May 22, 2025

Information Security Alert: Why You Need a Clean Desk Policy

Some say a clean desk is the sign of a well-organized mind, while others believe a cluttered desk is the mark of a genius. Whether a sign of genius or not, the most important reason to eliminate the paper haystacks, sticky-note scaffolding along the monitor, and general desk clutter goes far beyond pleasing aesthetics or operational efficiencies. A clean and orderly workspace is critical for information security.

What is a Clean Desk Policy?

A clean desk policy specifies how employees should leave their workspaces when they leave their desk and when they clock out at the end of the day. The policy requires employees to shield sensitive information at all times from anyone who might pass by, including other colleagues, office visitors, and janitorial staff. They should clear their desks of sticky notes and paperwork containing potentially sensitive or proprietary information, and they should safeguard the sensitive information on their computers.

One of the easiest ways to protect this sensitive information and reduce the risk of a data breach and potential identity theft is to adopt a clean desk policy that complies with various data protection regulations, which in the United States includes federal privacy laws, such as the Foreign Account Tax Compliance Act, Health Insurance Portability and Accountability Act, Gramm-Leach-Bliley Act, and Sarbanes-Oxley Act.

What are the Benefits of This Policy?

Clean workspaces do more than improve the workplace’s look and feel. They benefit the organization in a variety of ways:

Office Security – Unfortunately, not every employee looks out for the organization’s best interests. The Association of Certified Fraud Examiners’ 2024 Report to the Nations shows most fraudsters were employees or managers. According to IBM's Cost of a Data Breach Report, data breaches initiated by malicious insiders were the costliest at nearly $5 million on average. A clean desk policy helps protect confidential information from being seen and taken by insider fraudsters and other bad actors in the office.

Human Resources – Unorganized desks lead to wasted time searching for hidden items, distracting employees from their tasks. Corporate Vision reports employees can waste up to four hours a week in these sorts of searches – a distraction with compounding costs that can impact the bottom line. Visual disorganization can also impact one’s ability to focus. So, clearing clutter is an information management strategy that can increase productivity. A well-organized environment helps employees feel more in control and leaves a positive impression on visiting customers.

Data Security – Data protection methods are essential to help prevent data breaches and maintain compliance with data protection regulations. Organizations can face severe consequences when data breaches occur, including regulatory action, fines, legal expenses, and the loss of valuable customers, which can severely impact operations. A clean desk policy helps an organization improve compliance with privacy laws and strengthen identity theft protection.

Creative Thinkers – The traditional office has evolved, with many organizations adopting "hot desking," which relies on a clean desk policy. This approach offers an open workspace where employees can choose their seating, accommodating creative thinkers who prefer less orderly workspaces.

Management – Clearing desks at 5 p.m. is a key to this policy, but employees are also encouraged to be conscious of information security throughout their workday. If they leave their desk for a meeting, they should be instructed to remove confidential information from sight. A clean desk policy helps increase employees’ awareness of security the entire time they are at the office.

Environment – A clean desk policy aligns with green office strategies, encouraging digital documents and reducing paper use. Digital documents are easier to find and less accessible to information thieves.

How to Successfully Implement a Clean Desk Policy

• Make it official – Put the clean desk policy in writing, communicate it to all employees, and make it part of the culture of security. This information should also become part of ongoing security awareness training. For mobile and hybrid workers, emphasize the importance of securing and protecting information at all times.
• Explain employee expectations – Provide employees a list of items allowed at workstations. When away from their desks, employees must remove all sensitive physical documents from the desk surface, lock them up, or shred them (in accordance with the company’s record retention policies). All computer devices should be protected every time the employee leaves the workspace, such as by locking the screen and requiring re-authentication to access. Appoint employees to monitor office areas. There should be consequences for policy non-compliance.
• Be aware of office surroundings – Educate employees about “visual hacking” and advise them to clear their computer screens before leaving their desks. Protect access cards and keys at all times and reconsider open floor plans to enhance data privacy.
• Embed information security – Partner with a professional document destruction service provider, such as Shred-it^®, that offers secure document shredding servicesfor both paper documents and hard drives and e-media*. The provider should replace recycling bins with locked containers so when documents are no longer needed, they are securely stored until security-trained professionals retrieve them for secure destruction.
• Introduce a shred-it-all policy – Require all documents to be destroyed when no longer needed, eliminating the need to decide what is confidential.
• Garner executive-level buy-in – Ensure the senior executive team adopts, follows, and advocates the policy, consistently sharing it throughout the organization.
• Provide friendly reminders – Use employee communications, such as newsletters, e-alerts, and posters, to remind everyone to protect confidential information. For example, add a tagline to email signatures, such as “Please consider the environment before printing this email.” Display reminder signage in key areas of the office.
• Provide support – The workplace should provide clean desk tools. Equip workspaces with lockable drawers or provide small lockable storage boxes, so employees can lock up printed documents that may contain confidential data. Install privacy filters on computers.
• Encourage electronic over paper documents when possible – Support paperless strategies in the office. For example, don’t unnecessarily print emails. And have a routine back-up system in place for secure electronic document management.
• Make it part of the workday – Encourage employees to start the day by organizing documents needed for their work and ensure sensitive information is secured before leaving their desks.

Learn more about how to increase information security in your office and how Shred-it^® can be a part of your data security program.

^{*Contact Shred-it® for service availability.}

^{**This article is for general information purposes only and should not be construed as legal advice on any specific facts or circumstances.}