Many organizations have implemented a Clean Desk policy which outlines how employees should maintain their working space when unattended. These policies are not about aesthetics; they are in place to assure sensitive and confidential information is secured when not in use. These policies play a vital role in reducing the risk of security breaches and at the same time increase an awareness about protecting sensitive information.
A Clean Disk policy applies the same approach to electronic information stored on computers which is just as important to secure. Two key suggestions that will not only save money but improve Information Governance and greatly reduce risk include:
- Identifying electronic content that contains Personally Identifiable Information (PII), and Non-public Information (NPI) including Confidential Commercial Information (CCI).
- Identifying ROT (Redundant Obsolete and Trivial content)
In order to be effective, Clean Disk policies must be consistent and need to span across all locations that electronic content is stored or maintained. That includes local hard or portable drives, shared drives, E-mail, FTP sites, Electronic File Sync and Share (EFSS) solutions and of course content repositories.
While many Clean Desk policies talk about locking computer screens, securing laptops and portable drives, a Clean Disk policy takes into account that almost all users tend to keep sensitive electronic information scattered throughout various systems much longer than they should. That’s where the Adlib platform excels.
Adlib digitally prepares content so a Clean Disk policy can be successful and not just for corporate compliance and Information Governance (which are key motivators) but also for the end users who like the concepts of ECM but don’t want to become content librarians in the process. If you’re interested in learning more we’re happy to schedule a workshop or one of our renowned Content Coaching sessions.
In the meantime, check out this article discussing how customers are Securing Confidential Customer Data & Gaining Content Clarity, recently published by ARMA.