University IT
Policies, Standards, and Guidelines
Refer to Stanford University's security and privacy policies, standards, and guidelines outlined below to better understand requirements for and relevance to your role at Stanford.
Definitions at-a-glance
What are the key differences between policies, standards, and guidelines?
Understanding the role each plays is essential for ensuring clarity, consistency, and accountability across Stanford. These elements work together to shape how work is performed and decisions are made.
In the context of data protection, these components form a structured framework that helps minimize risk, support regulatory compliance, and promote a strong security culture.
| Element | Description | Mandatory | Purpose |
|---|---|---|---|
| Policy | High-level statements of intent | Yes | Sets organizational direction |
| Standard | Specific, measurable rules for consistency | Yes | Provides uniform benchmarks |
| Guideline | Recommended practices | No | Offers flexibility and best practices |
Definition
A policy is a high-level statement that outlines an organization’s overall intent, direction, and guiding principles on a specific topic.
Purpose
It sets the foundation for what is required or expected in a given area. Policies establish broad mandates or rules to ensure alignment with legal, regulatory, or business objectives.
Characteristics
- Generally mandatory
- Approved by senior leadership
- Often enforceable across the entire organization
Example
"All employees must protect the confidentiality of customer data in accordance with regulatory requirements."
Definition
Standards are specific, measurable rules that ensure consistency and compliance with policies.
Purpose
They provide technical or operational criteria needed to support the policy’s implementation, making sure practices are uniform across departments or systems.
Characteristics
- Typically mandatory
- Precise, detailing requirements that all employees or systems must adhere to
- Often specify metrics or benchmarks
Example
"Passwords must be a minimum of 12 characters and include a combination of uppercase, lowercase, numeric, and special characters."
Definition
Guidelines are recommended practices that provide advice on how to meet policy and standard requirements. Unlike policies, standards, and procedures, guidelines are typically not mandatory.
Purpose
They offer flexibility and allow employees to make decisions based on their judgment, while still aligning with organizational goals.
Characteristics
- Advisory rather than enforceable
- Offer best practices or suggestions to improve efficiency or effectiveness
Example
"It is recommended to use a unique password for each application and avoid reusing passwords from personal accounts."
