access controls for data center facilities
- 24/7 physical security monitoring and surveillance systems
- Environmental controls including fire suppression, climate control, and power management
- Annual review of cloud providers’ security certifications and audit reports
- Validation of physical security controls through review of third-party assessments
- Contractual agreements including physical security standards and incident notification requirements
3.6 Physical Document and Information Security
Physical documents and printed materials containing sensitive information shall be protected throughout their lifecycle.
- Classification and marking of all physical documents based on sensitivity levels
- Locked storage for documents containing Confidential information
- Clean desk policy requiring secure storage of sensitive documents when unattended
- Controlled access to document storage areas with access logging
- Secure printing controls with user authentication at printer before document release
- Secure disposal procedures for printed materials and documents
4. Standards Compliance
This policy is designed to comply with and support the following industry standards and regulations.
| Policy Section | Standard/Framework | Control Reference |
|---|---|---|
| 3.1, 3.2 | SOC 2 Trust Services Criteria | CC6.4 - Physical Access Controls |
| 3.5 | SOC 2 Trust Services Criteria | CC9.1 - Vendor Management |
5. Definitions
Clean Desk Policy: Security practice requiring sensitive materials to be secured when workspaces are unattended.
Multi-Factor Authentication: Security process requiring two or more authentication factors for access verification.
Physical Security Perimeter: Physical boundary around facilities, systems, or areas requiring protection.
6. Responsibilities
| Role | Responsibility |
|---|---|
| IT Manager/Security Officer | Develop physical security policies, oversee facility security measures, coordinate with cloud providers on physical security requirements, and manage physical security incidents. |
| Facilities Management | Implement and maintain physical security controls, manage visitor access, coordinate with security vendors, and ensure compliance with physical security procedures. |
| IT Department | Manage equipment security controls, implement device encryption and tracking, coordinate secure disposal, and maintain physical asset inventory. |
| All Workforce Members | Follow physical security procedures, protect company equipment, report security incidents or concerns, and comply with clean desk and visitor escort requirements. |
Clean Desk Policy: Security practice requiring sensitive materials to be secured when workspaces are unattended.
Cloud Service Provider: Third-party organization providing cloud computing services including infrastructure, platforms, or software.
Environmental Controls: Systems and procedures designed to protect against environmental hazards such as fire, flood, temperature extremes, and power failures.
Follow-Me Printing: Secure printing system requiring user authentication at the printer before documents are released.
Multi-Factor Authentication: Security process requiring two or more authentication factors for access verification.
Physical Security Perimeter: Physical boundary around facilities, systems, or areas requiring protection.
Tailgating: Unauthorized access gained by following an authorized person through a controlled access point.
Visitor Management System: Automated system for registering, tracking, and managing facility visitors.
6. Responsibilities
| Role | Responsibility |
|---|---|
| Security Officer | Develop physical security policies, oversee security system implementation, coordinate with facilities management, and ensure compliance with security standards. |
| Facilities Management | Maintain physical security systems, manage environmental controls, coordinate building security, and ensure compliance with safety regulations. |
| IT Security Team | Secure IT equipment and infrastructure, coordinate physical and logical security measures, and monitor security events. |
| Human Resources | Manage badge access provisioning, conduct background checks, coordinate visitor management, and integrate security into HR processes. |
| Reception/Administrative Staff | Manage visitor registration and badging, monitor lobby areas, enforce visitor policies, and coordinate with security team. |
| Cloud Security Team | Assess cloud provider physical security controls, monitor cloud security compliance, and coordinate cloud security requirements. |
| All Workforce Members | Comply with physical security policies, secure workspaces and equipment, challenge unauthorized individuals, and report security incidents. |
| Managers/Supervisors | Ensure team compliance with physical security policies, approve visitor access, support emergency procedures, and manage physical asset inventory. |
| Remote Workers | Implement home office security measures, protect company equipment, follow secure work practices, and report security concerns. |