The Antivirus and Malware Protection Policy defines the procedures and responsibilities for protecting organizational systems and data from viruses, spyware, ransomware, and other forms of malicious software. It includes guidelines for installing and updating antivirus software, scanning devices regularly, user awareness, incident response, and reporting suspicious activity. This policy ensures a proactive defense against cybersecurity threats and supports the integrity, confidentiality, and availability of IT assets.

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Antivirus and Malware Protection Policy
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1.Purpose
The objective of this policy is to define the minimum security requirements for all computing
devices connected to the organization's network to ensure effective detection, prevention,
and management of viruses and other malicious software (malware).
2.Scope
This policy applies to all organization-owned or managed computing systems including, but not
limited to, desktops, laptops, and servers used within the organization's IT infrastructure.
3. Policy Statement
All organizational computing systems must have the organization's approved and supported
antivirus software installed, configured, and scheduled to run regular scans. Additionally, virus
definition files must be kept up to date to ensure timely detection of emerging threats.
Any device suspected or confirmed to be infected with malware must be immediately isolated
from the network and remain disconnected until it is verified as clean and safe to reconnect.
System/IT administrators are responsible for:
 Ensuring antivirus software is properly installed and active.
 Managing centralized updates and scan schedules.
 Verifying system integrity and malware-free status on all endpoints.
Intentional creation, distribution, or introduction of malicious software (e.g., viruses,
worms, trojans, email bombs) will result in disciplinary action, including possible termination
and legal consequences.
4. Recommended Security Practices
To reduce the risk of malware infection, all employees and users are expected to follow these
practices:
 Use only the approved antivirus software provided by the IT team. Regular updates
must be downloaded and installed automatically via a central server.
 Check virus definitions regularly. If updates are not received for more than 7 days,
notify the IT/Systems team immediately.
 Do not open email attachments or links from unknown, suspicious, or untrusted
sources.
 Delete spam, chain letters, and unsolicited email without opening or forwarding
them.
 Avoid downloading files or software from unverified or suspicious websites or sources.

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Antivirus and Malware Protection Policy
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 Limit file sharing or disk access with read/write permissions unless necessary for
business purposes.
 If external media (e.g., USB, CD/DVD) must be used, it must be scanned and approved
by the IT/Systems team before use.
 Back up critical data regularly and store backups securely (see the organization's Data
Backup Policy).
 The IT/Systems team is responsible for renewing antivirus software licenses or service
contracts and should initiate renewal processes at least one month before expiration.
5. Enforcement
Violations of this policy may result in disciplinary action, up to and including termination of
employment or legal proceedings, depending on the severity of the breach.
6. Policy Review
This policy remains in effect unless superseded by an updated version. The organization
reserves the right to amend, revise, or rescind the policy at any time to maintain effectiveness
and compliance.
7. Responsibility and Applicability
 Responsibility for Implementation: IT/Systems or Technical Support Team
 Applies To: All employees, contractors, and organizational units using IT assets
 Functional Impact: Affects all computing environments and related processes
8. Access to the Policy
This policy is available to all employees and authorized personnel via internal platforms and
must be reviewed during onboarding and periodically thereafter.

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Antivirus and Malware Protection Policy
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Issue: XX Revision: XX Effective Date :xx-xx-xxxx
9. Glossary
Term Definition
Antivirus
Software
A security application used to detect and prevent malicious software on
computers and networks.
Malware Malicious software, including viruses, worms, trojans, spyware, and
ransomware.
CD/DVD Compact Disc / Digital Versatile Disc – portable storage media.
IT Information Technology – the department responsible for managing