It's easy to overlook the security risks posed by messy desks and unlocked screens in the modern workplace. However, sensitive information carelessly left out in the open can be an easy target for snooping eyes and sticky fingers. The Clean Desk Policy aims to reduce these risks through sensible precautions and good hygiene habits to keep confidential data under wraps.
Where did this come from?
This control comes from the Cloud Security Alliance Cloud Controls Matrix v4.0.10 - 2023-09-26. The CSA CCM provides a controls framework for cloud providers and cloud consumers to assess the overall security risk of a cloud provider. HRS-03 falls under the Human Resources domain.
Who should care?
This policy is relevant to:
- Information security managers responsible for protecting sensitive data
- Office managers in charge of physical security and access control
- Employees who regularly handle confidential information as part of their job
- Contractors and visitors who may come into contact with sensitive material
What is the risk?
Failing to properly secure confidential information in the workspace can lead to:
- Data breaches if sensitive documents or devices are lost or stolen
- Reputational damage and loss of customer trust
- Compliance violations and regulatory fines
- Insider threats and industrial espionage
While the likelihood of a major incident may seem low, the consequences can be severe. Even accidental disclosures can snowball into bigger issues.
What's the care factor?
For most organizations, this policy should be considered a must-have baseline control. While it may seem like common sense, it's important to have formal rules and expectations around information handling.
The effort required is relatively low compared to more technical controls. It's more about building good security habits and changing behavior. However, a clean desk policy shows that the organization takes data protection seriously.
When is it relevant?
A clean desk policy makes sense for any workplace that handles confidential data, which is most. Even if information is stored digitally, physical access to devices is still a risk.
It may be less relevant or practical for:
- Fully remote/WFH setups with no shared office space
- Highly secure facilities where access is already tightly controlled
- Roles that don't deal with sensitive info as part of their duties
What are the trade offs?
Implementing a clean desk policy does impose some overhead costs:
- Purchasing secure storage (safes, locking cabinets) for sensitive items
- Training employees on proper handling procedures
- Enforcing policy adherence through audits/inspections
- Potential impact to productivity if policy is overly restrictive
There's also a balance between security and convenience. If it's a hassle for people to do their jobs, they may look for loopholes and workarounds that defeat the purpose.
How to make it happen?
- Inventory and classify data to determine what needs to be protected
- Define policy scope - what's considered "clean" vs "messy"
- Provide secure storage for sensitive items (documents, devices, keys)
- Implement automatic screen lock on computers after idle timeout
- Train employees on policy and their responsibilities
- Locking up confidential info when not in use
- Logging out/locking screens when away from desk
- Using secure disposal methods (shredding)
- Clearing whiteboards after meetings
- Conduct end-of-day walkthroughs to check for unsecured items
- Hold periodic refresher training and spot checks to maintain awareness
- Revoke access for employees who repeatedly violate policy
What are some gotchas?
- Multi-function printers can cache sensitive documents - use secure print release
- Shoulder surfing is still a risk even with screen lock - use privacy filters
- Don't forget about protecting access badges, ID cards, keys
- Shared workspaces make enforcement trickier - use assigned storage
- Policy should apply to personal devices used for work (BYOD) too
Proper implementation requires buy-in from management and employees. Leading by example is key.
What are the alternatives?
While there's no direct replacement for a clean desk policy, complementary controls can help reduce risk:
- Role-based access control to restrict access to sensitive systems/areas
- Data loss prevention (DLP) tools to detect improper info handling
- Disk/device encryption to protect data if devices are lost/stolen
- Privileged access management to control admin/root access
Explore Further
- NIST SP 800-53 Rev 5 - PE-5 Access Control for Output Devices
- PCI DSS v3.2.1 Requirement 9 - Restrict Physical Access to Cardholder Data
- ISO/IEC 27002:2022 - 7.2 Physical security/7.3 Equipment
- Related CIS Controls:
