How to handle unsupported endpoints

If a device cannot run an approved agent, document compensating controls such as network segmentation, restricted access, or alternate endpoint monitoring. Note the exception, approval authority, and review date to ensure the mitigations are time-limited.

What to do after a detection

Follow the documented incident response steps: isolate the endpoint, preserve logs, perform forensic scans, remove malware, restore from known-good backups if needed, and record the remediation timeline in the security log.

How frequently to update signatures

Configure automatic signature and engine updates at least daily for production endpoints. Critical vulnerability or outbreak conditions may require hourly or real-time update policies.

Who approves exceptions

Designate a formal approver (security manager or CISO). Exception requests must include risk assessment, compensating controls, and an expiration date for review.

How to demonstrate compliance

Maintain audit logs showing agent installation, update history, scan results, and incident tickets. Produce these records during audits to demonstrate controls are active and effective.

When to revise the policy

Review annually and after major incidents, regulatory changes, or platform migrations. Document revisions with version history and approver signatures to maintain an audit trail.

Electronic Signature
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Legal
Antivirus Service Policy

Antivirus Service Policy

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ANTIVIRUS SERVICE POLICY

This Antivirus Service Policy (the Policy) is entered into as of Effective Date: between Service Provider: , a with principal place of business at , and Client Name: with principal place of business at .

RECITALS

WHEREAS, Service Provider is engaged in the business of supplying antivirus software, threat detection, management and remediation services for information technology systems; and

WHEREAS, Client desires to retain Service Provider to provide managed antivirus services on the terms and conditions set forth in this Policy, and Service Provider is willing to provide such services.

WHEREAS, the parties intend that this Policy govern allocation of responsibilities, service levels, licensing, data handling and limitations of liability between them.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree as follows:

1. DEFINITIONS

1.1 "Antivirus Software" means the specific malware detection and protection software licensed and deployed by Service Provider as identified below:

1.2 "Managed Services" means the ongoing monitoring, signature and engine updates, quarantine handling and remediation actions performed by Service Provider as described in Section 2.

2. SCOPE OF SERVICES

2.1 Service Provider will provide the following services to Client for the covered systems: monitoring of antivirus status, signature and engine updates, automated and manual remediation, quarantine management, and reporting. Client selects the managed components below:

Managed Components: Monitoring Updates & Signatures Remediation Reporting

2.2 Service levels: Service Provider will use commercially reasonable efforts to perform Managed Services in accordance with the following service levels. Response time for confirmed high-severity detections: hours. Update frequency: . Service Provider shall document incidents and actions in written reports delivered to Client as agreed.

3. LICENSING AND SOFTWARE

3.1 Licensing. Unless otherwise agreed in writing, Service Provider grants Client a non-exclusive, non-transferable right to use the Antivirus Software for the Term specified herein, subject to the licensor's terms. Client shall not reverse engineer, decompile, or otherwise attempt to derive source code from the Antivirus Software.

3.2 Updates. Service Provider will deploy signature and engine updates as part of Managed Services. Service Provider does not warrant that updates will eliminate all threats, and Client acknowledges that zero-day threats may not be prevented.

4. CLIENT OBLIGATIONS

4.1 Client Responsibilities. Client shall: (a) provide Service Provider with access to systems and administrative credentials as reasonably necessary to deliver Managed Services; (b) maintain current backups of all data; (c) ensure endpoint hardware and operating systems meet minimum specifications for the Antivirus Software; and (d) promptly notify Service Provider of suspected compromises.

Client Administrator Contact

5. EXCLUSIONS

5.1 Exclusions. The Managed Services expressly exclude: (a) remediation of incidents caused by Client's failure to apply patches or to maintain recommended configurations; (b) recovery of data from backups or forensic investigations beyond the standard incident reporting; and (c) remediation of infections caused by hardware failure or unsupported third-party software unless separately agreed in writing.

6. FEES AND PAYMENT

6.1 Fees. Client shall pay Service Provider the fees set forth below for the provision of Managed Services. Fee amount: (currency as agreed). Billing frequency: .

Payment Terms and Invoicing

7. CONFIDENTIALITY AND DATA HANDLING

7.1 Confidential Information. Each party shall maintain in confidence and not disclose Confidential Information of the other party except as necessary to perform its obligations under this Policy. Confidential Information includes threat intelligence, incident reports, and non-public system information.

