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The Policies You Forgot About: Why Outdated Rules May Be Your Biggest Risk

You're in a leadership meeting when someone says, “Don’t worry, we have a policy for that.” All eyes turn to you. You find the document… dated 2018… and quickly realize it doesn’t account for hybrid work, new software, or your updated risk landscape. Suddenly, the “policy” creates more questions than answers.

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In that moment, it’s clear: outdated or incomplete policies don’t just sit quietly, they quietly expose your organization to risk, inefficiency, and confusion when it matters most.


In a world of remote work, fast-moving cyber threats, and evolving regulatory requirements, your organization's policies need to be living documents, not artifacts. Whether it’s a cybersecurity protocol, remote work agreement, or continuity of operations plan, strong policies create clarity, accountability, and resilience.


Policy Areas That Deserve a Fresh Look

  • Technology and Cybersecurity Policies

    • Why they matter: Technology is evolving quickly. So are threats.

    • Often outdated: Acceptable use policies written before smartphones were common. Password policies that don’t include MFA. BYOD rules that never mention remote access.

    • What to review now:

      • Acceptable Use

      • Incident Response

      • Data Protection & Privacy

      • Remote Work / Telework

      • MFA & Password Management

      • Vendor Access and Third-Party Risk

  • Operational and Business Continuity Policies

    • Why they matter: When disaster strikes (cyberattack, flood, pandemic), everyone needs to know their role.

    • Often outdated: DR plans with old contact lists, or COOP documents that were never tested.

    • What to review now:

      • Continuity of Operations (COOP)

      • Disaster Recovery (DR)

      • Facility/Physical Security

      • Supply Chain and Critical Vendor Procedures

  • Organizational and Administrative Policies

    • Why they matter: These form the backbone of daily operations and HR compliance.

    • Often outdated: Social media policies written before TikTok. Procurement rules not aligned with current grant requirements.

    • What to review now:

      • HR Policies (remote work, harassment, discipline)

      • Procurement and Purchasing

      • Records Retention & FOIA

      • Conflict of Interest

      • Social Media and Communications

  • Leadership and Governance Policies

    • Why they matter: Good governance starts with clear roles and responsibilities.

    • Often outdated: Board governance policies that don’t address virtual meetings or technology planning.

    • What to review now:

      • Technology Governance

      • Cybersecurity Oversight

      • Strategic Planning Frameworks

      • Budgeting and Investment Review

      • Board Communication and Crisis Response


How to Approach a Policy Refresh

  1. Start with a Policy Inventory: Document what exists, who owns it, and when it was last reviewed.

  2. Prioritize by Risk and Relevance: Focus on policies tied to compliance, security, or operational continuity.

  3. Get Cross-Functional Input: Involve people who live the policy every day, not just leadership.

  4. Keep It Practical: Avoid legalese when plain English will do. Policies should guide action, not confuse.

  5. Build in a Review Cycle: Set recurring reminders (e.g., every 12–18 months) to keep policies fresh.


Policies aren’t just paperwork, they’re your organizational playbook. If yours haven’t been reviewed lately, now is the time. The risks of outdated policies are real, but so are the rewards of clear, current, and actionable guidance.


Want help reviewing or rebuilding your organization's policies? At Sage 497 Consulting LLC, we help organizations of all sizes align their technology, security, and operational policies with current best practices and real-world challenges. Let’s talk.

 
 
 
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