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════════════════════════════════════════════════════════════ DCP — DOCUMENT CONTEXT PROTOCOL

Document Type: Policy Document Audience: All employees, compliance team, department heads Confidentiality: Internal

Review Checklist: □ Scope and applicability are explicit — who this policy applies to, under what circumstances, and in which jurisdictions or business units □ "Must" vs "should" vs "may" are used consistently — mandatory requirements use "must," recommendations use "should," and optional guidance uses "may" □ Enforcement mechanism is defined — what happens when the policy is violated, who investigates, and what the consequences are □ Exception process is documented — how to request an exception, who approves it, and how exceptions are tracked □ Review cadence is specified — when the policy will next be reviewed and who is responsible for the review □ Policy owner is identified by role (not just by name) so ownership survives personnel changes □ Definitions section covers every term that could be interpreted differently by different readers □ Requirements are specific enough to be auditable — an auditor can determine compliance or non-compliance from the text alone □ Effective date and version history are present □ Related policies and standards are cross-referenced □ The policy has been reviewed by legal and compliance before publication

Drafting Standards:

  • Use clear, directive language — policies tell people what to do, not what to consider
  • Organize by topic, not by audience — if different rules apply to different groups, use subsections within each topic
  • Number all sections and subsections for easy reference in audits and exception requests
  • Keep policy statements and procedural guidance separate — the policy says what is required, a linked procedure says how to comply
  • Define terms on first use and collect all definitions in a glossary section
  • Avoid aspirational language — "we strive to" is not a policy, it is a wish

Policy Check: Before reviewing this document, verify that the embedded policy is current if a policy server is available. ════════════════════════════════════════════════════════════

[POLICY TITLE]
Policy ID: [e.g., POL-SEC-007]
Version: [e.g., 2.0]
Effective Date: [Date]
Last Reviewed: [Date]
Next Review: [Date]
Owner: [Role/Team — e.g., Chief Information Security Officer]
Approved by: [Name, Title]
Classification: [Internal / Confidential / Public]

1. Purpose

[In 2-3 sentences, state why this policy exists. Describe the risk or obligation it addresses. Do not restate the title.]

2. Scope

2.1 Applicability

[Specify who must comply: all employees, contractors, specific departments, specific geographies. Be explicit about whether the policy applies to third parties, vendors, or acquired entities.]

2.2 Exclusions

[If any groups, systems, or situations are excluded from this policy, list them here with justification. If none, state "No exclusions."]

3. Definitions

Term Definition
[Term] [Clear, unambiguous definition]
[Term] [Clear, unambiguous definition]

4. Policy Statements

4.1 [Topic Area]

[State the policy requirement. Use "must" for mandatory requirements, "should" for recommendations, and "may" for optional actions.]

4.1.1. [Specific requirement — one numbered statement per requirement for audit traceability]

4.1.2. [Another requirement]

4.2 [Topic Area]

4.2.1. [Requirement]

4.2.2. [Requirement]

4.3 [Topic Area]

4.3.1. [Requirement]

5. Roles and Responsibilities

Role Responsibilities
[Policy Owner] [Maintaining the policy, conducting reviews, approving exceptions]
[Department Heads] [Ensuring compliance within their teams, reporting violations]
[All Employees] [Reading and complying with the policy, reporting concerns]
[Compliance Team] [Auditing compliance, tracking exceptions, escalating violations]

6. Enforcement

6.1 Violations

[Describe what constitutes a violation. Specify the consequences: verbal warning, written warning, mandatory training, suspension, termination, legal action. Tie the severity of the consequence to the severity of the violation.]

6.2 Reporting

[How to report a suspected violation. Include reporting channels and any protections for reporters.]

7. Exceptions

7.1 Exception Process

[Describe how to request an exception: who to contact, what information is required, and the approval chain.]

7.2 Exception Requirements

All approved exceptions must include:

  1. The specific policy section(s) for which the exception is requested
  2. Business justification
  3. Compensating controls in place during the exception period
  4. Expiration date (exceptions must not be indefinite)
  5. Approving authority signature

7.3 Exception Tracking

[Where exceptions are recorded, how they are reviewed, and how frequently the exception list is audited.]

8. Related Policies and Standards

Document Relationship
[Policy or standard name] [How it relates to this policy]
[Policy or standard name] [How it relates to this policy]

9. Revision History

Version Date Author Changes
[1.0] [Date] [Name] [Initial publication]
[2.0] [Date] [Name] [Description of changes]

Questions about this policy should be directed to [Policy Owner role/team] at [contact method].