7.2 Data Handling. Service Provider will process telemetry and detection data solely for delivering Managed Services and will retain such data only as reasonably necessary to provide services, comply with law, or as agreed in writing. Client is responsible for personal data disclosed in telemetry and for obtaining any consents required by applicable law.

8. LIMITATION OF LIABILITY

8.1 Except for liability arising from gross negligence or willful misconduct, each party's aggregate liability for direct damages under or in connection with this Policy shall not exceed the lesser of the fees paid by Client to Service Provider under this Policy in the twelve (12) months preceding the event or .

8.2 Neither party shall be liable for incidental, consequential, special or punitive damages, including loss of profits or business interruption, even if advised of the possibility of such damages.

9. INDEMNIFICATION

9.1 Client will indemnify, defend and hold harmless Service Provider and its affiliates from and against any third party claims arising from Client's failure to comply with its obligations under this Policy, misuse of systems, or infringement resulting from Client-provided content. Service Provider will indemnify Client against claims that the Antivirus Software, as delivered under this Policy, infringes third party intellectual property rights, subject to remedy and notice conditions.

10. TERM AND TERMINATION

10.1 Term. The initial term of this Policy shall commence on the Effective Date and continue for months unless earlier terminated in accordance with this Section.

10.2 Termination for Cause. Either party may terminate this Policy for material breach by the other party if such breach remains uncured thirty (30) days after written notice. Termination shall not relieve Client of the obligation to pay fees accrued through the effective date of termination.

10.3 Termination for Convenience. Either party may terminate for convenience upon days' prior written notice.

11. NOTICES

11.1 All notices required or permitted under this Policy shall be in writing and delivered to the addresses below or such other addresses as the parties may designate in writing.

Service Provider Notice Address Client Notice Address

12. AMENDMENTS; WAIVER; COUNTERPARTS

12.1 Amendments. This Policy may be amended only by a written instrument signed by both parties.

12.2 Waiver. No failure or delay by either party in exercising any right shall operate as a waiver of such right.

12.3 Counterparts. This Policy may be executed in counterparts, each of which shall be an original and all of which together shall constitute one instrument.

13. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

13.1 Governing Law. This Policy shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

13.2 Entire Agreement. This Policy, together with any attachments or exhibits signed by both parties, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements and understandings.

13.3 Severability. If any provision of this Policy is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Additional Provisions (Optional)

Service Provider:

By:

Date:

Client:

By:

Date:

What the Antivirus Service Policy Is and Who It Covers

An Antivirus Service Policy is a formal document that defines responsibilities, required controls, and operating procedures for deploying and maintaining antivirus software across an organization. It clarifies scope, acceptable software, update and patching cadence, incident reporting steps, endpoint configuration standards, and roles for IT, security, and end users. The policy supports regulatory compliance by documenting technical and administrative safeguards for malware protection and demonstrates consistent practices for audits, procurement, and third-party reviews.

Why a Clear Antivirus Service Policy Matters

A written policy reduces security gaps, standardizes configuration and patching, and assigns accountability for detection and remediation. It also helps satisfy compliance obligations such as HIPAA and federal safeguards by demonstrating documented controls and repeatable processes.

Who Prepares and Relies on the Antivirus Service Policy

Typical preparers and primary stakeholders who implement and refer to the policy are listed below.

IT Operations teams responsible for endpoint configuration, deployment, and patch management.
Information Security or SOC personnel who define detection thresholds and incident handling.
Human Resources or Legal when the policy intersects acceptable use, disciplinary measures, or third-party access.

Other groups such as compliance, procurement, and desktop support consult the policy for audits, vendor choices, and user guidance.

Step-by-Step: Implementing and Maintaining the Policy

Follow these core steps to put the Antivirus Service Policy into production and maintain ongoing protection.

01

Inventory endpoints: Identify all devices requiring antivirus coverage.
02

Select software: Choose approved products and document versions.
03

Configure baseline: Apply standard settings and automatic update policies.
04

Monitor and review: Log detections, review weekly, and update the policy yearly.

Common Questions and Troubleshooting for the Policy

Answers to frequent questions that arise during drafting, deployment, and audit of the Antivirus Service Policy.

