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The way you leave your desk at the end of the day can make a significant difference to your data protection. SRM’s Claire Greathead explains why.
One of the simplest and most effective ways to ensure that you’re compliant with basic data protection principles is to make sure your desk – or rather what’s on it – isn’t giving your business’s secrets and sensitive information away.
A clean and clear desk isn’t just good for focus and productivity, it can also help you safeguard your business’s security from prying eyes.
At the end of each day, or for any periods during which your desk is unoccupied in working hours, sensitive information must be locked away and hidden from view. It sounds simple and it may even sound like unnecessary hassle but the potential pitfalls of leaving paperwork with contact information and bank details, or worse, your unlocked computer open for others to see is a genuine security risk.
Maintaining a Clear Desk Policy is about creating an organisation-wide set of guidelines that employees can utilise to ensure good practice when it comes to data protection and information security. Clear Desk means locking away any documents, notes, business cards and removable media which may contain sensitive information.
A cleared desk also requires a clear screen, so locking or shutting down digital devices whilst unattended is critical to best practice.
A Clear Desk Policy is a simple and easy way to reduce the risk of information theft, fraud and security breaches across your business. When sensitive information is left unattended and visible in plain view, it creates an avoidable level of risk which could have significant consequences for your organisation.
Not only that, encouraging the habit of clear desks in your business is a great way to save time and money. According to a report from IDC, the average employee spends 2.5 hours a day searching for information. Making time to organise in the short-term can lead to long-term productivity benefits.
ISO compliance is a big part of data security, and not only are Clear Desk Policies relevant for ISO 27001 compliance, but they also support basic privacy principles. Here in the UK, the Data Protection Act requires businesses to ensure that personal information is kept secure at all times.
In an age of video calls, a Clear Desk Policy helps individuals make a good impression when talking with clients and colleagues on camera. It also discourages prying eyes. All too often the likes of post-it notes with phone numbers on them become part of the furniture, and we stop thinking about who might be able to see them when we make video calls.
Lowering your risk of suffering a data breach means you have less stress, but that’s not the only way a Clear Desk Policy can improve your wellbeing. The phrase ‘a place for everything and everything in its place’ is relevant here, as knowing where vital documents are at all times is an effective way to keep worry levels low across your organisation.
One of the best things about a Clear Desk Policy is that it is as straightforward as it is effective. Implementing guidelines for your organisation is largely a case of using common sense and caution.
For millions of people now working from home on a remote basis because of the pandemic or even a broader company shift away from office-based work, it may seem that a clear desk policy is unnecessary. After all, it may only be your close family members that ever see your workstation, but there are a number of possible risks that need to be taken seriously.
It’s relatively common for children, partners or other family members to “tidy away” loose papers, or even put them in the bin without shredding them. Similarly, a family member taking a video call can easily reveal sensitive data to others if business paperwork is left within the camera line. Where work laptops or digital devices double up as family devices, there is also an increased risk of sensitive data being accidentally shared with others – be it via email, image or instant message.
The solution is to always take the same precautions no matter where you are working. Be sure to lock away any information of a sensitive nature when you leave your desk, and ensure papers containing sensitive data are kept out of site on video calls. When you leave your desk, always lock your screen.
If you are working in an environment with other people in your household, be mindful of what can be seeing on your screen while you are working. Privacy screens are available for laptops and provide a simple way to protect your data from others.
While the principles of clear desk policy are not particularly complicated, team training can be a valuable tool to ensure adherence to the policies you wish to implement as a business. If you’d like to find out how we can help your staff to raise information security standards, get in touch today by clicking here.
