If you are in charge of IT for a company, it is a good idea as part of the onboarding process a User signs a user acceptance policy like they sign their work contact. This document will cover
- Acceptable use of the company network, files and equipments
- Security measures a user is expected to abide to
- Protection of company data
It makes clear from the start of what is expected of them as a user of the system.
Sans.org has put together some standard documentation you can use for your environment for free
You can get the user to use this free tool to electronically sign the document then email it back to you