Implementing an Effective Clean Desk Policy

Clean Desk Policies: Beyond Tidiness

A clean desk policy isn't about aesthetics—it's a fundamental security control. When implemented effectively, it dramatically reduces the risk of sensitive information being accessed by unauthorised persons.

Why Clean Desks Matter

Security Benefits:

• Prevents casual observation of documents
• Reduces opportunistic theft
• Eliminates after-hours access to information
• Supports compliance with privacy obligations

Operational Benefits:

• Improves organisation and efficiency
• Reduces lost document incidents
• Creates professional appearance
• Simplifies cleaning and maintenance

Policy Elements

During Work Hours:

• Active documents only on desk
• Sensitive materials face-down when leaving desk
• Screens positioned away from observation
• Visitors never left alone near documents

End of Day:

• All documents secured in drawers or cabinets
• Sensitive materials in locked storage
• Computer screens locked or logged off
• No papers left in printer trays

Secure Disposal:

• Confidential waste in locked containers only
• Never in general waste or recycling
• Paper shredders for immediate destruction
• Regular collection of secure containers

Implementation Steps

1. Develop Written Policy:

• Clear expectations
• Specific requirements
• Consequences for non-compliance
• Exception procedures

2. Provide Resources:

• Lockable drawers and cabinets
• Secure waste containers
• Personal shredders where appropriate
• Lockable laptop storage

3. Communicate and Train:

• All-staff announcement
• Training sessions
• Written reminders
• New starter induction

4. Audit and Enforce:

• Regular walkthroughs
• Identified violations documented
• Progressive consequences
• Positive reinforcement

Making It Stick

Success Factors:

• Leadership commitment and example
• Sufficient storage provided
• Convenient secure disposal options
• Regular reminders
• Consistent enforcement

Common Failures:

• Insufficient storage for staff
• Inconvenient waste disposal
• Management exceptions
• Inconsistent enforcement
• One-time announcement only