To communicate a clear desk policy we suggest staff use the three Ps:

PREPARE – keep the things you actively need for each day on your desk and plan what files and papers you need for the day. Ensure that all others are filed away in a secured unit.

PROTECT – when you leave your desk for meetings or for breaks take time for a quick check to see if there is sensitive information on your desk and file it or remove from your desk. It also makes sense to clear your screens and activate a password protected screen saver.

PICKUP – at the end of the day clear your desk of documents to protect your business and that of your clients. It is vital to file documents and lock away if necessary.

Remember: Drawers should be locked when not in use and keys stowed away securely. Keys for cabinets, store rooms and cupboards containing sensitive information should be tagged with identifiers that give not indication of the contents (i.e. ‘Cabinet 1’ rather than ‘high-risk offenders’).