How to implement a Clean Table policy
You know that coffee break? When you step out of front of your computer for a few minutes. That could be enough time for an unauthorized person to physically access information through the device you may have left unlocked. This is how a Clean Desktop policy can help your organization protect itself.
Cyber attacks have become a major threat to organizations. In recent years, it has become increasingly common to hijack data for the extortion of victims. In a digital society, comprehensive strategies must be devised to protect users and information from cyber threats.
Here, we have gathered some information about the importance of protecting physical and digital documents through a Clean Table policy.
What is the purpose of a Clean Table Policy?
Digital security has become one of the key issues for organizations in recent years. The growth in the number of cyber attacks around the world has made institutions even more concerned about cybersecurity.
Reports by major consulting firms state that the number of attacks targeting corporate systems has been three times higher than in the pre-pandemic period. This is an essential fact for us to understand how organizations have suffered losses that go beyond the financial ones.
Thus, it is essential to develop and distribute policies that contribute to your organization's digital security.
In this way, a Clean Table Policy defines practices that ensure the security of documents and information, whether printed or digital, that may be considered sensitive.
Therefore, a Clear Table Policy aims to bring together a set of procedures designed to be followed to prevent unauthorized data disclosure and protect confidential information from your organization.
Protect personal information with a Clean Table Policy
Just one crack can be enough to compromise the security of an entire structure. It's no different with organizations. Criminals need only a few minutes with your computer screen unlocked to steal or defraud information.
A Clean Desktop policy can ensure that people are acting safely. This is because it brings together practices and recommendations that can bring greater protection for sensitive information.
So it is essential to recommend that people lock their devices whenever they are going to be away. In busy spaces, it may be best to position monitors so that people cannot look at the screen.
When leaving a meeting room, it is essential to check that all documents have been collected, and that there is no important information on boards or papers. And when disposing of printed documents, you must destroy them completely, so that they have no identifiable data.
All this can be defined within a Clean Table policy. By establishing processes, it is much easier for people to take action to protect corporate resources.
Encourage people to take care of their work environment
Keeping your workspace organized is one of the fundamental principles defined by the Clean Desk Policy. As such, it is very important to leave only the essentials on your desk.
Notes, notes, and reminders in plain sight are not always a good idea. They can contain important information about projects, and even passwords. So using folders and cabinets to store these documents can be a good idea.
Also, encouraging people not to write down passwords on paper and adopting a password manager can be one of the best ways to bring more security.
Avoid paper documents
Great care must be taken when using printers and photocopiers. Printed documents containing important information about your organization can be lost, or defrauded.
Therefore, a Clean Table policy establishes some practices to control the amount of printed documents. Avoid printing out read-only files. You can use your computer screen and then store the document in a protected folder if it is confidential.
When printing important documents, remove them quickly from the printer. Also consider locking down devices such as printers, copiers and scanners after hours.
Use locks and passwords
It is also essential to adopt passwords for devices, even printers, and set secure folders within your computer. These can be protected by passwords and encryption, used to store important information.
Printed documents can be stored in lockable drawers or cabinets that can be closed at the end of the day. Removable media such as USB sticks and external hard drives can also be stored on this furniture.
Keep your organization secure
Internal policies depend on people to make them work. Therefore, it is essential that everyone takes part and acts so that they are well implemented.
Encouraging the use of digital documents can be one of the practices to bring more security. Likewise, it is very important to keep backup copies stored in cloud services.
Adopting tools to encrypt information from computer hard drives is another strategy that works to ensure data security.
Take a few minutes at the end of your day to keep your desk clean and organized. Remember to keep your papers and notes in locked drawers and cabinets. And whenever you leave your computer, lock the screen.
Use policies to create a culture of cybersecurity
Creating a strong corporate culture should constantly encourage employees to stay on top of security issues. In this way, a well-designed awareness program can generate great benefits and foster a healthy culture of cybersecurity.
Developing and distributing policies can be one way to keep people engaged and still create a culture about your organization's security guidelines.
Since a Clean Table policy outlines practices to ensure the security of documents and information considered sensitive, you might consider applying some of these recommendations to reduce your risks.
If you still have questions about how to draft such a policy, please consult our sales team. Our policy templates, primers, and training can help you implement more effective security policies.