Clean Desk Policy

Overview

Hi-Tech Training stands committed to the development of secure policies and practices, and in doing so, has implemented this Clean Desk Policy to increase physical security at Hi-Tech Training locations. This policy ensures that confidential information and sensitive materials are stored away and out of sight when they are not in use or when the workspace is vacant.

This policy sets forth the basic requirements for keeping a clean workspace, where sensitive and confidential information about Hi-Tech Training employees, clients, vendors, and intellectual property is secured. The policy shall apply to all Hi-Tech Training employees, contractors, and affiliates.

Policy

Employees are required to secure all sensitive/confidential information in their workspace at the conclusion of the work day and when they are expected to be away from their workspace for an extended period of time. This includes both electronic and physical hardcopy information.

Computer workstations/laptops must be locked (logged out or shut down) when unattended and at the end of the work day. Portable devices like laptops and tablets that remain in the office overnight must be shut down and stored away.

Mass storage devices such as CD, DVD, USB drives, or external hard drives must be treated as sensitive material and locked away when not in use.

Printed materials must be immediately removed from printers or fax machines. Printing physical copies should be reserved for moments of absolute necessity. Documents should be viewed, shared and managed electronically whenever possible.

All sensitive documents and restricted information must be placed in the designated shredder bins for destruction, or placed in the locked confidential storage. Please refer to the Records Retention Policy for additional information pertaining to document destruction.

File cabinets and drawers containing sensitive information must be kept closed and locked when unattended and not in use.

Passwords must not be written down or stored anywhere in the office.

Keys must not be left unattended anywhere in the office.

It is the responsibility of each staff member to ensure compliance with the instructions above. Repeated or serious violations of the clean desk policy can result in disciplinary actions in accordance with Hi-Tech Training’s Staff Handbook.

If you notice that any of your devices or documents have gone missing, or if you believe your workspace has been tampered with in any way, please notify Mr. Paul Coughlan immediately.