HR Password Policy

HR Password Policy

Personal Information

Employee Name:

Position Information

Reporting Manager:

Employment History

Employer 1

Dates Employed: From To

Employer 2

Dates Employed: From To

Education

References

Reference 1

Reference 2

Reference 3

Policy Purpose and Scope

Purpose: This Password Policy establishes minimum standards for the creation, protection, use, and lifecycle management of authentication credentials (passwords, passphrases, and related authenticators) for all employees, contractors, temporary staff, vendors, and others with access to the organization's information systems and data.

Scope: This policy applies to all systems, applications, devices, and services that require authentication using a password or equivalent secret, whether managed by the organization or third parties acting on behalf of the organization.

Definitions

Account owner: The individual assigned to be responsible for an account. Multifactor authentication (MFA): Use of two or more independent factors to verify identity. Privileged account: An account with elevated administrative or control capabilities.

Password Creation and Complexity

All user-created passwords must meet the following minimum controls unless a formally approved exception exists:

• Minimum length: 12 characters for standard accounts; 16 characters for privileged accounts.
• Include at least three of the following character classes: uppercase letters, lowercase letters, numbers, special characters.
• Must not be based on the user's personal information (name, username, employee ID, birthdate) or easily-guessed words or patterns.
• Must not be composed solely of dictionary words or common phrases.

Password Storage, Transmission, and Handling

Credentials must never be stored in plaintext. Approved system processes must store passwords using strong cryptographic hashing with salts, key stretching, or equivalent industry-standard techniques. Transmissions of passwords must occur only over encrypted channels. Employees must not record passwords in accessible plain text files, physical notes left in the workplace, or shared instant messaging.

Multi-Factor Authentication and Privileged Access

MFA is required for remote access, administrative interfaces, systems containing sensitive data, and any access that permits changes to security controls. Privileged accounts must use MFA and unique credentials per individual; shared privileged accounts are strongly restricted and require explicit approval.

Password Rotation and Expiration

Password expiration is required when there is credible evidence of compromise. Routine forced rotation is not required for accounts protected by modern MFA and detection controls; however, for systems that do not support MFA, rotation is required at least every 180 days. Reuse of any of the last 10 passwords is prohibited.

Account Lockout and Recovery

Accounts will be temporarily locked after a predefined number of failed authentication attempts. Account recovery requires identity verification through the help desk and may require manager approval for privileged accounts. Social engineering must never be used as the sole means of verification.

Use of Password Managers and Third-Party Tools

Employees are encouraged to use organization-approved password management solutions for personal credential management. Storage of corporate credentials in unmanaged third-party tools or personal devices is prohibited unless explicitly authorized by Information Security in writing.

Prohibited Activities

Sharing passwords, bypassing MFA, using another person's credentials to access systems, and attempting to circumvent security controls are strictly prohibited. Violations may result in disciplinary action up to and including termination.

Exceptions and Approval

Any deviation from this policy requires a documented exception request, justification of compensating controls, and written approval from Information Security and Human Resources. Exceptions are time-limited and subject to periodic review.

Enforcement and Sanctions

Non-compliance may result in revocation of system access, corrective action, and disciplinary measures up to and including termination. Report suspected policy violations to your manager and Information Security immediately. The organization reserves the right to monitor and audit account usage to enforce this policy.

Review and Revision

This policy is subject to periodic review by Information Security and Human Resources. Changes will be communicated to employees; failure to read revised policies does not excuse non-compliance.

Legal Disclosures

At-Will Employment Statement

Employment with the organization is at-will unless otherwise defined in a separate written agreement signed by an authorized representative. Nothing in this policy alters the at-will nature of employment.

Equal Opportunity Statement

The organization is an equal opportunity employer. Policy application, enforcement, and disciplinary decisions are applied without regard to protected characteristics.

Authorization and Applicant Certification

I certify that the personal and employment history information provided in this form is true and complete to the best of my knowledge. I authorize the organization to contact previous employers and references provided for purposes related to employment and policy compliance. I understand that any false statement or omission may result in disciplinary action.

By checking the boxes below, I acknowledge that I have read, understand, and will comply with the requirements of the HR Password Policy:

I acknowledge password creation and handling requirements.

I acknowledge the requirement to use multi-factor authentication where required.

I understand prohibitions on password sharing and misuse.

I authorize the organization to conduct background checks and verify employment references as required for employment and security purposes.

Employee Responsibilities

Employees must promptly report compromised credentials, suspected account misuse, or security incidents to Information Security and their manager. Employees must complete any required security awareness training and comply with technical controls implemented by the organization.

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