Clean Desk Policy with Secure Shred Bins Made Simple

Why a Clean Desk Policy is More than Just an Office Neatness Rule

When employees leave at the end of the day, and all the desks are clean, there’s a peaceful feeling throughout the office. This is nice, but it’s hardly a reason to create policy. After all, there are some who work better with a cluttered desk, so you may have push-back when you try to establish tidiness as part of your office culture. Why do it? A clean desk policy goes beyond desiring an orderly appearance — it’s an important part of your security strategy.

What is a Clean Desk Policy? The Real Risks Hiding on Cluttered Desks 

A clean desk policy requires employees to leave their desks uncluttered when they leave work at the end of the day, but it’s more than that. It’s also about shielding information on the desk throughout the day, safeguarding sensitive information at all times. It’s easy to tailor this kind of rule to meet the needs of your organization, and the understanding should be that employees are required to clean up after themselves, both physically and digitally. A clean desk policy should cover data on electronic devices as well as on physical components like desks, drawers, and cabinets. By safely storing sensitive information and deleting personal data, your employees will be protecting the integrity of the workplace.

How Paper Documents Still Put Businesses at Risk in a Digital World

Even in companies where digital data is stringently and diligently protected, paper documents are sometimes overlooked. Unfortunately, sensitive data on paper is even more vulnerable than data on an electronic device. Why? Unlike information on a hard drive, papers can be easily picked up and moved from their original location. When passwords are written down or client data is left out in the open, visual hacking can occur, and someone with bad intent can easily glean information that shouldn’t be taken out of the office.

Where Clean Desk Policies Often Break Down

Of course, when you imagine all those clean desks, you’re probably envisioning a traditional office. Today, however, many businesses operate in a hybrid workspace. Some employees might work from a home office, while others might participate in desk sharing or work from a coworking space. How does a clean desk policy work when employees share workstations or work remotely? Without diligence, it doesn’t. There must be clear policies in effect, for digitizing as much data as possible, and securely storing the rest.

How Secure Shred Bins Make Clean Desk Policies Work

Enter the secure shred bin. When it is understood that each piece of paper is placed in the secure shred bin as soon as it’s no longer needed, the clean desk policy is easy to manage. While in use, paperwork should be kept in a secure spot, and when it’s no longer in use, it should go straight into a locking shred bin until it can be disposed of properly. Rather than being tossed into the recycling bin, where they can easily be compromised, your paper documents are just as secure waiting for disposal as they are when locked away in a desk or briefcase.

Benefits of a Clean Desk Policy in Supporting Compliance and Audits

Reducing the risk of a data breach is crucial, and when a clean desk policy is in place, it’s much easier to do that. Desks that are clear and digital data that is secured can’t be poached. Even more important, a clean desk policy puts you in compliance with ISO 27001/17799. By protecting confidential data, you lessen your chance of an audit and stay in compliance with legislation like FACTA and HIPAA.

Creating a Cleaner Office Culture Without Constant Policing

It’s not difficult to enact a clean desk policy and, by extension, a cleaner office culture, when you make expectations clear and give employees the tools that will allow them to meet expectations. Start by providing a list of items allowed at desks, and require that all sensitive physical documents must be removed and secured when employees are away from their workstations. Provide secure shred bins, locking desks or cabinets, access cards, and keys, to make data security easier, and make sure there is executive buy-in, so that the clean desk environment is a top-down endeavor.

Turning Clean Desk Habits into a Stronger Data Protection Strategy

Part of your clean desk initiative should be to choose electronic documents over paper whenever possible. Additionally, have a backup system in place, used routinely, to secure electronic communications. Once this kind of security become second-nature, data protection in your organization will come naturally.

For Effective Paper Waste Security Strategies, Contact Document Shredding and Storage

A clean desk policy should be part of your company’s multi-pronged approach to data security. At Document Shredding and Storage, our focus is on security, and whether you need shredding, storage, or the destruction of old IT assets, we will work to find the best and most secure solution for you. DSS is a locally owned company serving Lubbock, Amarillo, Midland, and Odessa, Texas, providing businesses and individuals with certified, secure, convenient services that protect data and provide peace of mind. When you need destruction or storage services, you can count on us to show up when we say we will, provide billing that is straightforward, and deliver services that meet or exceed industry standards. Contact us for more information on how we can help you safeguard your data and protect your business.

Clean Desk Policy FAQs

What are the essential tenets of a clean desk policy?

A clean desk policy should specify that all work must be cleared from workstations at the end of the day. Further, employees should be required to protect sensitive information from passersby, and keep unsecured paperwork or sticky notes off of their desks. Additionally, employees must lock their screens when away from their desks. When they leave at the end of the day, paperwork should be secured, either in a locked desk or cabinet, or in a secure shredding bin.

How does a clean desk policy make desk sharing more secure?

When workstations are shared by coworkers, or desks are used by people working for different companies, it only makes sense to clear the desk completely at the end of the work day. This ensures that no sensitive information falls into the wrong hands, and it also makes sharing a desk more comfortable and flexible.

What psychological benefits does a clean desk policy offer employees?

When an office is orderly, it helps employees to psychologically prepare for the work day. Further, with fewer distractions, employees can concentrate, and this improves productivity. A clean desk also psychologically benefits a company’s clientele, who perceive a tidy office as a more professional space than a messy one.

How does a clean desk aid in compliance?

Preventing sensitive information from falling into the wrong hands, a clean desk reduces the risk of a data breach and helps an organization maintain compliance with security policies.

Where does shredding come into play in a clean desk policy?

To ensure that private information remains private, it’s vital to keep it out of the trash or recycling. Shredding is an effective solution, giving you peace of mind that your sensitive information is safe. Providing each employee with a locking desk and a secure shred bin means there is no question of whether paperwork is secure.