More and more companies are adopting a clean desk policy and good practices for the use of devices to protect corporate information and mitigate data leakage risks.
In a business environment where cybersecurity has become a strategic priority, physical and operational security cannot be overlooked. The clean desk policy and the responsible use of devices—both corporate and personal—are essential elements for reinforcing information protection, preventing unauthorized access, and complying with regulations such as GDPR and ISO/IEC 27001.
What is a clean desk policy?
The clean desk policy involves keeping work surfaces clear, ensuring that printed documents, sticky notes, or devices containing confidential information are not left visible or unattended. Its main objective is to reduce the risk of data exposure or leakage, especially in shared offices, open areas, or spaces accessible to third parties (such as clients, vendors, or cleaning staff).
This measure, while simple, has a significant impact on staff awareness, promotes discipline in document management, and allows for more effective implementation of physical security controls.
Key benefits:
- Minimizes exposure of sensitive information.
- Facilitates cleanliness and order in the workplace.
- Enhances perceptions of security and professionalism.
- Reduces risks during compliance audits.
How to implement it?
- Training and internal communication: Inform employees about the reasons and benefits of this policy.
- Daily review of workspaces: Especially before leaving the office.
- Secure document disposal: Provide shredders or secure recycling bins.
- Use locked cabinets or drawers to store documents and devices when not in use.
- Regular supervision and positive reinforcement, not punitive, to encourage adoption.
Secure device usage: much more than just supervision
The rise of remote work, the use of personal devices (BYOD), and increasing cyber threats such as phishing and ransomware compel organizations to regulate the use of devices with access to corporate information.
Essential best practices:
- Automatic lock: Set up screen locking after a period of inactivity (ideally 5 minutes).
- Strong passwords: Use secure and unique passwords, combined with multi-factor authentication.
- Avoid using unauthorized devices: Such as unencrypted USB drives or personal external hard drives.
- Update systems and software: Keep antivirus, patches, and browsers up to date on all devices.
- Do not share devices: Even in home environments, it is advisable not to lend the corporate laptop.
- Use secure connections: Remote access only through encrypted VPNs and trusted Wi-Fi connections.
- Review remote access policies: Limit remote desktop use, monitor sessions, and avoid open connections to the entire network.
- Use MDM (Mobile Device Management): Companies can centralize mobile device management, apply security settings, and remotely wipe information if devices are lost or stolen.
Security as an organizational culture
These measures should not be seen as a lack of trust toward employees, but rather as part of a comprehensive organizational security culture strategy. As explained by the National Cybersecurity Institute (INCIBE), “information security is the responsibility of all members of the organization, from management to the last user who turns on a computer.”
Moreover, clean desk policies and secure device usage are part of the controls outlined in ISO 27001 and ISO 27701 standards, and compliance can help prevent incidents that may lead to regulatory penalties or reputational harm.
Conclusion
Implementing a clean desk policy and establishing good practices for device usage not only protects confidential information, but also reinforces customer trust, improves internal order, and contributes to a more efficient and secure work environment. In an era where data is the most valuable asset of any organization, its protection starts with everyday details.