Time to kick-start your Clear Desk and Screen policy?
One of the simplest ways to reduce the risk of a data breach on your organisation's premises is to establish a Clear Desk and Screen Policy. Beyond just tidy classrooms and offices, this initiative protects sensitive student data and staff privacy.
To help you implement this, we have a Clear Desk and Screen Model Policy for you to adapt alongside a Clear Desk learning nugget (takes 5-10 minutes).
Steps to establish the policy
1) Set the Standard
Use our model policy to set the direction your organisation wants to take;
2) Train and Empower: The 3Ps
Use the training slides to let staff know what it's all about, and to teach them how to manage a clear desk approach – using the 3Ps:
- 🗓️Plan
Start each day with a few minutes of planning so that you can organise the documents you need for immediate work to have on your desk. File all other folders and documents. Consider which ones you no longer need. - 🛡️Protect
- Protect information whilst you work - keep screens out of sight from visitors/people without authorisation to view the information and don't leave private/confidential information out in plain view.
- Protect information whenever you leave your desk. Do not leave confidential or sensitive information unattended on your desk, lock it away, or lock your office door. In addition, if you are not taking your device with you, lock it. - 🗃️Pick up
When you leave in the evening, file away your documents (locking away private/confidential information) or shred them.
Then enjoy the reduced stress and added productivity benefits that come with a clean desk or work area first thing in the morning!
3) Digitise the Workflow
Use this as an opportunity to reduce paper/printing and store more electronically instead.
Tip: Email reminders in your signature 'Don't create paper waste - Do you really need to print this?'
4) Visual Reminders and Awareness
Provide encouragement, give tips and display reminders (e.g. Posters):
5) Gamify the Process
Add a bit of competition? A contest between teams can help get a new policy up and running, or help to reinforce one where the routines have slipped.
Contact us to book in a data walk (Making the Rounds) to assess your clear desk and screen baseline!
Here's an example email for staff:
Subject: 🔒 New Initiative: Protecting our School with a Clear Desk & Screen Policy
Dear Team,
Protecting our students’ data and our own professional privacy is a priority for all of us. To make this easier and more consistent across the school, we are introducing a new Clear Desk and Screen Policy.
A tidy workspace isn’t just about aesthetics; it’s one of our strongest defences against data breaches. To get us started, we’ve adopted the 3Ps framework:
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PLAN: Only have the documents you need for your current task on your desk.
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PROTECT: Angle screens away from visitors, lock your device ($Win + L$) when stepping away, and never leave sensitive files unattended.
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PICK UP: Clear your workspace every evening. You’ll protect our data and start the next morning with a fresh, stress-free environment.
What’s Next?
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Review: Please take a look at the attached Model Policy which outlines our new school standards.
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Training: We will be running a quick "Take Five" session during our next meeting to walk through the resource deck and share best practices.
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Go Paperless: Use this as an opportunity to digitize where possible—let’s cut down on unnecessary printing!
We’ve also posted reminders and posters in the staff room and main office to help these new habits stick.
Thank you for your ongoing commitment to keeping our school community secure.
Best regards,