Clean Desk Policy by EasyLegalDocs
This policy outlines rules for keeping workstations clean and secure. It aims to protect sensitive and confidential information by requiring staff to lock away or properly dispose of documents and devices when desks are unoccupied. This helps prevent unauthorized access and data loss.
CLEAN DESK POLICY
Overview
In order to enhance security and confidentiality, [company name] has adopted a Clean Desk Policy for computer and printer workstations.
This policy will ensure that all sensitive and confidential information, whether on paper, a storage device, or a hardware device, is properly locked away or disposed of when a workstation is not in use. This will reduce the risk of unauthorized access, loss of, and damage to information during and outside of normal business hours or when workstations are left unattended.
A Clean Desk Policy is an important security and privacy control and is necessary for the proper functioning of an organization.
Scope
This policy applies to all permanent, temporary, and contracted staff working at [company name].
Policy
Whenever a desk is unoccupied for an extended period of time the following rules apply:
Any sensitive or confidential paperwork must be removed from the desk and locked in a drawer or filing cabinet, including mass storage devices such as CDs, DVDs, and USB drives.
Any paper with sensitive or confidential information must be thrown in the designated confidential waste bins. Do not under any circumstances put this information in regular waste paper bins.
You must lock your computer workstation when you leave your desk, and shut it down completely at the end of the work day.
All laptops, tablets, and other hardware devices must be removed from the desk and locked in a drawer or filing cabinet.
Keys for accessing drawers or filing cabinets should not be left unsupervised on a desk.
This policy applies to printers and fax machines in the same way: i. Any print jobs containing sensitive and confidential paperwork should be retrieved immediately. When possible, the “Locked Print” functionality should be used. ii. Any paperwork that is left over at the end of the work day will be properly disposed of.
Compliance
This policy will be officially monitored for compliance by [manager name] and may include random and scheduled inspections.
Non-Conformance
To ensure the effectiveness of all policies, staff and contractor participation is required. Any employee or contractor found to have violated this policy may be subject to disciplinary action, including termination of employment.
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About this template
What is this template?
This is an internal security policy focused on the physical environment of the office. It is not an employment contract and does not contain financial compensation terms. It specifically details requirements for 'Locked Print' functions and the disposal of paperwork left at the end of the day.
When should you use it?
Use this when setting expectations for how employees and contractors manage sensitive physical media and hardware at their desks. If you need to address digital data handling exclusively, use an Information Security Policy instead.
What's inside
| Clause | Name | What it does |
|---|---|---|
| Overview | Overview | Establishes that sensitive information on paper or storage devices must be locked away or disposed of to reduce unauthorized access risks. |
| Scope | Scope | Extends policy obligations to all permanent, temporary, and contracted staff working at the specified company. |
| Policy | Policy Rules | Prohibits leaving keys unsupervised and requires that laptops, tablets, and mass storage devices be locked in drawers when desks are unoccupied. |
| Policy item 6 | Printers and Fax Machines | Requires immediate retrieval of print jobs and the use of Locked Print functionality where available to protect sensitive paperwork. |
| Compliance | Compliance | Authorises the named manager to conduct random and scheduled inspections to monitor workstation security. |
| Non-Conformance | Non-Conformance | Specifies that violations of these security rules may result in disciplinary action or termination of employment. |
Who it's for
- a company implementing physical security controls for paper and hardware assets
- an organization requiring staff to use confidential waste bins for sensitive information disposal
- an office manager overseeing workstation compliance through random security inspections
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