Why Implement Clean Desk Policy

W henever you think about securing data, it’s technology that pops up in your mind. But even having the best technology installed in your workplace can have loopholes. 

These loopholes may become a threat to the confidential data of your workplace.

To keep the official data safe and secure, an individual must know the Clean Desk Policy that we are about to discuss below.

What is a Clean Desk Policy?

A clean desk policy is a policy that involves the removal of confidential, secretive, or any sensitive data related to your workplace. These may include classified documents, CD or USB drives, printed documents, business cards, or any such materials that could be a threat to the security of an individual's organization. 

A Clean Desk Policy aims to provide the safe disposal of confidential documents to ensure a productive and secure work environment. This policy asks employees to clean up their desks before leaving the office by enclosing important documents and disposing of the rest of them. Doing so ensures the safety of one's projects, ideas, or plans related to the company.

What is the Purpose of Clean Desk Policy?

Amongst various purposes, the sole purpose of a Clean Desk Policy is to provide security and privacy whenever it comes to official dealings. This policy reduces the chance of confidential information leaking out of official premises. 

Clean Desk Policy also enhances the productivity of the employees, which ensures an organization's efficiency in work. Although the Clean Desk Policy may sound like an extra burden during working hours, it is the best way to create a productive and safe environment for work.

Clean Desk Policy may sound unimportant to you if you belong to a small-scale business, but when it comes to large-scale organizations such as the EU or UNO, Clean Desk Policy is of immense importance. GDPR policies created by these organizations, especially the EU, ask employees to keep confidential documents out of sight of outsiders and those working in the organization. 

Not complying with the rules may cost employees up to 4% of the fine of an organization's annual income. Indeed a harsh punishment for leaving your desk unclean. 

Implementation of Clean Desk Policy

To implement the Clean Desk Policy, an employee can adopt the following changes:

Lockable Storage Options

An employee can ask their organizations to provide them with items of furniture containing locks. Having lockable furniture items can help employees keep away important documents, preventing any security threats to the organization.

Increased Electronic Documentation

The best option and an efficient one is to increase the use of Electronic Documentation. This way, no employee will have to carry paper from one place to another to keep it safe. Keeping data safe in USB drives or electronically is more efficient than keeping it in a piece of lockable furniture.

Awareness amongst Employees

The employers can arrange gatherings to inform the employees of the Clean Desk Policy to ensure a secure and productive working environment. 

Arrange Rewards

The employers can arrange rewards and titles for the workers who implement the Clean Desk Policy. This way, other employees will also begin adopting and implementing the Clean Desk Policy.

Benefits of Clean Desk Policy?

Implementation of the Clean Desk Policy can be beneficial for the workplace environment.

Ensures Data Security

Adopting and implementing the Clean Desk Policy ensures the security of your company's confidential data. Locking up USB drives, emptying meeting rooms after meeting, and double-checking your desks or printers for any document ensures the safety of your project, ideas, or future agendas related to your organization.

Eco-Friendly

By reducing the paper form of documents and converting to digital documentation, the Clean Desk Policy proves to be eco-friendly. Less paper means less pollution, which is an added benefit of the Clean Desk Policy.

Looks Professional

Clean Desk Policy directs employees to keep their desks tidy. A tidy office looks professional to the company's investors or clients, which counts as another benefit of implementing the Clean Desk Policy.

When you ponder over the situation of your employee's desks containing heaps of documentation, implementing the Clean Desk Policy may sound impossible. But doing so can ensure safety, efficiency, and productivity. 

So why are you still stalling? If you need your data to be secure, use our guidelines on the Clean Desk Policy and start implementing it today.