2. Clean Desk Policy: Definition
A clean desk policy (CDP) is a corporate directive that specifies how employees should leave their
working space when they leave the office. Most Clean Desk Policies require employees to clear
their desks of all papers at the end of the day.
3. Why a Clean Desk Policy? (For Your Eyes
Only)
Today, CDPs are increasingly being motivated by information security compliance regulations
such as ISO 27001 and the Data Protection Act.
Sensitive information must be protected at all times from anyone who may pass by including
other employees, cleaners, and office visitors
the most important reason today for a clean desk policy is information security
Desks should be cleared of all papers including post-it notes, paper with sensitive information
such as account numbers, and non-essential documents. The policy also pertains to sensitive
information on computers.
In effect, a clean desk policy is one of the simplest ways to protect sensitive information and to
reduce the risk of a data breach and identity theft.
A clean desk policy also complies with information security regulations. In the U.S., federal privacy
laws include FACTA, HIPAA/HITECH, Gramm Leach Bliley and Sarbanes Oxley.
4. 3 Good Reasons to be Compliant
Open Space: This means some protective layers have been taken out, making the information on your
desk more vulnerable to inappropriate access from prying eyes. To recreate your individual security layers,
by logging off from your desktop computer, and by locking away all valuables and confidential
information carriers.
Clients should matter (its not about you): Your company’s clients’, employees and other stakeholders have
the right to assume that their confidential data are in safe hands and the accessibility of the cleaning lady
should also be limited.
Innovation is the Name of the Game: There is a worldwide struggle between innovators and imitators,
between vanguard and the followers, between visionaries and conventionalists. The new era product
development and innovation come at a great expense to those companies that are brave enough to take
on path of difference and understand that all approaches must be virtually seamless.
5. How to Implement a Clean Desk Policy
To be effective, a CDP should be in writing with clear instructions for what actions the employee is supposed to take. Like an acceptable use
policy (AUP), the CDP should be a signed contract that outlines what is expected of the employee, what is expected of the employer, who is
responsible for monitoring the success of the policy, how monitoring will be done and what the consequences will be for policy non-
compliance.
The primary reason for a clean desk policy is that it creates a positive company image when customers visit your place of business. It also
reduces the likelihood that sensitive or confidential materials can be compromised.
Like any policy, a policy to encourage clean desks only works if it is enforced. Management will have to come to an agreement as to
disciplinary action necessary if the policy is not adhered to and balance their approach with flexibility. One last thing to mention is that if
you except the policy to work, employees will need to have time in their day to deal with clearing paperwork from their desk. If you think
this may be an issue, it is best to build a plan to make the time into your policy.
Once your desk is clean, keeping it tidy and organized is easier if you follow these steps each day:
Set aside a planned time each day to clear paperwork from your desk.
Paperwork builds up just like junk mail at home when you don't deal with it daily. Don't keep papers you don't need. Strive to handle
papers as few times if possible. If you're cleaning your desk, file papers in the proper file or into the trash bin. Shred any papers of a
sensitive nature.
Don't print emails to read them. All it does is turn into clutter.
Deal with cleaning your desk before you leave for the day so that you start the next workday with a clean desk and documents in their
proper place.
Scan documents when possible and store them on your computer using paper filing software. This eliminates paper filing and makes
documents easier to find no matter who is looking for them.
6. Clean Desk Policy: Benefits
There are a number of positive results from initiating such a policy and these results affect the entire workplace.
These positives include items such as:
• It creates the right image when customers and vendors visit your company
• It reduces the chance of confidential information being compromised or passwords being stolen.
• Employee stress is lessened when an employee's desk is clean. Studies show that people with a messy desk waste 15
percent of their time looking for things.
• The occurrence of workplace accidents and spills drops when a policy supporting clean desks is enforced.
• People who keep a tidy desk are often considered for a raise because of their organizational skills.
• Overall, the perception of a clean desk is one of efficiency and a well organized office.
• Cost savings: Another benefit of following clean desk guidelines is that it helps reduce the amount of paper used and
along with that the amount of toner used in printers and copiers. Why? Because employees can find what they're
looking for which eliminates the need to print off additional copies.
