August 11, 2025

Establishing a Clean Desk Policy

In the age of AI, data has become one of the most valuable assets for any business – fundamental to meeting customer expectations and adapting swiftly to market shifts and unexpected disruptions. With today’s workforce split between traditional offices and hybrid work environments, critical and sensitive information flows across a wide range of locations and devices, increasing the risk of exposure. Regardless of where employees work, whether in a corporate office or from home, organizations should implement robust policies and procedures to help ensure data remains secure and protected.

Implementing a clean desk policy is a convenient way for employers to enhance their overall data security. This policy specifies how employees should leave their workspaces when they leave their desks and when they clock out at the end of the day. It requires employees to always shield sensitive information from anyone who might pass by, including other colleagues, office visitors, and facility staff. Employees are expected to clear their desks of any unsecured paperwork or sticky notes that contain confidential or proprietary information. Additionally, they must take the necessary measures to safeguard sensitive information on their computers and digital devices, maintaining a secure and professional working environment.

A clean desk policy is one of the easiest ways to protect sensitive information as well as reduce the risk of a data breach and potential identity theft. By putting this policy into practice, companies can bolster their security protocols while maintaining adherence to federal privacy laws, which may be applicable to their business, such as the Foreign Account Tax Compliance Act, Health Insurance Portability and Accountability Act, Gramm-Leach-Bliley Act, and Sarbanes-Oxley Act.

Three Key Benefits of a Clean Desk Policy

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

A clean desk policy helps prevent   unauthorized access   to confidential information.  People who work for the same company might not have the same information privileges. Therefore, employees should do their best to avoid leaving documents out in the open or confidential information on their screens when not at their desks. Unfortunately, the risk of internal threats is real, as there are individuals within organizations who may seek opportunities to misappropriate data. Workplace fraud, or occupational fraud, is committed by people who work for or do business with an organization. The Association of Certified Fraud Examiners estimates organizations lose 5% of revenue annually due to fraud, with an average loss per incident calculated at $1.7 million, or $3.1 billion in total annual losses.

Employees should be aware of visual hacking, which occurs when an unauthorized individual looks at someone’s computer screen, views documents, or takes note of login passwords. Those in coworking spaces, where people from different companies share an office space, face a higher risk of this occurring. Another byproduct of hybrid work is “hot desking,” where employees no longer have assigned desks. As a result, people are likely to move technological devices and papers potentially containing confidential information to different locations, increasing the risk of exposure to unauthorized users.

A clean desk policy reinforces a culture of information security. When organizations adopt comprehensive policies, employees can better incorporate information security into their daily practices and stay vigilant. To further enhance security, organizations should provide detailed security training during employee onboarding. With most data breaches involving the human element, hackers know people can be susceptible to phishing scams, social engineering, or ransomware, allowing them access to confidential data. Proper training, reinforced by a clean desk policy, can equip employees to recognize and mitigate physical and digital security risks, bolstering preventive measures against future threats.

Shred-it^® offers support for organizations that do not have the internal expertise to train employees or develop their own policies.

A clean desk policy keeps workspaces clutter-free. Visual clutter can impact one’s ability to focus, and implementing this policy not only enhances focus, but it can also help boost productivity. Employees typically feel more attentive and in control in a well-organized environment, and current and future customers who visit the office for meetings will have a good impression of your company when workspaces look more professional.

Keeping a clean desk can assist in reducing the risk of a data breach by making data security an everyday practice, as well as helping boost productivity. Learn how to establish a clean desk policy.