Companies of all industries create and store business documents on a regular basis; whether these are customer notes, internal business notes, budgets, financial records, marketing plans, or pricing, these records are considered confidential. Sure, most of us also use our computers for the bulk of our record keeping and communication, but paper isn’t going anywhere anytime soon so we must make sure desks remain secured and free from sensitive files. Failing to do so means information could go missing, be stolen, or forgotten and lost about all together. This not only affects your business operations but it could affect your finances. Secure document storage and shredding is a legal obligation that needs to be implemented in your business if you want to avoid the risk of fraud and information theft. Protect your business matters with a Clean Desk Policy.
A Clean Desk Policy is highly suggested so that your employees keep their personal work spaces free of clutter and mess; most importantly, this policy is beneficial because it ensures confidential matters are handled properly and are safe from potential exposure.
If you aren’t already doing so, after each and every work day, we strongly recommend that computer systems are turned off and secured with password protection to limit the risk of online theft, and hacking. It’s also a smart decision to remove and securely store away any CDs, floppy disks, or memory sticks, to avoid potential exposure.
Ensure Management is Setting a Good Example
Like anything you want to instill in people, you need to lead your team by example; this is especially necessary when implementing new procedures and policies that are unfamiliar and even questioned by your employees. Due in part that management is likely to handle a large portion of the business matters circulated in your office, it’s imperative that management and executives are following the policy to establish a clear example for the rest of the team.
Always Put the Policy in Writing
Make certain that the policy is communicated in writing can be easily seen/accessed throughout your office. It’s a good idea to also post a copy of it online through your business portal. In some circumstances, you may even wish to assign an employee to have the responsibility of performing random audits; these audits will include conducting desk checks to see whether or not desks are free from sensitive business files.
Regular Reminders May Be Helpful
A Clean Desk Policy checklist should include office reminders that emphasize the need for participation. Place memos outlining the policy online and in common areas throughout your office, where employees can’t miss them, such as in your boardroom or lunchroom.
Limit Paper When Possible
Request that whenever possible, your employees share electronically; this is a great step towards a greener environment and it helps keep your office much more organized. Use online solutions for setting up meetings. Consider scanning records and email them to your team as PDFs rather than printing. Less paper results in fewer documents to occupy desks.
NRC provides standardized shredding and storage services that reflect the highest of standards. Our on-site shredding is simple and effective; we ensure you remain in compliance with critical regulations through our on demand audit-able destruction services.
For additional information on how our document destruction solutions can assist with your Clean Desk Policy, please get in touch. We are happy to discuss with you the many available options that will contribute to a more organized and secure work environment.