Need help? Contact support

How to handle unsupported endpoints
If a device cannot run an approved agent, document compensating controls such as network segmentation, restricted access, or alternate endpoint monitoring. Note the exception, approval authority, and review date to ensure the mitigations are time-limited.
What to do after a detection
Follow the documented incident response steps: isolate the endpoint, preserve logs, perform forensic scans, remove malware, restore from known-good backups if needed, and record the remediation timeline in the security log.
How frequently to update signatures
Configure automatic signature and engine updates at least daily for production endpoints. Critical vulnerability or outbreak conditions may require hourly or real-time update policies.
Who approves exceptions
Designate a formal approver (security manager or CISO). Exception requests must include risk assessment, compensating controls, and an expiration date for review.
How to demonstrate compliance
Maintain audit logs showing agent installation, update history, scan results, and incident tickets. Produce these records during audits to demonstrate controls are active and effective.
When to revise the policy
Review annually and after major incidents, regulatory changes, or platform migrations. Document revisions with version history and approver signatures to maintain an audit trail.

Essential Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3

Data at rest: AES-256

Audit trail: Timestamped logs

Authentication: MFA for admin access

HIPAA: BAA required

Retention: Log retention policy

Key Risks and Potential Consequences

Data breach: Regulatory fines possible

Noncompliance: HIPAA penalties apply

Operational downtime: Business interruption risk

Reputational damage: Customer trust loss

Liability: Third-party claims

Audit failure: Remediation orders

Common Implementation Challenges to Watch For

Incomplete asset inventories lead to unmanaged endpoints that lack protection and increase infection risk.
Inconsistent update policies allow signature and engine drift across systems, creating attack windows for malware.
User-installed software and local admin rights can bypass protections unless role-based controls are enforced.
Poor logging or short retention periods hinder forensic investigations after a security incident or regulatory review.

Typical Operational Flow for Antivirus Management

A repeatable workflow ensures timely updates, detection, and remediation while preserving evidence and compliance records.

Deploy: Provision agents to all in-scope endpoints.
Update: Apply signature and engine updates automatically.
Detect: Monitor alerts and correlate events.
Remediate: Isolate, clean, and document the incident.

Recommended Configuration Settings for Automated Workflows

Use these baseline settings when configuring endpoint management and antivirus automation.

Setting	Recommended value
Automatic updates	Enabled, daily checks
Real-time scanning	Enabled for all endpoints
Quarantine actions	Automatic isolate on detection
Notification	Alert SOC and ticket system

Technical and Integration Considerations

Verify platform compatibility, logging, and integration points before finalizing the policy.

Supported formats: PDF, DOCX, CSV logs
Integrations: SIEM, EDR, ticketing
Authentication: SSO, SAML, MFA

Ensure integration settings are documented with contact points and rollback steps for upgrades or vendor changes.

eSignature Vendor Pricing and Capability Snapshot for Policy Approvals

Compare vendor starting prices and a small set of capabilities relevant to executing and approving policies electronically.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Practical Tips to Keep the Policy Effective and Enforceable

Adopt these practices to reduce ambiguity, simplify enforcement, and improve audit readiness.

Keep a clear version history

Record version numbers, approver names, and effective dates. Maintain an accessible archive of superseded versions to support audits and incident retrospectives.

Automate update distribution

Use centralized management tools to push configuration and signature updates rather than relying on manual user updates to avoid drift.

Document exceptions explicitly

Require written exception requests with compensating controls, an approver, and an expiration date to limit long-term risk accumulation.

Test incident playbooks

Run tabletop exercises and record timelines to validate detection, isolation, remediation, and communication procedures under real-world conditions.

Example Scenarios: Policy Use and Outcomes

Real-world examples show how a structured policy supports daily operations and incident response.

Optica Ventures — Brian Fitzgibbons

The team centralized endpoint protection and formalized update schedules to reduce configuration drift.

The policy required automatic daily updates across devices.
Results included fewer missed updates, clearer responsibilities for remediation, and an auditable record used during vendor and customer reviews.

Tech Data — Bob Dutkowsky

The company standardized on a single approved agent and integrated detections with the SOC ticketing system.

Integration produced automated incident tickets.
This produced faster remediation cycles, documented incident histories for compliance, and clearer allocation of escalation responsibilities across teams.

Typical Signatories and Their Authority

IT Manager

Responsible for operational deployment, configuration baselines, and ensuring agents are installed across endpoints; typically authorizes technical changes and reports compliance metrics monthly to security leadership.

Chief Information Security Officer

Approves policy language, exceptions, and high-risk decisions; accountable for regulatory compliance and for escalating incidents that may trigger notification or remediation obligations.

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